TriLine GRC Scheduled Reports module allows users to schedule the generation and distribution (via email) of selected reports currently available within the TriLine GRC system. Reports can be distributed to any Position within the TriLine GRC system and to any ‘other’ email addresses outside of the TriLine GRC system (such as staff not using TriLine GRC and external emails like Gmail addresses etc).
Reports generated by the Scheduler can be optionally retained for up to 12 months and retrieved at any time within that period.
The Schedule setting and/or the Report settings can be modified as required or be used to create a new Scheduled Report with modified settings.
The ‘ownership’ of a Scheduled report can be transferred to another Position if required.
Scheduled Reports will be generated by the TriLine GRC Monitor Service at the user configured time (see Item 10).
Scheduled Reports run with the security access of the Scheduled Report creator, so a different login will get the creator security with this Scheduled Report.
Use this facility to automate the generation and delivery of periodic reports you are currently generating manually. Do not use the Report Scheduler to try to create a back catalogue of reports as the prior time snap shot, as in most cases, the report won’t be the same as a forward running scheduled report of the same period++. Dates are adjusted to run the last most recent period.
++Please contact support@trilinegrc.com for further explanation.
Reports that are enabled for Scheduling will have the Create a Schedule for this Report icon appear on that Report’s report page. Choose this option:
Create a Schedule for this Report icon
An additional tab, ‘Scheduled Reports’ appears on the Reports | Saved Reports/Charts.
Scheduled Reports Security
The normal data security applies to Scheduled Reports however this is determined by the creator/owner of the report (e.g. their data access permissions will determine what is included in the report). All recipients of the Scheduled Report will receive the same copy so the creator/owner has to ensure that the distribution list is correctly entitled to see the information contained in the Report.
Create a Report Scheduled elements
All Report Schedules that appear on the Scheduled Reports Tab are created from this window, from the report itself.
Create a Report Scheduled window
Create a Report Schedule window elements
ID
Element
Description
1
‘Name’ field
Enter the Name of this Report Schedule. Note: Although it can be the same, this is not the name that appears on the Report itself, this is the name of the Report Schedule. Name this Schedule as meaningful as possible.
2
‘Format’ selector
Select the format in which the report will be produced. Select from DOC, DOCX, PDF or RTF.
3
‘Cycle’ fields
Use these fields to schedule how frequently 3a the report is run. Whether the report is to be run on a Specific Date or Day 3b. And the first date 3c the report is be run. Note: If the due date is a holiday or weekend, the next working day will be used for the due date and not the prior working day as is the case with tasks.
4
‘Set Dates’ fields
Set Dates will only appear for reports that have a date range selection. If the report can be driven by date ranges, use these Set Dates fields to work those parameters. See [How to use Set Dates][].
5
‘Retain copies’ fields
Select Retain copies if it is required for each report to be retained for to 12 months. Any of the last 12 months reports can then be reviewed as required.
6
‘Email To Positions’ field
Select Positions for the Report to be delivered to. The Report will be emailed to these Positions.
7
‘Email To Others’ field
Enter any valid email addresses for the scheduled reports to be delivered to. The Report will be emailed to these Positions.
8
‘New Report Schedule’ icon
Click this icon to create a new Report Scheduled.
8a
‘Save Report Schedule’ icon
Not Shown. Click this icon to overwrite the existing Report Scheduled.
9
‘Cancel’ icon
Click this icon to Close the window without creating the Report Scheduled.
Scheduled Reports Tab
The Scheduled Reports tab displays all saved Scheduled Report for your Position.
There are three type of different types of report that are relevant to Scheduled Reports:
Report without a date range.
Reports with a date range.
Overdue Tasks Reports with a mixture of both with and without date ranges.
To Create a Scheduled Report
Select the Report, as you do normally, from the relevant Module’s Report section. The Setting window is displayed.
Apply Filters and Options. Enter a Report Title if required.
Run the report. The Report displays.
Click ‘Create a Report Schedule’ icon. The Create a Report Schedule window displays.
Enter the Name of the Schedule (this is not the name of the report), the cycle the report is to be scheduled, data range if required, and the positions and email addresses the report is to be sent to.
Click ‘New Report Schedule’ to add Report to the schedule.
Use Main Menu option Reports | Scheduled Reports & Saved Reports/Charts to review the list of Scheduled Reports.
