Reports Scheduler

Reports Scheduler - User Guide

Overview

The Reports Scheduler allows you to create automated reports that can be sent via email and Microsoft Teams webhooks on a recurring schedule. This feature is available to users with the GlueAdmin role.

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Accessing the Report Scheduler

1. Navigate to /ReportQueryScheduler in your application
2. You must have the GlueAdmin role to access this page
3. The page displays two views:
   • Calendar View (📅) - Shows scheduled reports in a visual calendar format
   • List View (📋) - Shows all reports in a grid format

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Creating a New Scheduled Report

Step 1: Click the Create Button

Click the Create button at the top of the Report Scheduler page.

Step 2: Fill in Basic Information

In the creation dialog, provide the following information:

• Name: A descriptive name for your scheduled report (e.g., “Weekly Active Users Report”)
• Subject: The email subject line that recipients will see
• Body: The email body content (supports HTML formatting)
• Query: Select a pre-configured query from the Query Builder

Step 3: Configure Recipients

Add email recipients who should receive this report:

• Enter email addresses in the Recipients field
• Multiple recipients can be added (refer to the format used in your system)

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Configuring Email Notifications

Email notifications are the primary delivery method for scheduled reports.

Email Components

1. Subject:

   • This becomes the email subject line
   • Keep it descriptive and informative
   • Example: “Monthly Sales Report - [Date]”

2. Body:

   • Supports HTML formatting for rich content
   • Can include context about the report
   • The query results will be included in the email
   • Example:

     <p>Hello,</p>
     <p>Please find attached the weekly active users report.</p>
     <p>This report was automatically generated on [date].</p>

3. Recipients:

   • Add all email addresses that should receive this report
   • Ensure email addresses are properly formatted

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Configuring Teams Webhooks

Microsoft Teams webhook integration allows you to send report notifications directly to Teams channels.

Step 1: Enable Teams Notifications

• Check the Send to Teams option in the report configuration

Step 2: Configure the Webhook URL

1. In Microsoft Teams, navigate to the channel where you want to receive notifications
2. Click the ••• (More options) menu
3. Select Connectors or Workflows
4. Create an Incoming Webhook
5. Copy the webhook URL provided by Teams
6. Paste the webhook URL into the Teams Webhook URL field

For further information on creating a webhook in Microsoft Teams refer to the Microsoft documentation here

Teams Notification Features

When Teams notifications are enabled:

• A notification badge appears in the report details showing ”✓ Enabled”
• The last 20 characters of the webhook URL are displayed for verification
• Notifications are sent to the configured Teams channel when the report runs

Security Note

The full webhook URL is stored securely and only the last 20 characters are displayed in the UI for security purposes.

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Setting Up the Schedule

The scheduler uses a recurrence pattern to determine when reports should run.

Using the Calendar View

1. Switch to the Calendar View (📅 tab)
2. Click on a date/time to create a new appointment
3. Configure the recurrence pattern:
   • One-time: Select a specific date and time
   • Daily: Repeat every day or every N days
   • Weekly: Repeat on specific days of the week
   • Monthly: Repeat on a specific day of the month
   • Yearly: Repeat annually

Recurrence Examples

• Daily Report: Configure to run every day at 9:00 AM
• Weekly Report: Run every Monday at 8:00 AM
• Monthly Report: Run on the 1st of each month at midnight
• Quarterly Report: Run every 3 months on the first Monday

Recurrence Exceptions

If you need to skip a specific occurrence:

1. Find the occurrence in the calendar view
2. Delete that specific instance
3. The exception is recorded, and the report won’t run on that date

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Viewing and Managing Reports

Calendar View Features

• Day View: See all reports scheduled for a specific day
• Week View: View the entire week’s schedule
• Month View: Overview of all reports in the month
• Timeline View: Chronological view of scheduled reports

Viewing Report Details

1. Click on a report in the calendar to see basic information
2. Click the Details button to navigate to the full report details page
3. The details page shows:
   • Report name, subject, and body
   • Associated query
   • Email recipients
   • Teams webhook configuration status
   • Last run date (when available)

List View Features

The list view provides:

• Sortable and filterable grid of all reports
• Quick access to all report properties
• Bulk management capabilities

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Editing Existing Reports

From the Calendar View

1. Click on the report in the calendar
2. Click the Details button
3. On the details page, click the ••• menu
4. Select Edit

From the Details Page

1. Navigate to /ReportQuerySchedule/Details/{Id}
2. Click the ••• (More options) menu in the top-right corner
3. Select Edit from the dropdown
4. Make your changes in the edit dialog
5. Click Save

What You Can Edit

• Report name
• Email subject and body
• Recipients list
• Query selection
• Teams webhook URL
• Send to Teams toggle
• Schedule/recurrence pattern

Schedule Updates

To modify when a report runs:

1. Go to the Calendar View
2. Drag and drop the report to a new time slot
3. Or click the report and edit its recurrence pattern

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Deleting Reports

From the Details Page

1. Navigate to the report details page
2. Click the ••• (More options) menu
3. Select Delete
4. Confirm the deletion when prompted

Warning: Deleting a report will:

• Remove the report schedule permanently
• Stop all future email and Teams notifications
• This action cannot be undone

From the Calendar View

1. Click on the scheduled report
2. Delete the appointment from the calendar
3. If it’s a recurring report, you can:
   • Delete a single occurrence (creates an exception)
   • Delete the entire series

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Best Practices

Report Naming

• Use clear, descriptive names
• Include the frequency in the name (e.g., “Daily Sales Summary”)
• Use consistent naming conventions across reports

Email Configuration

• Keep email subjects concise and informative
• Use HTML formatting in the body for better readability
• Test with a single recipient before adding multiple recipients

Teams Webhooks

• Use dedicated channels for automated reports
• Name the webhook connector clearly in Teams
• Test the webhook before scheduling

Scheduling

• Avoid scheduling too many reports at the same time
• Consider timezone differences when scheduling
• Use appropriate frequencies (avoid over-reporting)
• Schedule reports during off-peak hours when possible

Maintenance

• Review the Last Run Date periodically to ensure reports are running
• Remove obsolete reports to keep the system clean
• Update queries when underlying data structures change

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Troubleshooting

Report Not Sending

1. Check the Last Run Date on the details page
2. Verify the query is still valid
3. Confirm recipients’ email addresses are correct
4. For Teams: Verify the webhook URL is still active

Teams Webhook Not Working

1. Verify the webhook is still active in Teams
2. Re-create the webhook if necessary
3. Ensure the Send to Teams option is enabled
4. Check that the webhook URL is complete and correct

Schedule Not Running

1. Verify the recurrence pattern is correct
2. Check for recurrence exceptions
3. Ensure the report is marked as Active
4. Review system logs for errors

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Appendix: Field Reference

Field	Required	Description
Name	Yes	Display name for the report
Subject	Yes	Email subject line
Body	No	Email body content (HTML supported)
Query	Yes	Pre-configured query from Query Builder
Recipients	Yes*	Email addresses to receive the report
Send to Teams	No	Enable Teams webhook notifications
Teams Webhook URL	Yes*	Teams incoming webhook URL
Date	Yes	Initial start date/time
Recurrence Rule	No	Pattern for recurring reports

* Required if email or Teams notifications are enabled respectively