This article will cover the following topics:
Report Scheduling allows you to automate the sending of reports via email. For each report, you first choose the schedule from the available options and then set up the email that the report data should be attached to. You can base the email on a template and/or use personalization options. You have a range of choices for the format that you wish the report to be sent in and can even enable password protection for sensitive data. Finally, if your report is being sent to Pipeliner users, you can schedule a follow-up task for them directly from the Reports Scheduler!
PREREQUISITES: In order to schedule reports to be sent via email, each user needs to have activated their email integration to either Office 365 or Gmail.
NOTE: For information on how to create reports, please start with this article.
Setting the Schedule for the report
From your report, click on the "Schedule" button ⤵
Next select from the schedule options ⤵
Once — send the report just once on the date/time you choose.
Every Day — send the report daily at the selected time.
Every Week — send the report every week, at the selected time AND on the days you select (you’ll normally choose Monday through Friday so the report isn’t sent at the weekend, for example).
NOTE: Your selected days show as light grey and unselected as darker.
Every Month — send the report every month, at the selected time AND on the date, you select (for example, send on the last day of each month) ⤵
NOTE: If the current month has less than 30 days and you have previously selected the 31st, it will be treated as the 1st of the following month.
Creating the Email
Once you selected the schedule, click on "Save" and you’ll then be prompted to create the email that the report data will be attached to. This works in the same way as any other standard email that you send from Pipeliner ⤵
NOTE: You will need to have activated either our Gmail or Office 365 email integration within Pipeliner before being able to send emails. These articles have more information on enabling each integration Microsoft 365 (Office 365) — Sending Emails from Pipeliner or Gmail Integration — Sending Emails from Pipeliner.
You can send the email from your personal email address or, if you have access to Company Email addresses set up by your Pipeliner Admin, you can choose to send the email from one of them ⤵
Next, choose who the report data should be sent to. You can select email addresses linked to Contacts or Users or even type in an unconnected email address.
NOTE: If you type in an email address, remember to click on the link next to Add to insert it into the “To:” field ⤵
Next type the "Subject" line and body of your email, remembering that you can use personalization or a template.
If you have set up a signature file, it will insert your email in the normal way. For more information see the “Adding a Signature” section in this article.
Choosing the Data Format
Send your report out in one of the following formats:
Securing your data with a password
Click on the padlock symbol to zip up your file and add password protection. Only recipients who you share the password with will then be able to uncompress the zip file and access your data ⤵
Create a Follow Up Activity
If your recipients include Pipeliner users, you can create a Task for them by selecting this option in the same way as when sending any other email out from Pipeliner ⤵
Choose the "Activity Type" for your task and then when it should be scheduled for from the options available in "Due Date".
Your users will see the scheduled task from the Activities menu. The report file itself will be attached to the Documents section of the activity ⤵