To schedule a report to run on a regular basis that only you can view, follow these steps:


Note: To see what kinds of reports iOn has to offer, go to What Standard Reports Are Available?.


Be aware that your user role will need to have the privilege to use the Reports screen in order for you to be able to run and schedule reports. (If you need to schedule a report and you don't have that privilege, contact your organization's iOn administrator.)



Caution: Make sure that you have your schedule planned out, including the timetable, report parameters, file handling, email recipients, and even FTP server settings, plus dedicated time to complete the procedure below, before you begin. The Reports screen times out after 30 minutes of inactivity, so if you stop in the middle of the task and try to return to it, you'll have to start over.


  1. Click  >> Reports.
     
    A list of the available report categories will appear on the left.
      
  2. Click the expansion arrow to the right of the category containing the report you want to schedule.
     
    A list of its specific reports will appear, with a description of each one underneath the report name.
     
     
  3. Click  to the right of the name of the report you want to schedule and select Schedule on the menu that appears.
     
    The Schedule options for the report will appear.
      
  4. Click Create Schedule.
     
    The New Schedule options will appear.
      
  5. If you want the schedule to begin today, you can leave the default Start Date selection of Immediately.
     
  6. If you want the schedule to start at a later date, follow these steps:
     
    1. Under Start Date, click On Specific Date.
       
    2. Click the calendar picker.
       
      A calendar will appear, and today's date will be highlighted.
        
    3. Select the date for the schedule to begin.
       
    4. Use the Hour, Minute, and Second sliders to specify the time of day for the report to run.
        
    5. Click Close.
       
  7. Click the Time Zone drop-down arrow and specify your time zone.
     
  8. Click the Recurrence Type drop-down arrow to set how often and when you would like your scheduled report to run.
    Note: Alternatively, you can leave the default selection of None if you want to schedule the report to run only once.
  9. For basic recurrence options based off the start date you set, select Simple in the Recurrence Type drop-down list and follow these steps:
      
    1. Click the Repeat Every drop-down arrow and specify the repetition time frame (hours, days, or weeks).
       
    2. Select the 1 before that drop-down list and type the skip time value.
      Note: For example, to have the report run every other Monday (given a start date that falls on a Monday), select Weeks in the drop-down list and enter 2 for the value — so it will repeat every 2 weeks. (To just have it run once a week, select Weeks and type 1.)
    3. Select a radio button under End Date, given these options:
        
      • Run a Set Number of Times: To schedule the report to run only a certain number of times (and then never run again). After selecting this, type the count in the Number of Runs field.
         
      • Run Until a Specified Date: To schedule the report to run only up to a particular date (and then never run again). After selecting this, use the calendar picker to set an end date and time (and click Close in the calendar picker).
         
      • Run Indefinitely: To schedule the report to run forever (or until such time as you change its end date).
         
    4. For Holidays, you can leave the default selection of None.
      Note: This currently has only one option (New Year's Days), which you can select to exclude the report from running on the first day of the year.
  10. For more specific recurrence options that enable you to choose months, days, and times, select Calendar in the Recurrence Type drop-down list and follow these steps:
      
    1. Under Months, you can leave the default selection of Every Month for a scheduled report that will be run throughout the year.

      Alternatively, you can click Selected Months and select only specific months. (Press Ctrl before clicking the month names to choose multiple months.)
       
    2. Under Days, leave Every Day selected if you want the report to run every day of the week.

      If you want to specify the days it is to run, click Selected Days and select those days. (Again, press Ctrl before clicking the day names to choose multiple days.) 
       
      Alternatively, you can click Dates in Month to have the report repeated only on certain days (such as the 15th and 30th of each month). (Separate different dates with commas or date ranges with hyphens, such as "15, 30" or "5-7.")
       
    3. Under Times, select the 0 under Hours and type the hour value (using military time) for the time of day you want the report to run; for example, enter 15 if you want the report to run at 3:30 p.m.
       
    4. Select the 0 under Minutes and type the minute value for the time you want the report to run; for example, enter 30 if you want the report to run at 3:30 p.m.
       
    5. Under Schedule End, you can optionally click the End Date calendar picker, set an end date and time, and click Close in the calendar picker. If you don't specify an end date, the report will run indefinitely.
        
    6. For Holidays, you can leave the default selection of None.
      Note: This currently has only one option (New Year's Days), which you can select to exclude the report from running on the first day of the year.
  11. At the top right of the screen, click the Parameters tab.
     
    The same report options for running the report you chose will appear, such as Group Name, Asset Type, Asset Category, and Asset.
      
