Scheduled reports in Project Insight allow you to automatically send report information by email on a selected schedule. This is useful for recurring project updates, executive reporting, resource planning, financial reviews, approval follow-ups, and other reports that stakeholders need on a regular basis.
How Do I Schedule a Report by Email?
From the Save Report button in the lower right corner of every report, access the Save, Share, Description, and Schedule options.
Enable the Schedule Report on the Schedule tab to send the report to yourself and those who you have shared the report. This means if you share this report with a resource, group or company, this scheduled email will go out to all of those with whom you have shared the report.
The report will run at the selected interval for the report.
What Is the Difference Between a Dynamic Link and a Static Export?
If the Report Output Format is Link Reminder (dynamic), the scheduled report is a link to display the real-time results of the report. It does not save static data from the time of the execution of the scheduled report.
If the Report Output Type is an export to Excel or CSV, the data is saved as static information at the time you scheduled the report.
Important Permission Note for Scheduled Report Exports
IMPORTANT: A shared user using the export method (meaning not the link) will see the exact same results as the creator of the report. This is because the report technically ran and saved under the settings of the report creator as static data. It is important to note this distinction because the receiver of the scheduled report may see data in the results which they would not otherwise have access to view.
When Should I Use Scheduled Reports?
Scheduled reports are helpful when the same information needs to be reviewed on a recurring basis.
Common examples include:
- Weekly project status reports
- Resource capacity reports
- Open issue reports
- Pending approval reports
- Time entry or timesheet reports
- Expense reports
- Executive reporting summaries
Frequently Asked Questions
Can scheduled reports be sent to people I shared the report with?
Yes. If the report is shared with users, groups, resources, or companies, the scheduled email can be sent to those shared recipients.
Does a scheduled report link show real-time data?
Yes. If the report output format is Link Reminder (dynamic), recipients open a link to view the current report results based on real-time Project Insight data.
Does an Excel or CSV scheduled report show real-time data?
No. An Excel or CSV scheduled report is a static export. It reflects the report data at the time the scheduled report was generated.
Do scheduled report exports respect each recipient's permissions?
Static Excel or CSV exports are generated using the report creator's settings, so recipients may see the same exported results as the creator. Use caution when scheduling exported reports that contain sensitive information.
Can I schedule reports for executive updates?
Yes. Scheduled reports can help distribute recurring executive updates, project summaries, resource reports, financial reports, and other recurring reporting needs.
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