Insights: Scheduled Reports

Scheduled reports automatically deliver data from a saved Insights report or dashboard on a recurring basis or as a one-time delivery. 

Use the steps below to set up the schedule, delivery destination, file format, and other delivery settings.

For additional training in Handshake Academy, complete the Scheduling reports course. 
 

What permissions do I need to schedule reports?

The required permissions depend on the report destination:

• Email: You need the Analytics: Access and Analytics: Manage permissions.
• Amazon S3 or SFTP: You need the Analytics: Access and Analytics: Manage permissions, plus the Schedule Reports to File Storage role.

If you do not have the required permissions, contact your institution's Handshake administrator.

How do I open the delivery settings for a report?

Before you begin, open an existing saved report or create and save a new report. Then follow these steps:

1. From the saved report, click File in the upper-right corner.
2. Select Deliveries & Alerts.

If Deliveries & Alerts is not available:

1. Click File, then select Document Settings.
2. Enable the Schedule toggle.
3. Click File again, then select Deliveries & Alerts.

If Document Settings is not available, confirm that the workbook is saved and that you are viewing it from the Dashboard.

How do I configure the delivery schedule?

1. In the New delivery panel, select Schedule as the delivery type.

2. On the Schedule tab, complete the following fields:

• Send: Select whether to send the entire dashboard or an individual query.
• Destination: Choose Email, Amazon S3, SFTP, or Webhook.
• Delivery name: Enter a name your team can use to identify this delivery.
• Schedule: Choose when and how often Handshake should send the report.
  • Now: Sends the report one time, immediately.
  • Daily: Send the report on selected days of the week.
  • Weekly: Send the report once per week.
  • Monthly: Send the report once per month.
  • Custom: Sends the report according to a Cron expression you define.

Complete the additional settings that appear for the selected schedule:

• Send on: Choose the applicable delivery day or days.
• At: Choose the delivery time.
• Times are in: Select the timezone that should apply to this delivery.

Delivery times are approximate. Reports may arrive up to 15 minutes after the selected time.

How do I configure the dashboard settings for a scheduled delivery?

On the Dashboard tab, complete the applicable settings:

• Format: Choose PNG (Image), PDF, XLSX (Excel), or CSVs (in ZIP file). This setting determines the format of the delivered dashboard.
• Expand tables: Includes up to 1,000 rows from table visualizations. This option is available for PDF and PNG formats.
• Arrange dashboard tiles in a single column: Arranges the dashboard tiles in one vertical column. This option is available for PDF and PNG formats.
• Hide title: Removes the dashboard title from the delivery.
• Use cached results if available: Uses cached query results when available.

Under Controls and Filters, configure any values that should apply to the scheduled delivery. If no controls or filters affect the dashboard, no additional configuration is required.

The dashboard's default filter and control values are applied at the time the delivery is created. If you update those default values later, existing scheduled deliveries do not update automatically. Edit the delivery directly to apply new values.

How do I configure email delivery for a scheduled report?

If you selected Email as the destination, open the Email tab and complete the applicable fields:

• File Name (without extension): Optionally enter a filename without an extension. Handshake adds the extension that matches the selected format. For example, entering query-dashboard and selecting PNG creates query-dashboard.png.
• Recipients: Add one or more recipients. Recipients do not need a Handshake account to receive the report.
• Personalize content with the recipient’s user attributes: If a recipient has a Handshake account, select this option to personalize the report based on the recipient’s attributes and data permissions.
• Subject: Enter or edit the email subject line.
• Body: Optionally enter a message to include in the email.

How do I test or save a scheduled report?

The Test now and Save buttons appear at the bottom of the New delivery panel and remain visible as you move between the Schedule, Dashboard, and Email tabs. After configuring the delivery:

1. Select Test now to send the report immediately to all configured recipients using the current settings.
2. Select Save to create the scheduled report.

How do I manage a scheduled report after saving?

After saving, return to Deliveries & Alerts to manage the delivery. Select the delivery, then select the three-dot menu to access the following options:

• Edit: Change any of the delivery's settings, including the schedule, destination, format, or recipients.
• Send now: Send the report immediately using the current settings, outside of the regular schedule.
• Duplicate: Create a copy of the delivery to use as a starting point for a new scheduled report.
• Pause: Temporarily stop the delivery from sending without deleting it. Select the option again to resume the schedule.
• Delete: Permanently remove the scheduled delivery.