Report Scheduler
You can schedule and send reports of form entries as CSV files to your recipients' email addresses or to a third-party storage service on a daily or weekly basis. For example, this can be useful if you want to send your team members a daily/weekly report on the applications received or if you want to keep a record of the applications received on a daily/weekly basis in a third-party cloud storage service.
To do this,
-
Go to the All Entries section of your form and click the
icon in the top-right corner.
-
In the pop-up, click
Schedule Now
.
-
Enter the name of the scheduler.
-
Select whether you want to send emails on a
Daily
or
Weekly
basis under
Frequency
.
-
If you choose
Daily
, pick a
Time
to create a CSV file everyday at the chosen time. If you choose
Weekly
, select the
Day
and
Time
to create a CSV file in the chosen day and time every week.
-
-
Combine answers in a cell: In this format, all the choices selected within the Matrix Choice field are combined into a single cell in the exported data. This can be useful when you want a quick overview of the respondent's choices without the need for detailed analysis.
-
Provide individual cells for each answer : In this format, each selected choice within the matrix choice field is exported into a separate cell. This format provides a more detailed view of the respondent's choices and allows for more granular analysis.
If you have a Matrix Choice field (in Dropdown, Text Box, Number, Currency type) on your form, you can choose to send the CSV file with it's data in any of the following 2 formats depending on how you want to analyze the data:
-
-
Under CSV File of Scheduled Report, you can choose if you want to send the CSV file as an email attachment, or if you want to push the CSV file to a third party cloud file storage service.
Send via email
-
Under Email Settings, select the
From email
address, enter the
To
email addresses,
Subject
and the
Message
of the email.
-
If you have any encrypted fields in your form, you can choose to include responses of the encrypted fields by enabling the
Include data from encrypted fields
option.
The email with the attachment of the CSV file will be sent to the selected users.
Push to cloud file storage service
-
Click
Configure Now
and select the third party online storage service where you want to store the CSV files.
-
Authenticate Zoho Forms to access your selected third party service.
-
Once configured, you can change the storage service at any point of time by clicking the
Change Service
link.
-
Additionally, if you want to send the link to the CSV file in an email notification, enable the
Send email with link to access the pushed CSV file
option and configure the email.
A default subject and a message with the link to the CSV file stored in the online storage will be available. You can modify this email content as required.
You can disable, edit, delete the configuration once saved.
Note
:
- Only the entries collected between two scheduled time frames will be attached to an email/pushed to the chosen cloud service. For example, on the first day, the entries collected between the time of configuration and the scheduled time will be attached/pushed. Future schedules will have the entries collected in between the consecutive time frames set.
-
Entries are sent in CSV format.
-
If you choose to send the reports via email, the maximum size of email attachment can be 15 MB. If the mail size exceeds this limit the email will be delivered without the attachment. If
no entries were received in the set frequency, the email will not have any attached file with form submissions.
- The Report Scheduler option is available only in our Premium and Zoho One Enterprise plans.
- Only up to 25 reports can be scheduled in an organization.
-
Email delivery might get delayed if multiple schedules are enabled in our servers.
- Form Audit will include information about report scheduler mail triggers/pushed reports to the cloud service.
To manage your account's / organization's scheduled reports consisting of form entries, click the
icon in the top-right corner to access the
Control Panel
and click
Scheduled Reports
under
Data Administration
.
Access your files securely from anywhere
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