Schedule a report

You can schedule reports to run automatically by following these steps:

1. Go to the Reports page from the top navigation bar.

2. Scroll down to the Scheduled Reports section.

3. Select the report from the dropdown menu. 

4. Click the Add scheduled report button.

5. Configure the settings.

6. Click Save changes.

Scheduled report errors

If a scheduled report fails to run, the system will detect the error and notify the administrator. When a scheduled report encounters an error, the following sequence of events occurs:

1. A debugging error is logged in the cron logs.

2. A centralised notification is sent to the administrator with a link to the scheduled report.

3. An error message is displayed on the Edit page for the scheduled report and will not be run until resaved

Error messages

The following messages will appear on the Edit Scheduled Report page, (/totara/reportbuilder/scheduled.php?id=[reportid]):

• Scheduled report was unable to complete, ran out of memory. Please update filters or remove columns to reduce the size of the report. Resaving this schedule will allow the schedule to run again.

• Scheduled report was unable to complete, crashed during execution. Please update filters or remove columns to reduce the size of the report. Resaving this schedule will allow the schedule to run again.

• Scheduled report was unable to complete, for some unknown reason. Please update filters or remove columns to reduce the size of the report. Resaving this schedule will allow the schedule to run again.

In addition to that above the following sequence of events would happen:

• The scheduled task should output a debugging error in the cron logs.

• A centralised notification will be sent with the report link if there's a failure. This will link to totara/reportbuilder/scheduled.php?id=[id] in the body content. You can also view this notification.

• The error message should be visible when clicking that link.

Resolving scheduled report errors

To resolve a scheduled report error, either:

1. Navigate to the Edit Scheduled Report page by clicking the link in the notification or going to Reports page and selecting the cog icon for the relevant scheduled report.

   1. Review the error message to understand the nature of the error.

   2. Edit the data in the report from the Data drop down menu under Scheduled report settings

   3. Reduce the size of the report by updating filters or removing columns by clicking

   4. Click Save changes to resave the schedule, which will allow the schedule to run again.

2. Go to Quick-access menu > Reports > Manage user reports (/totara/reportbuilder/index.php)

3. Click the cog icon ( ) next to the report you wish to edit.

4. Reduce the size of the report by updating filters or removing columns under the relevant tabs, ensure you save changes under each tab you edit.

Next steps

• What are scheduled reports?

• Scheduled report settings