Scheduling Report Emails

The Unicorn LMS allows you to schedule reports to be sent to specific individuals either as a one off or on a regular basis (i.e. weekly or monthly). This saves the individuals having to manually log on to their LMS and run the reports themselves each time. The reports can be viewed in the recipients own reporting scope or context even if an administrator has a higher reporting scope than the recipient. The recipients must be registered users on the system.

To access the schedule email feature, either click on the report you would like to schedule and click on Email Report (see image 1), or click on the New Scheduled Email button within the Schedule drop-down on the Reports home page (see image 2).

Image 1


 Image 2

You will now be taken through a 4-step wizard.


Step 1 

This step allows you to add any filters to the report. Any which have already been applied if you are setting up the schedule after you have run the report will automatically pull through here but can be added to or changed.  Click Next to proceed to the next step.


Step 2

This step allows you to select the recipients for the report. You will be automatically selected to receive the report so you only need to add any additional recipients. You can search by name/username in the Filter box and then tick the box next to their name (see image 1) or you can select an Organisation Unit from the drop-down list and select individuals within the unit or select everyone by clicking the Select All box (see image 2). 

Image 1

Image 2

Should you need to remove a user, remove the tick from the box next to their name.

If the report is being sent to a number of users and you want to ensure they only receive information they are permitted to view according to their reporting scope, you will need to tick the box next to the Run report in users context at the bottom of the screen.  If you do not tick this box, the recipients will be able to view all the results according to the reporting scope of the administrator setting up the schedule. Click Next to proceed to the next step.


Step 3

This step allows you to set the start date for the scheduled report email and how often the users will receive this report.  Once you have set the schedule, click Next.


Step 4

Use the two drop-down boxes to set the preferences you would like.  It is recommended that if your report is likely to return more than 15 rows of data that you do not display the results within the email body. Instead, it will be attached to the email as a CSV file. The email will contain certain details by default, such as the title of the report, who has set up the schedule, what filters have been applied. However, you can personalise the email by adding text to the Report body text box, for example 'As requested during the meeting on 07/08/2017'.  Click on Finish once complete.


You will be taken back to the main Reports screen.

To review any scheduled emails simply click on drop-down box in the S
chedule column next to the relevant report on the Reports homepage. You are able to Edit or Delete the scheduled emails by clicking on the relevant links within the Scheduled Email row. It is possible to set up multiple schedules for each report and to apply different filters.


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