Adding Scheduled Report Distributions

Use Scheduled Report Distributions (SRD) to schedule notifications with attached reports or links to reports.

Important: Scheduled Report Distributions are different from scheduled email alerts with embedded reports or links to reports. You can schedule email alerts that contain embedded reports or links to reports. The records and fields displayed in the scheduled report distribution are based on the access restrictions of the user who creates the notification. This may result in someone receiving an embedded report who is otherwise restricted from certain data.

User privileges and scheduled report distributions

When an SRD includes a link to a report, user account privileges are enforced. Recipients of these notifications can only view data in the report to which they have view privileges.

Note: If a user who updated a report is inactive and that report is included (attached, not linked) in SRD, then SRD creates a system impersonated session for that inactive user. SRD also checks for the current access rights and roles of the inactive user.

The content of an attached report is based on the record permissions of the user who updates the report. To receive the notification, report recipients must have read access to the related application.

Attached report example

The following table describes a scheduled report distribution - attached report example.

Scenario	An Archer user wants to send a weekly report to managers for feedback.
Action	A user with administrative rights creates a Scheduled Report Distributions notification. The report is included as an attachment in the Body of the template. The notification is scheduled to be sent weekly to managers.
Result	Once a week, a notification with an attached report is sent to managers. The report contains the information based on the record permissions of the user instead of the managers.

Linked to a report example

The following table describes a scheduled report distribution - linked to a report example.

Scenario	An Archer user wants to send a weekly report to colleagues for feedback.
Action	A user with administrative rights creates a Scheduled Report Distributions notification. A link to the report is included in the Body of the template. The notification is scheduled to be sent weekly to a group of colleagues.
Result	Once a week, a notification with a link to the report is sent to the group of colleagues. A recipient clicks on the link to view the report that contains information based on the record permissions of the recipient.

Elements of scheduled report distributions

The following table describes the elements of a scheduled report distribution.

Element	Description
Layout	Table body layout is not available. All free-form body layouts can be used for report-based notifications.
Content	Only links and attached reports are available. Information in the attached report is based on the record permissions of the Archer user who updates the report. If the report updater has permission to private fields, all reports sent through the distribution will include the data of the private fields, even if the recipient does not have access to the fields.
Recipient	Recipients must have active Archer user accounts.
Delivery	Notifications are sent on a set schedule: daily, weekly, monthly, or quarterly.
Subscription	Recipients cannot unsubscribe to a Scheduled Report Distribution notification.

Add a scheduled report distribution

1. From the menu, click > Notifications >  Application Notifications.
2. Do one of the following:
   • Click Add New . Select the Type and Application and click Continue.
   • In the Actions column of the SRD to copy, click .
3. In the General tab, in the General Information section, enter the name of the notification and the description.
4. In the Content tab, in the Report Attachment section, specify the reports and attachment type for embedding the report in this notification.
   • In the Reports field, select the report or reports that you want to embed in the email distribution and click Apply.
   • In the Attachment Type field, select the format of the report or reports.

5. In the Template Design section, select the letterhead and body layout you want to appear in the notification.

   1. In the Letterhead menu, select the letterhead you want.
   2. In the Body Layout menu, select the layout for the body of the notification.
   3. Click Preview to verify that the layout you selected is the one you want to use.
      • If the layout is what you want to use, go to the next step.
      • If the layout is not what you want to use, repeat steps b and c.
   4. In the Subject line, enter the content you want to show as the notification subject.
   5. In the Body field, enter the content you want to show in the notification as text or reference links.
      • To enter a report, select the report you want from the Body Options field.
      • To enter a link, select the link you want from the Body Options field.

6. Click the Delivery tab. In the Email Properties section, do the following:

   1. In the From Address field, enter the email address from which this notification will be sent.
   2. (Optional) In the From Alias Field, enter the name you want to use as the sender for the email from address.
   3. (Optional) In the Importance field, select the status you want to associate to this email: Normal, High, Low.
   4. (Optional) In Read Receipt, select whether an acknowledgment is sent after the notification is opened by the recipient.
   If you want to receive acknowledgment, select Enable Return Receipt.
   For new notifications, you must enter complete any required fields and save the notification before you can select Enable Return Receipt.

7. In the Delivery Schedule section, define the frequency and its values for sending this notification.

   1. In the Recurring field, select the period in which you want to send the notification. Your selection determines what you do next.
   2. Enter the applicable values for the frequency you selected.

      Note: Instantly and Reminder are not available for Scheduled Report Distributions.

      The following table lists the actions for each frequency.

      Frequency	Action
      Daily	In Time, set the time that you want to send the notification. In Time Zone, select the Coordinated Universal Time (UTC) time zone.
      Weekly	In Every, select the recurrence of weeks that you want to send the notification. In Repeat On, select the day of the week that you want to send the notification. In Time, set the time that you want to send the notification. In Time Zone, select the Coordinated Universal Time (UTC) time zone.
      Monthly	In Day, select the day of the month (1 through 31) that you want to send the notification. Because not all months have 31 days, you might want to consider 28 or before. In Time, set the time that you want to send the notification. In Time Zone, select the Coordinated Universal Time (UTC) time zone.
      Quarterly	In Time, set the time that you want to send the notification. In Time Zone, select the Coordinated Universal Time (UTC) time zone. Note: A quarterly notification is sent on the first day of January, April, July, and October.

8. In the Email Recipients section, specify whether to send separate or 1 email notification.

   You can set email recipient options to determine whether you want send a separate notification email to more than one recipient or send one email to multiple recipients.

   The following table describes the properties.

   Property	Description
   Send Each Notification As	Separate Emails - Sends a separate email to one or more recipients. Addressees receive an email that has been customized for permissions, culture, time zone, and locale. This option allows you to use only the To field for recipient email addresses. One Email - Sends an identical email to multiple recipients. This option is primarily intended for a limited number of recipients and is not customized for culture, time zone, and locale. This feature allows you to use the To, Cc, and Bcc fields for recipient email addresses. The maximum allowable number of recipients for this option, expressed as a total from all three addressee fields, is determined in the Archer Control Panel.
   Recipients	Do one or more of the following for the recipient email addresses: Expand the Groups tree and select the groups you want to receive the notification. Expand the Users tree and select the users you want to receive the notification. Expand the Fields tree and select the fields that contain the dynamic recipient based on record permissions or email address. Click Apply.

9. Click Save or Save and Close.

   • To apply the changes and continue working, click Save.
   • To save and exit, click Save and Close.