Scheduled Reports

Scheduled Reports

Scheduled Reports help you automate the process of generating and delivering reports at regular intervals—without any manual effort. Instead of repeatedly exporting the same data, you can define a schedule and let Zoho FSM email the reports to you or your team automatically. This ensures timely insights, consistent reporting, and improved visibility across your field service operations.
 
Whether you need daily summaries, weekly performance metrics, or monthly operational overviews, Scheduled Reports make sure the right information reaches the right people at the right time.

 Available in Editions: Premium

Create Scheduled Reports

Info
- Permission Required: Scheduled Report
Find out the Edition-specific limits for Scheduled Reports.

To create a scheduled report:
  1. Select the Reports menu and click Scheduled Reports from the left panel.
  2. Click Create New.
  3. Perform the following steps and click Schedule:
    1. Choose the Report you want to schedule.
      It can be a Standard or Custom report.
    2. Select the Export Format in which you want to generate the report.
      It can be PDF, XLS, or CSV.
    3. Select whether you want to Include PII data or not in the report.
      Refer to this page to know how to mark a field as PII.
    4. Select the Start Date & Time from which the report should be scheduled.
      The Zoho FSM Org time zone (and not the user/system time zone) will be considered. The Org time zone can be configured at Setup > General > Organization Details > Preferences.
    5. Choose the days on which you want to Schedule the report. You can choose the frequency as Daily, Weekly, or Monthly.

      Hover over Preview to see the schedule dates.

      Daily: You can choose Every Day, Every 2 Days,....., Every 6 Days, Custom

      For each of these options, the report will be scheduled as follows:
      Every Day: Everyday from the Start Date (T). T, T+1, T+2,....
      Every 2 Days: Starting from the Start Date (T), every alternate days. T, T+2, T+4,....
      .
      .
      .
      Every 6 Days: Starting from the Start Date (T), every sixth day. T, T+6, T+12,...

      where T refers to today if the selected Time is later than the current time, and the next day if the selected Time is earlier than the current time.

      Weekly: For this option, you need to choose the weekly periodicity (Every Week, Every 2 Weeks,.., Every 6 Weeks, Custom) as well as the days of the week (Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday) when the report need to be scheduled.

      E.g. Every week on Monday and Friday

      Monthly: For this option, you need to choose the monthly periodicity (Every Month, Every 2 Months,..., Every 6 Months, Custom) as well as the days of the month (On Each, On The) when the report need to be scheduled.

      Choose
      - On Each to select individual days of the month. You can select a maximum of 20 days.
      - On The to select a day of the week or a day of the month. You need to choose two sets of values. The first set will indicate the sequence, i.e. First, Second,....., Fifth, Last. The second set will indicate a day of the week or a day of the month, i.e. Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Day

      E.g. Every 2 Months On The Fourth Thursday
      Every 2 Months On Each 15, 31
      Every Month On The Last Day

    6. End Criteria
      Use this to specify the criteria for when you want the scheduled report creation to end. When the criteria for Ends is met, the scheduled report will become inactive. You can specify the Ends criteria using one of the two choices:

      On: Select the specific date after which you want the scheduled report creation to end.
      After: Specify the number of schedules after which you want the scheduled report creation to end.

      You can remove the Ends criteria anytime. Click on the Remove [X] icon to clear the End criteria.

    7. Recipient
      Type in the email address of the recipient of the report and press enter. You can add a maximum of five recipients.

View Scheduled Report Details

On the Details page of a scheduled report, you will find the following information:
  1. Overview: This section displays the key configuration details of the scheduled report—such as the report name, frequency, export format, recipients, etc.
  2. Upcoming Schedules: Here, you can view the list of upcoming report executions based on the schedule you’ve configured. This helps you anticipate when the next report will be generated and sent.
  3. Execution Log: The execution log provides a history of all past report runs. It includes timestamps, the recipient details, and the status of each execution (success or failure). This section is useful for auditing and troubleshooting.

Deactivate a Scheduled Report

You can deactivate a scheduled report after which the report will not be generated. Click on the desired report and choose Deactivate from the Edit dropdown.


Manage Scheduled Reports

Hover over a scheduled report to see the Edit [] and Delete [] options.