  12. Specify all the report parameters you need. (See Running a Report for more details.)
     
  13. When you specify the Reporting Interval option, choose a time frame from the drop-down list, such as Today, Yesterday, Last 7 Days, or Last 30 Days.
    Note: You can't enter specific dates (such as 4/22 to 4/29). (If you were to do so, the scheduled report would always return the same days' information, which wouldn't be overly useful.)
  14. After you specify all the report options you want, click the Output Options tab at the top right of the screen.
      
  15. You can leave the default filename assigned to the report, or you can select the text under File Name (Required) and type a new, more personalized name (perhaps beginning with "Scheduled").
    Caution: You can't include spaces in the filename, which is why the default name uses underscores.
  16. Click in the Description field and type text that offers a quick explanation of when the report is scheduled to run, such as "Vehicle Daily View, run for the Last 7 Days every Friday."
     
  17. Click the Time Zone drop-down arrow and specify the time zone you want to use for when the report is sent out.
     
  18. Click the Output Locale drop-down arrow and select the language (based on destination) you want the report to be sent out in.
    Note: You can leave this at (Default) to have iOn's default language setting be used.
  19. If you want the report to be sent as a PDF, you can leave the Formats selection as is; otherwise, you can select other output types, such as CSV (for a comma-separated value file), Excel (Paginated), or Excel (and remove the check mark for any type you don't want).
    Note: You can select multiple formats as well.
    The File Handling options determine what will happen when the system has an existing report with the same filename (such as on later runs of the scheduled report).
     
  20. You can leave Overwrite Files selected if you want previous versions of the report to be copied over (deleted and replaced).
     
  21. If instead you want all copies of the file to be saved, select Sequential File Names by Timestamp, which will use your specified filename but include the date and time when it was run.
     
    You can use the timestamp format already specified (yyyyMMddHHmm), or you can select that text and type a new one.
    Note: yyyyMMddHHmm means that the year value will have four characters, the month will have two, and the day, hour, and minute will also have two, such as 202007241500 for July 24, 2020 at 3:00 p.m.
    The Output Destination options enable you to send the report runs to an FTP Server.
     
  22. If you don't want to do so, you can leave those settings blank. If you do want to output to FTP, follow these steps:
      
    1. Click Output to FTP Server.
       
    2. Type the address in the Server Address field.
        
    3. In the Port field, specify the port number to use.
       
    4. Click the Transfer Protocol drop-down arrow and select the protocol type.
       
    5. Type the physical path to the folder in which to store the files in the Directory field.
       
    6. If a username and password are required, type those in their fields.
       
    7. Click Test Connection to make sure that iOn can successfully connect to the FTP server.
       
  23. At the top right of the screen, click the Notifications tab.
      
  24. If you don't want the report to be emailed to anyone when it is run, you can leave these settings blank and skip down to step 30.

  25. Otherwise, in the To field, type (or copy and paste) all the email addresses you'd like the scheduled report to be sent to, making sure to separate each address with a comma.
     
  26. Optionally, you can repeat step 25 for the CC and BCC fields (for recipients you'd like to be carbon copied and blind carbon copied).
     
  27. Type the message subject in the Subject field, such as "Scheduled Vehicle Daily View."
     
  28. In the Message box, type the body of your email, perhaps using the description you entered on the Output Options tab (such as "Vehicle Daily View, run for the Last 7 Days every Friday").
     
  29. Select from these options for including the report in the email:
     
    • Include Reports As Repository Links in Email Body: Places links in the message that the recipient can click to view the report.
       
    • Include Report Files As Attachments: Attaches the scheduled report to the email (using the file formats you selected).
       
    • Include Report Files As ZIP Attachment: Attaches the scheduled report to the email as a zip file.
       
    • Include HTML Report in Email Body: Puts the report in the message body, using the HTML format.
       
    • Do Not Send Emails for Empty Reports: Prevents the email from being sent out if this particular run didn't include any results.
       
  30. Click Save at the bottom of the screen.
     
    The Save dialog box will appear.
     
     
  31. In the Scheduled Job Name field, type a name for the report that will appear on the Schedule screen (such as the filename you specified earlier — but you can include spaces here).
     
  32. In the Scheduled Job Description box, type the description you included earlier for the report.
     
  33. Click Save.
     
    The Schedule screen for the report will appear and include your schedule in the list.
      
    See Viewing Scheduled Reports for a description of the column headers and grid icons.
    Caution: Don't be alarmed if the Last Run and Next Run time values seem off; they'll be run for the time you specified, but they might be listed here using UTC (coordinated universal time) instead of your time zone. (Of course, Last Run won't be populated yet for a newly scheduled report.)
  34. You can view the Schedule screen for this report at any time by performing steps 1 through 3 in this procedure.
    Note: For more details, go to Viewing Scheduled Reports.
     
    To see how to edit the scheduled report, check out Editing a Scheduled Report.