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Reporting

Scheduled reports: edit, pause, resume, delete

Keep track of the reports your organization emails automatically. Change who gets one and when, or pause, resume or delete it.

Who can do this: Owner, Administrator, Finance and Fundraiser. Programs and Viewer can open the page and see the list, but don't see the edit, pause or delete buttons. Front desk doesn't see Reporting.

Quick steps: Reporting › "Scheduled Reports" › at the right of the row: the pencil (edit) › "Update Schedule"; the two bars (pause) or the triangle (resume); the red trash can › "Delete".

Before you start

  • You need the Owner, Administrator, Finance or Fundraiser role.
  • A scheduled report is a report Clerestory emails, as an attached file, to a list of people every day, week or month.
  • To set one up in the first place, see Export a report, save it as a template, or schedule it by email.
  • For a change of recipients, have each new email address ready.

See your scheduled reports

Page: /dashboard/reporting/schedules

  1. In the left-hand menu, under "Tools", click "Reporting" to open its list.
  2. Click "Scheduled Reports".
  3. The page is headed "Scheduled Reports". It says "Manage automated report delivery schedules for your organization."
  4. Each row shows:
    • "Name": the schedule's name.
    • "Frequency": when it goes, for example "Weekly on Monday at 9:00 AM".
    • "Recipients": the email addresses it goes to.
    • "Last Run": when it last went out ("—" if never).
    • "Next Run": when it will go out next.
    • "Status": "Active" or "Paused".
  5. The buttons are at the far right of each row, under "Actions".
Scheduled Reports page

If there are none, the page says "No scheduled reports yet. Open any report template and click Schedule to set up automated delivery."

Change a schedule

You can change the name, how often and when it goes, who gets it, the date range and the file type.

  1. At the far right of the schedule's row, click the pencil icon. A box opens called "Schedule Report", filled in with the current settings.
  2. Change what you need:
    • "Schedule Name".
    • "Frequency": "Daily", "Weekly" or "Monthly". For "Weekly", choose the "Day of Week". For "Monthly", choose the "Day of Month" (1 to 28).
    • "Send at (in your organization's timezone)".
    • "Recipients": to add someone, type their address in "Email address" (and a name in "Name (optional)" if you like), then click the plus (+) button. To take someone off, click the small × next to their address.
    • "Date Range": the period each email covers.
    • "Export Format": "CSV" or "PDF".
  3. Check the gray box at the bottom. "Delivers:" shows the new timing.

Important: From its next send, the changed schedule emails your organization's data to every address in its list. Check each address before you click.

  1. At the bottom right, click "Update Schedule". It stays grayed out until there is a name and at least one recipient.
  2. You'll see "Schedule updated". The row shows the new settings. That means it worked.
Editing a schedule

If you see "Failed to update schedule", nothing changed. Try again.

The filters and columns can't be changed here. The schedule keeps the ones the report had when it was set up. To change them, open the report, set it up the way you want, and create a new schedule from it. Then delete the old one.

Pause a schedule

Pausing stops the emails without deleting the schedule.

  1. At the far right of the row, click the pause icon (two short bars).
  2. You'll see "Schedule paused". "Status" changes to "Paused" and the icon becomes a triangle. That means it worked.
Paused

The rows can change order after you pause or resume a schedule. Before your next click, check the name at the left of the row.

Resume a schedule

  1. Find the paused schedule by its name. At the far right of its row, click the play icon (a triangle pointing right).
  2. You'll see "Schedule resumed". "Status" changes to "Active". That means it worked.
  3. Check "Next Run". Clerestory picks the next time due from now. Sends missed while it was paused are not sent.

Delete a schedule

  1. At the far right of the row, click the red trash can icon. A box opens called "Delete "…"?", with the schedule's name.
  2. It says the schedule will be permanently deleted and recipients will no longer receive it.

Important: Clicking "Delete" permanently deletes the schedule. It can't be undone. Emails already sent stay in people's inboxes.

  1. Click "Delete". To keep it, click "Cancel".
  2. You'll see "Schedule deleted" and the row disappears. That means it worked.
Delete box

If you see "Failed to delete schedule", the schedule is still there. Try again.

Special cases

  • No pencil, pause or trash can icons. Your role can see schedules but not change them.
  • Someone left your organization. Remove their address from every schedule they were on. Removing them from your team (see Remove a user, answer access requests, and set staff alerts) doesn't take them off a schedule's recipient list.
  • "Failed to load scheduled reports". Refresh the page.
  • A big report. A scheduled file holds at most 10,000 rows.

Buttons to avoid

  • "Cancel" in the "Schedule Report" box closes it without saving your changes.
  • "← Back to Dashboard", at the top right of the page, goes back to the reporting dashboard.

If you make a mistake

  • Wrong recipient or timing: click the pencil and fix it.
  • Paused by mistake: click the triangle to resume it.
  • Deleted by mistake: it can't be brought back. Open the report again and create a new schedule.
  • An email already sent can't be recalled.