How To Create a Scheduled Report

These instructions cover how to create a scheduled report. 

A scheduled report allows you to create a report which generates according to a specified schedule.

Table Of Contents

Creating a Scheduled Report

Step 1:

Start on the Employee Training Center (ETC) Dashboard.

Employee Training Center Dashboard / homepage.

Step 2:

Click on the Self icon in the upper left-hand corner of the page.

Arrow pointing to Self icon

Step 3:

Select Reporting on the left-hand panel of the ETC Dashboard.

Arrow pointing to Reporting

Step 4:

Select Advanced Reporting.

Arrow pointing to Advanced Reporting.

Step 5:

The screen will refresh to the Repository page.

Arrow pointing to Repository header.

In the left hand panel, click the (+) on the CSU_PROD folder to expand it.

Arrow pointing to CSU PROD folder.

Step 6:

Under CSU_PROD, click the (+) on the Custom folder to expand it.

Arrow pointing to Custom folder.

Step 7:

Under Custom, click the (+) on the Reports folder to expand it.

Arrow pointing to Reports folder.

Step 8:

Click the (+) on the FULLERTON folder to expand it.

Note: You may need to scroll to find the FULLERTON folder under Reports.

Arrow pointing to Fullerton folder

After clicking the (+) on FULLERTON, it will expand to show other folders.

Step 9:

Select the ETC Training History Templates folder.

Step 10:

Under Repository, right click on the report titled Required Activity Report and select Schedule.

Step 11:

The screen will refresh to the Scheduled Jobs page.

Click on the Create Schedule button.

Arrow pointing to Create Schedule button
Setting the Schedule (Schedule Tab)

Now that you are at the Create Schedule tab, it is time to make the specifications for your scheduled report. 

Step 1: 

The screen will refresh to the New Schedule page.

Do not click the Save button until you have defined your preferred settings in each of the tabs: Parameters, Output Options and Notifications.

Step 2:

Set your Schedule Start Date preference of:

  • Immediately or 
  • On Specific Date.
Schedule Start options

To set a specific date, click on the radio button next to On Specific Date.

Schedule Start options. Arrow pointing to radio button for On Specific Date.

Step 3:

Click on the Calendar icon and select a date in the dropdown calendar.

Schedule Start options. Arrow pointing to calendar icon

Step 4:

Under Recurrence Type, select Simple, or Calendar

If you select Simple, skip to Step 5.

If you select Calendar, skip to Step 6.

Green arrow pointing to Recurrence Type dropdown menu.

Step 5 ('Simple' Option):

For the Simple Recurrence Type, make the appropriate selections for: 

  1. Repeat every: frequency of recurrence
  2. Schedule End: when the report should stop running
  3. Holidays: any dates that you would like excluded  
Simple Recurrence Type with optional functions

Step 6 ('Calendar' Option):

For the Calendar Recurrence, select your preferences for the following options:

  1. Recurrence Type
  2. Months
  3. Days
  4. Times
  5. Schedule End
  6. Holidays
Calendar Recurrence Type with optional functions

Warning: As a reminder, don't click on the Save button unless you have designated your preferred settings for:

  • Parameters
  • Output
  • Notifications

The settings will save as you work on each individual tab.

Otherwise, you will be creating a default report rather than a scheduled one.

Setting the Parameters (Parameters Tab)

It may take a few moments for the Parameters tab to load. The page may be blank or you may receive a Loading message until the parameters show up.

Tip: We recommend having your course codes for the trainings you would like to generate this report on if you would like to use the Activity Code parameter.

Note: Do not click Save on the bottom left corner of the screen unless you have also defined your preferred settings for Output Options and Notifications.

Step 1:

Click on the Parameters tab.

Arrow pointing to Parameters tab

Step 2:

Scroll down to find the Activity Code parameter.

Paste the course code(s) in the Activity Code Search Field.

Arrow pointing to highlighted text in Search field

Step 3:

Select the training(s) you would like to generate a scheduled report for.

Arrow pointing to selected training

Step 4:

Under the Selected tab, review the trainings you have selected to generate a scheduled report for.

Arrow pointing to Selected section

 To remove a course, click the 'X' to the left of the training name.

Arrow pointing to remove 'X' icon next to training name

Step 5:

To define your Requirement Status, scroll down to the bottom of the page.

Requirement Status parameter

Select the requirement statuses you want included on your report.