Create a Scheduled Report with no date range
A report with no date range will present the data that is current as it runs. That means it is possible that the report will different even if you run it twice over two hours. It is a dynamic and represents the data at the moment in time is created.
Select the Report from the relevant Menu.
Select the Report 1. Apply Filters and Options 2. Enter a Report Title 3 if required. Run the Report 4.
The Report displays. Click ‘Create a Report Schedule’ icon 1. The Create a Report Schedule window displays. Enter the Name of the Schedule (this is not the name of the report), the cycle the report is to be scheduled, data range if required, and the positions and email addresses the report is to be sent to. See Create a Report Scheduled elements for information on each field.
Click the ‘New Report Schedule’ icon 2 to add Report to the schedule.
Use Main Menu option Reports | Scheduled Reports & Saved Reports/Charts to review the list of Scheduled Reports.
Create a Scheduled Report with a date range
A report with a date range will require the Date Range to be converted to a Number of Periods for the Schedule.
Let use the example of a Quarterly report, which means want to report on the data between January and March, April and June, July and September, and finally October and December.
Quarter Report into a Quarterly Schedule
The Cycle field is the frequency this Schedule is to be run. Quarterly is every 3 months, so we select ‘3 Monthly’ here.
The First Run will need to be first date after the quarter. For January - March, set the 1st of April. For April - June, set the 1st of July. For July - September, set the 1st of October. For October - December, set the 1st January the next year. Note Today’s date will determine which date date to use. You can ONLY set the most recent last date, or you can set any future date to start reporting. We recommend starting with a future date here.
The Set Dates field is the time frame of data we want to report on. Quarterly is 3 month length, so again select ‘3 Calendar Months’ here. If you wanted the Report to get a years data, you would set this ‘12 Calendar Months’.
Select the Report from the relevant Menu.
Select the Report 1. Apply Filters and Options 2. Enter a Report Title 3 if required.Enter the Date Range 4. Run the Report 5.
The Report displays. Click ‘Create a Report Schedule’ icon 1. The Create a Report Schedule window displays. Enter the Name of the Schedule (this is not the name of the report), the cycle the report is to be scheduled, data range if required, and the positions and email addresses the report is to be sent to. See Create a Report Scheduled elements for information on each field.
Click the ‘New Report Schedule’ icon 2 to add Report to the schedule.
Use Main Menu option Reports | Scheduled Reports & Saved Reports/Charts to review the list of Scheduled Reports.
Create a Scheduled Report containing both options
All Task Overdue reports contain both the option to not use the date range, or to use the date range
When ‘All Overdue records’ is selected, or when ‘All Overdue records’ is not selected and a number greater than zero is entered in ‘Overdue more than x Days’, ensure Zero is entered in ‘Set Dates’ on the Schedule Report setting. For these options, follow the instructions in Create a Scheduled Report with no date range, noting that in the Create Schedule Report window, ‘Set Dates’ will appear, but you must leave is set to Zero.
When ‘All Overdue records’ is not selected and zero is entered in ‘Overdue more than x Days’, the Date Range option comes into effect. For this option, follow the instructions in Create a Scheduled Report with a date range, noting that in the Create Schedule Report window, ‘Set Dates’ must be set to a value corresponding to this date range.
Edit a Scheduled Report Details (including Transfer Ownership)
Click on the Schedule record 1 in the Scheduled Report list to be edited.
The ‘Edit Scheduled Report’ window displays. Update the Schedule details as required. The ownership of this Schedule can be Transferred by selecting a Position from ‘Transfer To’ field (Note: The Records displayed when a Scheduled Report run, is determined on the Owners Record security access, regardless of the position that may run the Scheduled Report (,so this is not like running a report under the login position, it is like running it under the Scheduled Report Owner’s position). Click the Save 1 icon to save all the changes.
Click on a Change Report Settings icon 1 in the Report in the Scheduled Report list.
The original report will display with it’s Settings window open. Update the Filters and Options as required and then click the Run the Report1 icon. Repeat tweaking the setting until the required information is shown. Click the Create a Schedule for this Report2 icon.
The Update/ Create a Report Schedule will appear. Update the Cycle, Frequency and To Positions of this Report for this Schedule as required. If you wish overwrite the current Schedule with the new setting, click the Update the Report1 icon. Otherwise, click the New Report Schedule2 icon to create a completely new Schedule.
A confirmation message will display. Access Scheduled Reports to view the updated Scheduled Report list.
