Scheduled reports

Scheduled reports let you automatically send dashboard reports to recipients via email on a recurring basis. You can share reports with both licensed users within your organization and external stakeholders who do not have access to Activity Center.

Who can use this feature

You must have one of the following roles to create and manage scheduled reports:

  • Report Admin
  • Report Writer

Additionally, you need full-access permissions to the dashboard you want to schedule.

Note

Templates and Snapshots cannot be scheduled. Only custom dashboards support scheduling.

Known limitations and constraints

  • Maximum schedules You can create up to 5 scheduled reports per dashboard.
  • One sheet per schedule Each scheduled report can include only one sheet from the dashboard.
  • CSV table limit When using CSV format or including CSV attachments, you can select a maximum of 5 data tables.
  • CSV visual types Only tabular and pivot visuals can be exported as CSV.
  • File size Report attachments cannot exceed 35 MB.
  • PDF truncation Large tables in PDF format may be truncated. Use the CSV attachment option for complete table data.
  • Duplicate schedules The system prevents creating duplicate schedules with identical configurations (same sheet, tables, and format).
  • Delivery timing Scheduled report emails enter a queue and may be delayed depending on the volume of requests the system receives.
  • Email validation Recipient email addresses must contain "@" and "." symbols.

Creating a scheduled report

  1. From the Platform home page (www.diligentoneplatform.com), select the Activity Center app to open it.

    If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Activity Center app.

  2. Open the dashboard you want to schedule.
  3. Select Scheduled reports in the toolbar.
  4. Select + Schedule new report.

  5. Configure the report settings:

    Field Description
    Report name Enter a name to identify this scheduled report.
    Description (Optional) Add details about the report's purpose.
    Sheet used for the report Select which sheet from the dashboard to include. Each schedule can only include one sheet.
    Format

    Choose PDF or CSV.

    Note

    • If you select PDF format then the large tables in PDF sheets may be truncated. To resolve this issue, enable Include a CSV file with all table data to attach complete table (maximum 5) data alongside the PDF.

    • If you select CSV format, you can do a CSV export of tabular and pivot visuals.

    • You can select up to 5 data tables to include as CSV attachments.
  6. In the Recipients field, enter email addresses separated by commas, semicolons, spaces, or new lines. You can add both internal licensed users and external email addresses.

  7. Configure the delivery schedule:

    • Toggle Schedule email to enable recurring delivery.

    • Select a Recurrence pattern:

      Recurrence Additional options
      Daily Select the time, time zone, start date, and end date. The end date cannot exceed 2 years from today.
      Weekly Select the days of the week, time, time zone, start date, and end date. The end date cannot exceed 2 years from today.
      Monthly Choose when to send (first day, last day, or a specific day of the month), time, time zone, start date, and end date. The end date cannot exceed 2 years from today.
      Yearly Select the month, day option, time, time zone, start date, and end date. The end date cannot exceed 3 years from today.

  8. (Optional) Toggle Customize email to personalize the email:

    • Subject of the email Override the default email subject line.
    • Custom message to recipients Add a message that appears in the email body.
  9. Select Send test to preview the email before scheduling.
  10. Select Schedule report to activate the schedule.

Managing scheduled reports

To view and manage your scheduled reports:

  1. Open the dashboard.
  2. Select Scheduled reports in the toolbar.

The panel displays all scheduled reports for a dashboard, showing:

  • Report name and status (Active, Failed, or Paused)
  • Format and recurrence pattern
  • Number of recipients
  • Creator name

Editing a scheduled report

Only the person who created the schedule can edit it. Other users with Report Admin or Report Writer roles and full-access permissions can view the schedule but cannot modify it. To edit a scheduled report, do the following steps:

  1. Open more options menu (⋯) on the report tile.
  2. Select Edit.
  3. Modify the settings as needed.
  4. Select Save.

Pausing or resuming a schedule

Only the owner of the scheduled report can pause or resume it. To pause or resume a scheduled report, do the following steps:

  1. Open more options menu (⋯) on the report tile.
  2. Select Pause or Resume.

Paused schedules retain their configuration but stop sending reports until resumed.

Deleting a scheduled report

Only the owner can delete a scheduled report. However, if a schedule is paused due to an error, other users with Report Admin or Report Writer roles and full-access permissions can also delete it. To delete a scheduled report, do the following steps:

  1. Open more options menu (⋯) on the report tile.
  2. Select Delete.

  3. Review the confirmation dialog showing the report details:

    • Name
    • Format
    • Recurrence
    • Number of recipients
    • Creator
  4. Select Delete report to confirm.

Automatic schedule pausing

A scheduled report is automatically paused in the following situations:

  • Delivery failure When a scheduled report fails to send, the schedule pauses and the owner receives a notification.
  • Access revoked When you lose full-access permission to the dashboard, your schedules for that dashboard are paused and you're notified.

  • Expiration date When the end date passes, the schedule pauses. The owner receives a notification as the end date approaches and after expiration.