The LMS has the functionality whereby a previously set-up user report can be scheduled to be sent via email to either:
- System Users
- Send to self
- External Users
It is also possible to have a Scheduled report sent to an SFTP folder, if this is something that is desired this would be something to speak to your Learning Pool contact about.
How to set up a Scheduled report
To access the area to set up a Scheduled report, if the Reports menu item is visible on the navigation menu selecting this will take you to a list of reports on the site.
If the reports tab is not available on the site, using <SITEURL>/my/reports.php will direct you to the required screen.
Selecting the report that is required to be scheduled from the drop-down at the bottom of the screen then click Add Scheduled report
When it comes time to set up the schedule of the report, there are a few options:
- Data - This will be the chance to apply a saved search. If there is a lot of data on the report (Course Completion for example), the recommendation is to apply a saved search to reduce the amount of data being sent if it is a site-wide report.
- Export - The recommendation here is to always choose CSV, it is the most appropriate for exporting and scheduling reports. This will ensure that there are no issues with the report sending when triggered from the LMS.
- Schedule - The options here are Daily, weekly, monthly, every x hours & every x minutes. Depending on the selection, it will enable other options on the screen to choose which day of the week, date of the month or how many hours or minutes.
Email Settings:
- Send to self - If selected, the report will be sent to the person who is setting up the report
- System users - This allows the person who is setting up the report to send the report to accounts created on the LMS.
- External user's email - This allows external emails (those that do not have accounts on the LMS) to be added here. If multiple are required, select 'Add email' after every email address entered.
NOTE: When a Scheduled report is set up, if sending the report to either system users or external users those receiving the report will see it as the person sending the report. So for example, if the report being sent was a Site-Wide Certification Completion report which would contain all user's records. If this was to be sent to a System user, say a normal learner they would see results exactly how the person setting up the report would.
How to report on Scheduled reports on the LMS
Within the LMS, there is a reporting source that provides an overall report that will show Scheduled reports overall that has been scheduled. There is also an actions column that allows these scheduled reports to be edited.
Within the columns tab, there is an option to add 'Scheduled actions', this will allow for the editing of the Scheduled report that has been created by others on the site.
Below is an example of some columns that would ideally show the most amount of information:
When viewing the report, it will then show site-wide Scheduled reports which can then be edited or deleted by the person viewing the report.
This reporting source also offers the option to delete Scheduled reports.
Please note that once deleted, the Scheduled report can not be reinstated, it would need to be rebuilt.