How Do I Schedule Exports of BI Reports?

With Virtuous BI, you can have any report (or specific Visualization within) built by Virtuous or your team scheduled to send right away or at a specific time. 

Getting Started

To get started, go to Reports > Virtuous BI.

Select the report you would like to schedule. Once on the report screen you'll need to decide if you want to export the entire report, a tab, or a specific visualization.

Exporting and Scheduling a Report Page Tab

If you need to export the entire report tab, you will need to click the three lines in the bottom left corner where you can then choose to send now or schedule export.

Before you schedule a report, collect the email addresses of any users you are planning to send the report to, as you can only send Virtuous BI reports to users in your database.

Schedule Export for Report Page Tab

You'll first be prompted to Add Schedule of your new automatically run BI report. You may see a screen that prompts you to create a new schedule if you haven't yet:

If you already have existing schedules, you will see those. To add a new one, click the "+ New Schedule" link underneath those schedule(s).

From here, select the New Schedule button.

The Report will be exported and sent via email. If you'd prefer to download the Report immediately to your computer instead, check out our support article here. To configure how and when the schedule will send your Report, you'll be given a few options, starting with adding an optional Condition.

First, you'll choose to toggle on or off a Condition. A Condition will trigger the Report to be sent only when XYZ occurs. By default, this is toggled off to indicate that this report will send to the selected recipient(s) no matter what. When toggled on, you can set additional conditions for sending the report. If you choose to include a Condition, you'll be asked to configure:

1. Send: You'll specific for the Report to be sent:-If a condition is met
   -If there's no data-If there's (any) data
2. In Data Element: You'll choose the data element-or table/page from which to pull the report.
3. Check if: Choose Any value or All values
4. In Column
5. Is: Here you'll choose your operators. 
6. Value

You may test your Condition by selecting below to make sure your logic is correct.

Export via Email

Whether you choose to run with a Condition or not, you'll need to configure your email export. 

• Recipient: You can send to one or more of your teammates - be sure to separate email addresses by comma. 
• Subject: This is where you will put the subject of the email. 
• Message: This is what will be in the body of the email. 
• Attachments: This is where you can configure which part(s) of the report you would like to include, as well as how they're formatted (download type and orientation). You can add multiple attachments by pressing "+ Add" underneath. This is how you will have multiple tabs in the export.
• Frequency: This is where you can set how often, what time of day, and what time zone you would like this to be sent. Keep in mind that you can pause and resume a schedule at any time. 
• More Options:
  • "Run queries as recipient" - If you check this box, this will run database queries using the permissions and data access of the recipient(s).
  • "Send as .zip file" - If you check this box, the exports will be compiled in a single .zip file. Recipients will then be prompted to download on their own devices.
  • "Customize control values" - If you have applied specific values to filter data on your workbook, checking this will ensure those filters are applied to the data sent.   

Once you've finished choosing your settings, press Create. 

Keep in mind that the data in these reports refreshes nightly. The reports that will be sent are based on the data at the most recent data refresh.

Editing a Schedule for Report Page Tab

If you create a schedule and find later that you need to change the frequency or add/remove users, or adjust any of the parameters of the schedule, you're able to go back in on the report and edit the schedule. You'll do this by selecting the report you want to edit the schedule on then selecting Schedule Export. 

You have several editing options:

• Rename schedule: Allows you to name the schedule to keep up with different exports of that report that you're running.
• Edit: Allows you to change the parameters that you set when you created the schedule.
• Send Now: Lets you send the report to the recipients now in addition to the scheduled date.
• Pause/Resume: When a schedule is running you will have the option to pause the schedule to stop the report from sending or, if it is not running you will have the option to resume the schedule.
• Delete: This allows you to delete the schedule. This does not delete the report.
• Duplicate: This allows you to copy this schedule.

Send Now for Visualization

Click the three dots in the upper right of the Visualization you wish to send. You may choose to filter your Visualization before sending. 

Click Send Now. You will be given the same options as sending an entire report page tab.

Schedule Export for Visualization

Click the three dots in the upper right of the Visualization you wish to schedule. You may choose to filter your Visualization before scheduling. 

Click Schedule Exports. You will be given the same options as sending an entire report page tab as described above.