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Scheduled Emails⚓︎

Use Scheduled Emails to send reports automatically to one or more recipients on a defined cadence.

Scheduled Emails in Back Office support three schedule types:

  • Reports
  • DataSources
  • Files

Before you start⚓︎

Make sure email delivery is configured in your environment:

  • Confirm SMTP is set up in Settings > Notifications.
  • Confirm the sender address and notification templates are valid.
  • Confirm the report is already available in the Back Office.

For SMTP setup details, see Notification Settings.

Create a scheduled email⚓︎

  1. In the Back Office, open the Scheduled Emails area.
  2. Click Add (or New Scheduled Email).
  3. Fill in the schedule details:
  4. Name: Internal name to identify the schedule.
  5. Type: Choose Reports, DataSources, or Files.
  6. Report/Data Source/File: Select the target item for the selected type.
  7. Format: Select the output format available for your selected type.
  8. Status: Set to Active to allow execution.
  9. Configure recipients:
  10. Add at least one recipient.
  11. Use user recipients and/or direct email recipients, depending on your setup.
  12. Fill Email Subject and Email Body.
  13. Configure recurrence:
  14. Time zone (TimeZoneId)
  15. Execution Time
  16. Recurrence Type: Daily, Weekly, or Monthly
  17. If Weekly, select execution weekdays.
  18. If Monthly, select execution day of month.
  19. Save the schedule.

Note

Schedules associated with reports/data sources can be blocked by capacity schedule restrictions. If "Block access outside schedule" is enabled for the related capacity, schedule creation/update can fail with a conflict.

Scheduled Emails list⚓︎

Scheduled Emails list
Scheduled Emails list with filters for name, type, report/data source/file, format, recurrence, and status.

Create Scheduled Email (basic settings)⚓︎

Create Scheduled Email - basic settings
Create Scheduled Email dialog with task name, type, export format, target entity, recurrence, execution time, time zone, and status.

Create Scheduled Email (email settings)⚓︎

Create Scheduled Email - email settings
Email settings section with recipients, additional email addresses, subject, body, and token helpers.

Validate delivery⚓︎

After saving and enabling a schedule:

  1. Wait for the next execution window.
  2. Confirm recipients received the email.
  3. Check attachment format and report content.
  4. Review execution status/errors in Scheduled Emails History.

Scheduled Emails history⚓︎

Scheduled Emails history list
Execution history list with filters and status results (for example, Success and Failed).
Scheduled Emails history details
Execution history details panel with execution date/time, recurrence type, time zone, file format, subject, and recipients.

Common issues⚓︎

  • No email received: Validate SMTP settings and sender permissions in Notification Settings.
  • Attachment missing or invalid: Check selected type, export configuration, and selected format.
  • Schedule did not trigger: Verify time zone, execution time, recurrence settings, and that status is Active.
  • Intermittent failures: Check service limits and retry on the next run window.
  • History status is Failed: Check Scheduled Emails History details and then validate related report/data source/file access and notification configuration.

Next steps⚓︎

  • Standardize subjects and message templates for scheduled communications.
  • Create separate schedules per audience when recipients need different reports or recurrence windows.