In this article we will explain how you can create a scheduled report for a variety of reports which you will receive by email.
Where are the Scheduled Reports in your account?
Scheduled Reports is a feature available to customers subscribing to our Move and Perform packages.
You can find Scheduled Reports on the Services menu.
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When you open Scheduled Reports you can view the existing scheduled reports created in your account.
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The standard information (can be customised) contained in this table covers the following:
- Report Name: Name of the Scheduled Report
- Vehicle Group: Vehicle Group included in the Scheduled Report
- Vehicle: Single vehicle included in the Scheduled Report
- Reports: Pre-defined Generated Reports included in the Scheduled Report
- Schedule: Frequency of Scheduled Report
- Created By: User who created the Scheduled Report
- Actions: Edit or delete the Scheduled Report, and show the schedule history
How to create a new scheduled report?
- Click on the blue New Schedule Report button above the list of Scheduled Reports.
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The form opens with blank fields and three tabs. Note: fields with an asterisk must have criteria added.
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- Type a subject name, which will be the name of the Scheduled Report being created (e.g. Evening Journeys).
- Type a brief description of what the Scheduled Report is about (e.g. All journeys after 6pm).
The Scheduled Report can be filtered by vehicles or drivers.
To filter by vehicles:
- To select a vehicle group to be included in the Scheduled Report, either leave ‘All Vehicles’ (default) or choose one or more vehicle groups from the Filter By Vehicle Group drop-down list.
- Alternatively, select one vehicle from the Vehicle drop-down list if the Scheduled Report is to only include a specific vehicle.
To filter by drivers:
- To select a driver group to be included in the Scheduled Report, either leave ‘All Driver Groups’ (default) or choose one or more driver groups from the Filter By Driver Group drop-down list.
- Alternatively, select one driver from the Driver drop-down list if the Scheduled Report is to only include a specific driver.
- Choose the reports to be included in the Scheduled Report by selecting one or more from the drop-down list (e.g. Journey; Summary).
Note: To delete any criteria, click on the ‘x’.
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- Select Daily, Weekly or Monthly from the Schedule drop-down menu (default is Daily).
- Select the two-hour time slot for creating and sending the report from the Schedule Time drop-down menu (default time is 6am – 8am).
- Choose the file format (PDF or CSV) in the File Format drop-down menu (default is PDF).
- Choose the language of the report (currently English, French or Spanish) from the Report Language drop-down menu (default is English).
- Choose the required time zone (currently Dublin, Paris or Madrid) from the Time Zone drop-down menu (default is Dublin).
- Choose the preferred unit of distance (kilometres or miles) from the Distance Unit drop-down menu (default is KM, but can be changed to miles for UK users).
- Type in the start and end shift times that the Scheduled Report will cover in the Shift Time Begin and Shift Time End fields. Note: to amend the times, highlight the hours or minutes and click on the up/down arrows.
- Click on the Next button to advance to the Alert and Permission tab.
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- Select the name(s) of the intended recipient(s) of the Scheduled Report from the Send Reports To drop-down menu.
- Select the name(s) of the users who will be granted access to see, edit and delete the Scheduled Report from the Who Can Manage This Schedule? drop-down menu.
- Click on the Confirm button to create the new Scheduled Report.
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You will briefly see a message in the bottom left of the screen to confirm the new Scheduled Report has been created.
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The new Scheduled Report has been added to the list.
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Which reports are available?
The reports available to configure for a scheduled report will depend on your package but here is a full list of all available scheduled reports:
- Alerts
- Driving Summary
- Engine
- Fleet Summary
- Fuel Consumption
- Fuel Consumption Summary
- Fuel Transactions
- Idling
- Journeys
- Last Location
- Locations
- Notifications
- Services
- Stops
- Stops/Idling
- Speed Summary
- Speed Summary Chart
- Speed Summary Detail
- Temperature
- Walkaround Check Questions
- Walkaround Check Summary
Viewing a Scheduled Report (for recipients only)
- Click on the Download link in the email. The file will open in the preferred format.
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- Print or download the file as required.
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Editing an existing scheduled report
- Click on the green edit icon at the end of the required Scheduled Report row.
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- Select the tab where you want to make the change (e.g. Configuration).
- Make the required change (e.g. change Daily to Weekly schedule).
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- Click Next to go to the next tabbed page. Repeat if necessary.
- Click Confirm to complete the update.
You will briefly see a message in the bottom left of the screen to confirm the Scheduled Report has been updated.
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Viewing the history of a scheduled report
- Click on the blue schedule history icon at the end of the required Scheduled Report row.
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The Schedule History list includes the following:
- Report Name: The name of the Scheduled Report.
- Start Date: The start date for the vehicle activity.
- End Date: The end date for the vehicle activity (Note: this is a weekly report, so
the start and ends dates are a week apart.) - To order the reports in ascending or descending order, click once or twice respectively in the required column header (e.g. in the image above, this is the End Date).
- Click on the Download button to download the report in the preferred format (PDF or CSV).
- Delete Scheduled Report
- Click on the red delete icon at the end of the required Scheduled Report row.
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- Click Delete on the confirmation pop-up.
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You will briefly see a message in the bottom left of the screen to confirm the Scheduled Report has been deleted.
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