Report Scheduler - Automation
What is Report Scheduler in Zoho People?
The purpose of the Report Scheduler is to automatically send reports to designated recipients on a regular basis via email. Using a scheduler reduces the time and manual effort required when sending reports each month or week. Each module, such as Leave, Attendance, Timesheet, and Performance, has its own set of reports available under the Reports tab. Additionally, Analytics allows you to create customized reports tailored to your organization's needs. You can generate these custom reports using Analytics and leverage the Report Scheduler to send them directly to the intended recipients.
Create a Report Scheduler
To create a report scheduler:
- From your home page, navigate to Reports > Schedulers.
- Click Add Report Scheduler.
- Enter the report scheduler name and description.
- Select the date from which the report must be scheduled.
- Select the frequency as:
- Once: To send the report only once
- Daily: To send the report daily
- Weekly: To send the report every week
- Monthly: To send the report every month
- Yearly: To send the report once every year
- Quarterly: To send the report once every 3 months
- Half yearly: To send the report once every 6 months
- Bi weekly: To send the report once every 2 weeks
- Select the time zone to ensure that the report will be sent at the correct time for all recipients, regardless of where they are located.
- Select the report, toggle between the sections to choose the required reports that should be sent.
- Select the format as either Pdf, XLS or CSV.
- In the message section set up the email configuration as follows:
- Select the from.
- Select the To, you can select specific users, roles, department, group, and location.
- Enter the subject line, you can enter the system fields in the subject line such as month, date, and company name.
- Enter the body of the email, include the merge fields if required
- Click Save.
The report scheduler is created, and the report will be sent to the selected recipients in the chosen format, based on the set frequency and date.
Use Case
Send Payroll Report to HR Department using Report Scheduler
Let's see how to schedule and send the payroll report to the HR department automatically through Report Scheduler feature in Reports.
- From your home page, navigate to Reports > Schedulers.
- Click Add Report Scheduler.
- Enter the report scheduler name and description.
- Select the date from which the report must be scheduled.
- Select the frequency as Monthly and choose the scheduler occurrence day of the month (this is the day the report will be sent to the recipients).
- Select the Time Zone.
- Select the payroll report to be sent to the HR department and choose the required report format.
- Set up the email configuration to send the payroll report to Human resource department as follows.
- Click Save.
The payroll reports will be automatically sent to the HR department according to the scheduled frequency.
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