Identifying scheduled reports that are sent from the ServiceNow platform

[SB87]

Use case

Wanting to identify when scheduled reports are delivered to email recipients to gain an understanding of how many scheduled reports exist in the system, how frequently they are sent, and who receives them

What I have discovered so far

Table [sys_email] = logs records for emails that are sent in the system. Assumption is that report extracts will be sent via this delivery method. Subject heading of these emails appear to match the report name given in the [sys_report] table it seems, e.g. if I schedule report "ABC 123" is set to run on a daily basis at 9am to user Mark and Jane, then a record would exist for each time the report is sent to these people (i.e. 1 record for each 9am event).

Table [sys_report] = appears to be where configured reports are stored, including various other details relating to the report, such as table, fields, name, etc.

Questions

1. Am I looking at the correct tables?
2. Is it correct to think a sys_email record would exist for each scheduled report sending event?
3. Are there any additional tables I should use?
4. Am I missing anything or made any incorrect assumptions?

Thanks in advance.

[Shubham_Jain · Accepted solution]

1. Identifying Scheduled Reports:

Scheduled reports are stored in the Scheduled Email Reports table (sysauto_report). You can query this table to find all existing scheduled reports, along with their configurations, including frequency and recipients.

Steps to Identify Scheduled Reports:

• Navigate to System Scheduler > Scheduled Jobs > Scheduled Email Reports (sysauto_report).
• You will see a list of all scheduled reports.

Key fields in this table:

• Name: The name of the scheduled report.
• Active: Indicates if the report is currently active.
• Run: Shows the frequency of the report (e.g., daily, weekly, monthly).
• Email recipients: Contains the email addresses of the recipients who receive the report.

2. Report on Scheduled Reports:

You can create a report in ServiceNow to view details of all the scheduled reports and how frequently they are sent. Here's how:

Steps to Create a Report:

1. Go to Reports > Create New.
2. Choose a report type, such as List or Table.
3. Select the Table as Scheduled Email Reports (sysauto_report).
4. Add the following fields to display:
   • Name
   • Run (frequency)
   • Email recipients
   • Next action (next scheduled run time)
5. Set any conditions if you want to filter for specific reports (e.g., active reports).
6. Run the report to get a list of all scheduled reports with their frequencies and recipients.

3. Tracking Delivery of Scheduled Reports:

To track when the scheduled reports are sent to email recipients, you can query the Email Log (sys_email) table. This table logs every email sent from ServiceNow, including the email notifications generated by scheduled reports.

Steps to Find Email Deliveries for Scheduled Reports:

1. Go to System Logs > Emails.
2. In the filter, add the following condition:
   • Type = send-ready (This shows emails that are ready to be sent).
   • Subject contains the report name, or Source contains the scheduled report job name (sysauto_report.name).
   This will give you a list of all the emails that were sent as part of scheduled reports.

4. Creating a Report for Sent Emails:

If you want to report on how often scheduled reports are being delivered via email, you can create another report based on the Email Log table.

Steps:

1. Go to Reports > Create New.
2. Select the Table as sys_email.
3. Add the following fields:
   • Subject: To identify the report.
   • Recipients: To see who received the report.
   • Sent date: To track when the report was sent.
   • Type: Ensure this is filtered to send-ready.
4. Optionally, you can filter based on specific report names (contained in the subject) or specific scheduled jobs.
5. Run the report to see how frequently these reports are sent and who receives them.

5. Automating this Process with Dashboards:

You can create a dashboard that includes the above reports to provide a single view of:

• How many scheduled reports exist.
• The frequency of report deliveries.
• The recipients of the reports.
• The last time a report was delivered.

Hit the Helpful if it helps you in any way. 🙂

[AndersBGS]

Hi @SB87 ,

In your ServiceNow instance just go to the menu item "

This will give you a complete overview of any scheduled reports in your instance together with how often they run and when they run. 

If my answer has helped with your question, please mark my answer as accepted solution and give a thumb up.

best regards

Anders