Form Entries | Report Scheduler

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.

Schedule a Daily Report
To do this,
  1. Go to the All Entries section of your form and click the  icon in the top-right corner.

    Report Scheduler

  2. In the pop-up, click Schedule Now .

    Click Schedule Now

  3. Enter the name of the scheduler.
  4. Select whether you want to send emails on a Daily or Weekly basis under Frequency .
  5. 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.

    Schedule Report

    6. 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:
      1. 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.
        In a single cel
      2. 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.
        In separate cells
  7. 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

    1. Under Email Settings, select the From email  address, enter the To email addresses, Subject and the Message of the email.
    2. 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.

      Send CSV file of scheduled report via email

               Push to cloud file storage service 
    1. Click  Configure Now  and select the third party online storage service where you want to store the CSV files. 

      Choose a cloud service to store the CSV file of scheduled reports
    2. Authenticate Zoho Forms to access your selected third party service.

      Authenticate

    3. Once configured, you can change the storage service at any point of time by clicking the  Change Service  link.

      Change Service link

    4. 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.

      Send CSV file of scheduled report to cloud file storage service

You can disable, edit, delete the configuration once saved.

Edit, Delete, Disable the report scheduler.
Notes

Note :

  1. 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.
  2. Entries are sent in CSV format.
  3. 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.
  4. The Report Scheduler  option is available only in our Premium and Zoho One Enterprise plans.
  5. Only up to 25 reports can be scheduled in an organization.
  6. Email delivery might get delayed if multiple schedules are enabled in our servers.
  7. 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 .