Has Sugar become your central system for running reports? Do you have a hard time remembering what reports needs to be run, on which date, and frequency? Well if you do, then the Schedule Report feature in Sugar will make your life much easier.
In the past, I had Post-Its on my computer monitor or even Outlook calendar appointments that gave me a list of reports that needed to be run for different people within the organization. Some were Sugar Users; other were just people needing the data that was being recorded within the system. At one point the list of reports that I had to run made it almost impossible to keep track. During a search for an unrelated item, I came across Scheduled Reports on Sugar’s Support page. What I discovered is that reports in Sugar can be scheduled to run automatically and emailed directly to your inbox. When I came across this feature, I felt as if I was just given a virtual personal assistant.
So you are probably asking yourself right now “How can I set this up?” Basically, you can go into Sugar and open the reports module, and follow the steps below:
Step 1: Setting Up Schedule Reports
- Check to see if the Schedule Report feature is already set on any of your reports.
- If the Schedule Report column shows "--none--", then the report has not been scheduled for automatic delivery.
Step 2: Setting Up Schedule Reports
- Click on the “--none--” link in the Reports module list view.
- Now select the "Start Date" that you want the reports to be scheduled.
- Enter the time of day you want the report to run.
- Select the "Time Interval" that you want the report to run. (several options are available for you to choose from).
- Select the “Active” checkbox (this is basically the on/off button for this specific report).
- Click the “Update Schedule” button to schedule the report.
Step 3: Review Schedule Reports
- After you click on “Update Schedule” you will return to the reports list view and see all of the reports and if they are scheduled to run automatically.
- If you click on the “Date and Time” in the Schedule Report column, you will be able to see when the next email is scheduled to be sent.
- Now that the Schedule Report is set, all you need to do it watch for an email from Sugar in your inbox.
Step 4: Email Notification in Your Inbox
- The email will appear in your inbox with the Report Name in the title and the report as an attachment.
- When you open the email, it will provide a PDF formatted report including the details summarizing when the report was generated.
- At this time you can forward the email and the attached report to anyone that has required the specific report (or better yet, if they are a Sugar user have them set up their schedule report, and it will automatically come to their inbox, and you no longer have to worry about running the reports for them)
Step 5: Disable (turn-off) Schedule Reports
- At any point, if you decide to stop having the scheduled report run simply uncheck the “Active” button. This will prevent the report from being run in the future.