Note: Statuses such as De-Certified, Not Applicable, and Re-Training Required are not utilized here at CSUF.

Arrow pointing to requirement status selection

Step 6 (Optional):

You can also choose Select All if you want to include all the requirement status options.

Box outlining Select All button

You can see the requirement options you select under the Selected tab.

Box outlining Selected tab

Warning: As a reminder, don't click on the Save button unless you have designated your preferred settings for:

  • Parameters
  • Output
  • Notifications

The settings will save as you work on each individual tab.

Otherwise, you will be creating a default report rather than a scheduled one.

Setting the Output (Output Tab)

Now that you have specified your preferences in the Schedule and Parameters Tab, you will need to select your preferences for output.

Step 1:

Click on the Output Options tab.

Step 2:

Click in the File Name field to change the name. It is recommended to include your department in the title.

Note: The name of the file will need underscores instead of spaces in order to save properly.

Arrow pointing to file name

Step 3:

Provide a description for the scheduled report in the Description field.

Highlighted description

Step 4:

Check the Format options you would like to receive the report in. 

Box outlining file formats section

The default scheduled report format is PDF. We recommend generating the report in the Excel file type as well.

Box outlining file format types

Step 5:

Under File Handling, the default setting is Overwrite Files.

You can change this by unchecking the check box. 

Output File Options. Box outlining file handling option

Sequential File Names by Timestamp (Optional):

If you would like the report to have file names with a sequential timestamp, click the check box next to Sequential File Names by Timestamp Pattern option

File Handling. Box outlining File Handling option

The default is yyyyMMddHHmm. You can specify another format if you prefer:

Example:

  • yyyyMMddHHmm (year, month, day, hour, minute) - Default
  • MMddyyyyHHmm (month, day, year, hour, minute)
  • ddMMyyyyHHmm (day, month, year, hour, minute)

Step 6:

By default, the report will Output To Repository. 

Leave the box checked.

Arrow pointing to Output to Repository

Note: The system does not have Host File System or FTP Server set up, so leave these options unchecked.

Boxes outlining Output options

Warning: Don't click on the Save button unless you have designated your preferred settings for:

  • Output
  • Notifications

The settings will save as you work on each individual tab.

Otherwise, your Output and Notifications settings will be the default options rather than the scheduled one.

Setting the Notifications (Notifications Tab)

Step 1:

Click on the Notifications tab.

Step 2:

Under Email Notification, fill out the following fields:

  • To
  • CC (if applicable)
  • BCC (if applicable)
  • Subject
  • Message 
Email Notification section

Step 3:

You can also specify additional setting options, such as including report files as attachments.

Email notification options

Step 4:

Under Send Job Status Notifications, fill out the To and Subject fields.

Job Status notifications section

Step 5 (Optional):

You can specify whether or not you would like to send a Success Message and/or a Failure Message notification by checking the coordinating check boxes and including a message.

Box outlining success and failure notification

Step 6 (Optional):

It is not necessary to check Include report job information and Include stack trace. These are new reporting features that are currently not used.

Arrow pointing to checked boxes

Step 7:

Once you have completed filling in the appropriate fields, click on the Save button.

Saving Your Scheduled Report

Now that you have filled in your preferences for the Schedule, Parameters, Output Notification and Notifications Tab, it is time to save.

Step 1:

Click on the Save button while in the Notifications tab.

Step 2:

Write the title of your report in the Scheduled Job Name (required) field and include a Scheduled Job Description

Pop-up screen for schedule name and description

Step 3:

Click on the Save button.

Arrow pointing to Save button

Step 4:

The window may show a Loading message.

Loading message

Report status will appear under Scheduled Jobs for this report template. 


Click on the Back button to go back to the Repository page where you can access your newly created report.

To Retrieve Reports

After you have scheduled your reports and would like to go back an access your reports, you can retrieve them manually. 

Step 1:

Click on the Self icon.

Arrow pointing to Self icon

Step 2:

Select Reporting.

Arrow pointing to Reporting

Step 3:

Select Advanced Reporting.

Arrow pointing to Advanced Reporting

Step 4:

Open the following folders:

a) CSU_PROD

b) Custom

c) Reports

d) FULLERTON

Outlined folders

Step 5:

Select the folder where your scheduled report is located.

You will then see your recently created scheduled report.

Note: It may take a few minutes before your reports show up. It is recommended to wait at least 5 minutes.