What are scheduled reports?
  • 21 Jun 2022
  • 1 Minute to read

What are scheduled reports?

In Totara you can choose to schedule reports to run automatically at set times.

When a scheduled report requires a specific item to be selected before the report details are available, the scheduled report will still show all items, and not just those selected, as the details are not saved within the scheduled report.

For example, the Appraisal details report requires the user to select an appraisal before the report is made available. However, the scheduled report based on the Appraisal details report will show all appraisals (without the details) because the selection of the specific appraisal is not saved with the scheduled report.

Scheduled report capabilities

There are two main capabilities that relate to scheduled reports. The totara/reportbuilder:createcheduledreports capability allows a user to create scheduled reports. If a user does not have this capability, they will not see the Scheduled Reports section (i.e. with the Create scheduled report button) when they go to the Reports page.

Additionally, there is the separate totara/reportbuilder:managescheduledreports capability which allows users to view, edit, or delete all scheduled reports in the system.

Empty reports

If you have a scheduled report that is due but contains no data, then the empty report will not be sent to the scheduled receivers. Instead an explanation of why the report has not been sent (e.g. that it contains no data) will be sent to the selected user(s).  

Next steps

C003 - Reports(1)Get involved in the conversation about Reporting on the Totara Community. 

The Totara Academy has a whole course dedicated to using Reports in Totara. Here you can learn more on how to use reports, see best practice, and give it a go yourself.

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