Create Scheduled Report Email

As well as being able to email reports on demand, you can also setup reports to email on a schedule (e.g. every Monday morning). You can even set reports with user filters (e.g. My Work) to email each user about their assigned items.

This is an example of a user filter. It allows you to select a specific user to see the items they are assigned.

Suggested uses for this include:

• Sending all users a weekly email of their overdue work
• Sending all users a weekly email of recently added items
• Sending a single user a list of all overdue work
• Send managers a weekly email of projects in trouble

Create a Scheduled Email

To create a Scheduled Report Email:

1. Click in the header of the report and then the Reporter tab to make the Reporter ribbon appear.

   

2. Click Advanced Share | Create Scheduled Email to access the New Scheduled Report Email page.

   Click View Scheduled Emails to see the scheduled email items associated with this instance of the BrightWork Reporter web part.

   It is a good idea to check this before creating a new email to prevent duplicate emails being sent out.

The Scheduled Report Email form:

1. Item Settings: Enter an Item Title for this scheduled email. This is the name you can use to find this scheduled email by. You can also uncheck the Active checkbox to stop the scheduled email from sending.
2. Schedule Frequency: Select the schedule frequency. The options are Daily, Weekly with options to select one of more days, or Monthly with the option to select the date of the month to send the email.
3. Email From: Specify who the email should come from.

   The email address you enter is the email address that the email will appear to come from and the address recipients can reply to.

   Because of this, you should use caution with the email address you specify, for example:

   • Do not use the email address of another user without their consent or knowledge.
   • If you choose to use a non-existent email address, give users a hint that they should not reply to it, for example, [email protected].
   
   

   Note: If the site collection is configured with an email From address override, although you will be required to enter a From address in the form, this value will be overriden by the override value.

4. Email To: Specify who will be the recipients of the email. There are two formats for the Email To section.
   1. Reports with User Filters:
      1. All Relevant Users
         If the report has a user filter, All Relevant Users will be selected by default. With this option, all users returned by the report will receive a unique email with the items assigned to them to which they have permission to view.
      2. Specify User(s)
         Select Specify Users if you do not want everyone to get their unique email and specify the individual users you want to receive a unique email with the items assigned to them to which they have permission to view.

      Tip! To send emails to more than one person assigned to an item, the report definition file needs the person column to be multi-value.
      For example, to send emails to multiple people assigned to a single task, you need to modify the My Work report using Report Editor so that the Assigned To column allows multi-values.

   2. Reports without User Filters:
      1. Specify User(s) Select the users to receive a unique email of the report which will contain only the items they have permission to view.
      2. Specify Group(s) Select the Security Group(s) to receive an email copy of the report.

         Note: Permission to the access the data in the report is not checked per individual if a group is selected, so it is possible individuals receiving the report will not have permission to access the data in BrightWork.

5. Email Cc: Optionally, specify individuals, or Groups to be copied on the email.

   Note: Permission to the access the data in the report is not checked per individual or group if they are included in the Cc list, so it is possible individuals receiving the report will not have permission to access the data in BrightWork.

   Performance Tip! If checking permissions before emailing reports is not important in the scenario you are in, you should consider using the Specify Group(s) or Cc: lists to address emails. By not checking the permissions of each report to be emailed, the reports run more quickly.
6. Email Subject and Body: Enter an email Subject and optionally an email Body.

   The email Body is sent as plain text. You can change the Body column to Rich text via the Scheduled Report Email list setting page; however, you should be aware that, due to a SharePoint bug, absolute URLs from the same server will be converted to relative URLs and may not work for external users.

7. URL Handling: Optionally, select a new URL Zone.

   The Scheduled Email will automatically select the URL Zone you are in; however, you may need to select a different URL Zone so all recipients can access the items linked to in the email.

   There are five possible URL Zones:

   • Default
   • Intranet
   • Internet
   • Extranet
   • Custom

   For example, imagine you create the Scheduled Email on the local domain, but are creating an email that will be received by users outside of the local domain, you should select Internet if it is available.

   Note: If you have multiple default zones set up, the first zone presented by SharePoint will be used.

8. Click Save.

Activate Scheduled Email Feature

1. Settings | Site Settings.
2. Click Manage site features.
3. Click Activate beside BrightWork Scheduled Report Email.

The Scheduled Report Email Timer Job must be activated in Central Administration. If it is not activated, you will see a message when you try to create a scheduled report email.

Notes

Gantt and Chart reports cannot be emailed.

Users require Full Control permission in the site to create scheduled report emails. Users with Contributor access can schedule emails if the relevant option has been enabled in the Project Settings or BrightWork Settings for the project or project area.

The Email Scheduler is security smart when you use the All Relevant Users or Specify User(s) fields. In these cases, user emails will only include items from the sites and lists that users have been granted access to. What they will get in their email is what they would see if they logged onto the page with the report.

The Scheduled Report Email site feature must be activated on a site-by-site basis. If it is not activated, the Created Scheduled Email button will not be available in the Reporter ribbon.

All the scheduled report emails you add to a project site can be viewed and managed from the Scheduled Report Email list that is added when you activate the Scheduled Report Email site feature. To access the Scheduled Report Email list, click Site Contents | Scheduled Report Email.

Scheduled report emails can only be added to Project sites and cannot be added to the top site in BrightWork site collections, Template or Portfolio sites. The content of the Scheduled Report Email list is not included in BrightWork Site Copy.

All emails are sent on Server Time. If you are using a hosted solution, you should be aware of your server's local time when scheduling emails.