Reports are critical to your daily operations, and may have a huge impact on many company decisions.

Scheduling reports ensures that they are sent out at the right time, to the right people.

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Get the most out of Bob

You can use the schedule options to send reports to your colleagues, department heads, external parties, and even yourself. And if you need to send a recurring report that goes out each month or even day, we got your back!

The data in reports is automatically updated, to reflect the latest changes in your company, so that recurring reports always contain the most recent information.

How to set up report scheduling

There are three ways to set up your report scheduling. Each method is almost identical and mainly differs in the location of the scheduling.

You can schedule reports:

  • Via the main Reports page
  • By selecting reports within folders
  • While viewing a specific report page

 

Before you begin

Make sure that you have created one or more reports.

Reports can be sent as an email to a recipient or to an integrated storage system (SFTP/S3); both formats will be in xlsx or csv file format.

If you plan to use an integrated storage solution to store the reports, ensure that you have one set up; See Set up an SFTP destination.

 

How to Schedule a report using the main Reports page

As soon as you enter the Reports area, you will find multiple opportunities and multiple locations to schedule your reports.

The Reports page is the first opportunity you will encounter to schedule your report:

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  1. From the left menu, select Analytics > Reports.
  2. Click Scheduled reports on the top right of the reports table.
  3. Click New schedule.
    The New Schedule popup: will appear.  
    Fill in the following information:
  4. Scheduling name: add a report name.
    If this will be a recurring report, it’s helpful to include the time period before the name e.g., Monthly Salary & title changes report
  5. Reports: Choose one or more reports via the search option or dropdown by checking the box next to the desired report(s).
  6. Recipients: Scroll or search for the employee(s) you’d like to add and check the box next to their names, then click Apply. If you’d like to include the whole company, check the employees box above the list.

    Note: Recipients will receive sensitive data even if they do not have the permissions to view this information in Bob.

  7. SFTP and/or S3 servers: This option will only appear if SFTP and/or S3 have been previously configured with your integrations. If your SFTP and/or S3 have been set up, then click the empty field under the desired server, and from the dropdown, select the destination where you'd like your data to be transferred. Click Apply.
  8. External emails: Enter the email address of an external recipient and press Enter. Repeat as needed.
  9. In the Frequency section choose when and how often your report will be delivered from the Period dropdown:
    - Quarterly (once per quarter): from the Months dropdown select the group of months during which the report(s) will be sent each quarter, then select the date and time it will be sent.
    - Monthly (once a month): select the date and time it will be sent each month.
    - Semi monthly (every two weeks starting from a specific date): select the first and second day it will be sent each month, then select the time it will be sent on those days.
    - Bi weekly (twice a month): select the starting date and time - the report will be sent out every two weeks from this initial date.
    - Weekly (once a week): select the day and time it will be sent each week
    - Daily (once a day): select the time it will be sent each day
  10. Format: select either xlsx or csv file formats from the dropdown.

    Note: If you choose xlsx, you will be prompted to secure your file(s) by activating the Encrypt file toggle. Toggle it on and enter the password in the Password field. If you’re sending the report(s) to anyone other than yourself, make sure to give them the password. The same password will apply to all files.

  11. Click Save and run or Save.
    - Save will begin to send the report(s) on the day you scheduled it, meaning from the first instance according to the Frequency you defined.
    - Save and run will send a one-off report now, regardless of when the first report is set to go out, and then it will continue to send reports based on the schedule you defined. 

How to schedule a Report by selecting report(s) within folders

Select one or more reports from the main Reports page to initiate report scheduling. When using this method, you can select multiple reports from within the same folder, but not within different folders.

  1. From the left menu, select Analytics > Reports.

  2. Select either My reports or Company reports, then click on the desired folder from the dropdown.

  3. Click the checkbox to the left of each of the reports that you’d like to schedule in the reports table. Note: you can only select multiple reports if they are in the same folder.

  4. Click Actions above the table.

  5. Select Schedule.
    The New Schedule popup will appear.

  6. Fill in the details schedule_reports_method_2.png

How to schedule a report while viewing a specific report page

Use this method to schedule a particular report right from the specific report page.

  1. From the left menu, select Analytics > Reports.

  2. Select either My reports or Company reports, then click on the desired folder from the dropdown.

  3. Click the row of the report that you’d like to schedule in the reports table. You will be directed to the actual report.

  4. While viewing the report, click on the More button. 

  5. Click Schedule from the dropdown.

  6. Fill in the Information in the New Schedule box as outlined above. schedule_reports_method_3.png