Learn how to set up a report to be automatically sent to you as an attached Excel file or link in an email message
You can schedule a report to be sent automatically by email in two ways, either as an attached Excel file or as a link to the live report in Bocada Cloud. To do so, follow the steps below.
1 - Select the report you want emailed to you
You may want to start with a Standard Report (such as Backup Failure or Job Activity) and configure it so it's in the exact format you want. To do that, first select the report you want to configure from one of the standard reports listed on the left navigation menu under Reports, in the Reports Library, or the Reports Library widget on the Dashboard.
Once you've opened the report, you can:
- Edit Report Criteria - such as changing the data range and/or type of backup attempts
- Configure the report layout - such as grouping the data, sorting and/or filtering data, moving and/or adding data columns
2 - Save the report you want emailed to you
Once you have configured the report to your needs, save it as a new report. To do that, click the three dots to the top right of the report grid and select Save as a new report, and then give the report a name.
Your new custom saved report will display in your Reports Library in the Created By You section, as well in the left navigation menu under Reports > Created By You.
3 - Choose how you want the report to be sent via email
There are two options for a report to be sent via email, either as an attached Excel file (Distribution), or as a live link to a report you can view in Bocada Cloud (Subscription).
Distribute a Report as an attached Excel file
Schedule an automated email message to be sent with the report attached as an Excel file. You will be able to enter one or more email addresses for it to be sent to, when it will be sent (daily, weekly, monthly, quarterly and the exact time and time zone), the email subject line and optional content in the message.
Click the paper airplane icon at the top right of the report grid or click the three-dot menu and select Distribute this report.
After you've entered your details for the distribution, you can click the Preview button at the top right of the panel to view what the email will look like when it's sent.
Subscribe to a Report
Schedule an automated email message to be sent to you with a link to the live, up-to-date report in Bocada Cloud which you will need to login to view. You will only be able to send the message to the email address attached to your Bocada Cloud account, and can specify when it's sent (daily, weekly, monthly, quarterly and the exact time and time zone). Note: If you want other users in your Bocada Cloud account to be able to subscribe to the same report, you can share it with them and then they can subscribe to it.
Click the wavy lines icon at the top right of the report grid or click the three-dot menu and select Subscribe to this report.
After you've entered your details for the subscription, you can click the Preview button at the top right of the panel to view what the email will look like when it's sent.
4 - Save the settings of your Report Distribution or Subscription
After configuring the Distribution or Subscription of your report, don't forget to click the blue Distribute or Subscribe button at the bottom of the panel to save the settings you entered.
5 - View and/or Edit the Distribution or Subscription Settings
If you want to view and/or edit the settings of the Distribution or Subscription you set up for a report, select the report again and click the same icon or option on the three-dot menu. You will see that they have turned green to indicate that the report has a Distribution or Subscription set up for it.
If you have issues setting up a report distribution or subscription after trying these steps, create a Support Ticket in Bocada Cloud, or contact us.