Scheduling reports to run in Report Builder

Schedule reports to run and export the results at the times and intervals that you choose. You can export the results to different formats such as spreadsheets, Microsoft Word, PDF, and HTML files. You can also assign team members who can run your schedules with the same privilege as you, which is helpful when team members move among teams.

Showing schedules

Procedure

Open the Report Builder home page at http://hostname:port/rs/reports, and from the banner, choose one of the following items:
  • Schedules > My schedules to see the schedules that you created.
  • Schedules > All schedules to see the schedules that you own (but did not create).

What to do next

Edit, delete, and tag schedules, or run scheduled reports immediately as described in the following sections.

Creating schedules

You can create multiple schedules for a report. Tag schedules to group and organize them. Assign other team members as schedule owners so that they can edit your schedules, run the reports, and download the results.

About this task

You can create schedules for any report that you can see on the My Reports or All Reports page.

For reports that you didn't create or don't own, the results include only the data that you can access based on your project area permissions.

When you add other team members as owners of a schedule, they can edit, delete, and run it. Owners see the schedules they own (but did not create) on the All schedules page.
Important: Be careful when assigning schedule owners: When they run a scheduled report, the report results include the data that the schedule creator can access; also, owners can download the report results from the All results page.

Procedure

  1. Open the Report Builder home page: http://hostname:port/rs/reports
  2. In the banner, click Reports, and click a report name to run it.
  3. Near the upper right of the report results, click Schedule.
  4. Enter a name, description, and any tags.
  5. Add owners.
  6. Set the frequency and dates.
  7. Choose an export format.
  8. Optional: In the Notify user field, enter a comma-separated list of email addresses to email the report results to. Each email address must be associated with a Jazz Team Server user account. If you do not see this option, ask an administrator to enable email notification for the Report Builder server.
  9. Click Save.

Results

The schedule is added to the list on the My schedules page. If you assigned schedule owners, they see this schedule on the All Schedules page.

What to do next

To run a scheduled report immediately, click the schedule name. Download the results from the My results page; they're tagged by schedule name. Use the Group by menu to sort generated output.

Editing schedules

Change the schedule details, tags, frequency, owners, or format of the exported report results.

Before you begin

You must be the creator or an owner of the schedule.

Procedure

  1. Open the Report Builder home page: http://hostname:port/rs/reports
  2. In the banner, click Schedules. Then click the All schedules or My schedules tab.
  3. From the Actions menu beside the schedule to edit, click Edit.
  4. Edit the schedule and save your changes.

Tagging schedules to organize them

Add and remove tags to group and organize schedules. You can add multiple tags to a schedule.

Before you begin

You can tag (or remove tags from) any schedule on the My schedules or All schedules pages.

Procedure

  1. Open the Report Builder home page: http://hostname:port/rs/reports
  2. In the banner, click Schedules. Then click the All schedules or My schedules tab.
  3. Complete one of the following steps:
    • Add tags: Select the check box beside each schedule to tag, click Add tags to selected results Tag, and type a tag name.
    • Remove tags: Select the check box beside the tag name or each schedule to untag, and click Remove Tag:"tag_name".

    You can also tag the schedule on the Edit page.

What to do next

Search for schedules or tags by typing a name in the search text field near the upper right.

Running reports immediately

If you need report results right away, you can run a scheduled report immediately by clicking the schedule name. You might do this to present report results on-demand unexpectedly instead of at a regular meeting. You don't have to select the report filters or specify the output format - the information in the schedule is used.

Procedure

  1. Open the Report Builder home page: http://hostname:port/rs/reports
  2. In the banner, click Schedules. Then click the All schedules or My schedules tab.
  3. Click a schedule name and click OK when prompted.

What to do next

Go to the results page, and click a result name to download the generated output. Results are grouped by tags that match the schedule names. Use the Group By menu to change how results are shown.
Tagging results to organize them:
  • Remove a tag by clicking Actions > Remove Tag.
  • Add a tag by clicking Add tags to selected results Tag, which can help you to organize your report results.

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