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Schedule Legacy Ad Hoc Reports

Once you have created an ad hoc report in Chrome RIver's legacy ANALYTICS, you can schedule it to run at a specific time once or on a recurring basis. The report results may be delivered via email or placed on an FTP server.

  • For details on scheduling reports in our new solution, Emburse Analytics, click here.

Choosing a Report to Schedule

1. Click the MENU button in the upper left corner and then click ANALYTICS.

2. A new Analytics Reporting window will pop up. Click on the AD HOC REPORTS tab.

3. Go to the Analytics Dashboard>AdHoc Reports tab, Content > [Your Company Name] > My Content to see the list of reports you have created.

4. Find the report you would like to schedule and right-click on it. Select SCHEDULE from the pop-up menu, then choose EMAIL or FTP.

  • Email: Schedules the report to be emailed to the selected users.
  • FTP: Schedules the report to be uploaded to an FTP server.

Scheduling a Report for Email Distribution

1. The TASK tab opens by default. If you are scheduling a report containing data for many expense owners, you may wish to check the BURST REPORT box so that each expense owner only receives data for his or her own reports. For more information, see Burst Scheduled Ad Hoc Reports via Email.

2. Click on the DISTRIBUTION tab.

  1. Choose a Type:
  2. Distribution List: Click the folder icon that appears to browse for the desired list.
  3. Distribution File: Allows you to send the report to all users in your company. The file's name must be provided by Chrome River. See Run the Email Report for more information (and/or contact us via the Chrome River Help Desk to request the distribution file’s name).
  4. Email Address(es): Type or copy and paste them into the To: field.
  5. Dynamic List: Enables you to return in memory either a list of burst values and destinations, or only a list of destinations from a data source (for example, a flat file, SQL database, FOCUS data source, or LDAP)
  6. From: The email address from which the report will originate.
  7. Reply Address: The address to which users should reply.
  8. Subject: Automatically populates with the name of the report but can be edited.
  9. In the Email Information box you may add a custom message by selecting Send All Reports As Attachments.

3. Click the RECURRENCE tab.

  1. Under Settings, select how often you want the report to run.
  • Note: If you schedule the report to "Run Once," be sure to set the corresponding Start Time schedule or else the report will run immediately.
  1. Select your Time Zone from the drop-down.
  2. The Start and End times you select will be in the Time Zone you specified in the drop-down.
  • Note: Daylight Saving Time zones are not currently available in the drop-down list. Therefore, you will need to adjust the desired schedule time down by one hour until the end of Daylight Saving Time. For example, if the desired schedule time is 11:00, it should be set as 10:00.

  • Under Advanced Settings you may select the interval at which you would like the schedule to repeat, as well as the duration.

4. Click the NOTIFICATION tab to choose to be notified whenever the report is sent. Your choices are Never, Always, and On Error. The latter two require you to fill in the appropriate fields with the Reply address and the addresses to which you would like to send Brief and Full notification messages.

When you are done, click SAVE & CLOSE on the menu bar.

Scheduling a Report for FTP Distribution

1. On the Scheduling window, the TASK tab will open by default. Everything will be pre-populated except the Report Properties.

If desired, you may check OVERRIDE THE FORMAT SPECIFIED IN THE PROCEDURE to change the format of the file. However, you will need to change the Name in Step 3, below, to correspond with the selected file format.

2. Click FTP SERVER in the Options group.

  1. Using Chrome River's FTP Server (Recommended)
  1. In the pop-up window, Chrome River's FTP Server Name will populate automatically.
  2. Enter your Chrome River FTP Account Name.
  3. SSH settings are configured for Chrome River's FTP Server by default.
  1. Using an External FTP Server
  2. If you choose to send to an external FTP/SFTP server, you will need to change the SSH settings and provide the server password.

Click OK.

3. Click the DISTRIBUTION tab.

  1. Type: Select SINGLE FILE so that your entire report will appear on the FTP server.
  2. Name: Give the file a name ending with .xlsx to retain the Microsoft Excel format when the file is transmitted. If you chose to override the format in Step 1, append the correct file extension to the name.
  3. Directory: Select the destination for the file on the FTP site. This path must already exist in order for the file to drop properly.

4. If desired, change the settings of the Recurrence and Notification tabs as described in Steps 3 and 4 of Scheduling a Report for Email Distribution, above.

Viewing Schedules in Schedule Explorer

To view your schedules, go to Analytics Dashboard > Schedule Explorer. Then go to Content > [Your Company Name] > My Content.

Double-click on a schedule to open and edit it.

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