Schedule emails of Core UI reports
Generate and distribute scheduled reports via email.
Before you begin
Role required: report_scheduler, report_admin, admin
This topic refers to Reporting in the Core UI. For instances migrated to Platform Analytics experience and new Zurich instances, see Delete a visualization in the Visualization Designer.
About this task
Scheduled reports can be distributed in PDF, CSV, or XLS format. Graphical reports can be distributed in PNG or PDF format. Multilevel pivot reports can only be scheduled in PDF format.
This topic refers to Reporting in the Core UI. If your instance is migrated to Platform Analytics experience, see Export a data visualization from the Visualization Designer.
- It is not possible to schedule Calendar, Map, or Single Score reports. You can schedule Pivot Table reports only if the plug-in com.snc.whtp is enabled.
- Data may not appear on reports created by an individual whose user account is deactivated. To ensure that the desired data appears, an active user must recreate the scheduled report.
- On Oracle DB instances, scheduled emails are not generated when the combined filter conditions on the report exceed 4,000 characters.
Procedure
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Fill in the fields, as appropriate.
Field Description Name Name of the scheduled report. Report Reference to the report you are scheduling. You can use the Search icon 
to locate the report.Note:Automatic email support is not available for Calendar, Map, and Single Score reports.Users Individual users who receive the report at the scheduled date and time. Users must have Notification set to Enabled on their user records to receive reports. Groups Groups that receive the report at the scheduled date and time. Email addresses Comma-separated list of email addresses of report recipients who are not users on your instance. Application Name of the scoped application that contains the report. Global appears if the report is in the global scope. Active When active, scheduled reports are delivered. Run Time interval to use for running the scheduled job:- Daily: Runs daily, at a designated time.
- Day and Month in Year: Runs yearly on a specific day and month (for example, July 14), at a designated time.
- Day in Week in Month in Year: Runs yearly on a specific day of the week in a specific week of a specific month (for example, the second Monday in October), at a designated time.
- Week in Month: Runs monthly during a specific week of the month (for example, the third week of each month), on designated days and at a designated time.
- Weekly: Runs on a weekly basis, at a designated time and day of the week.
- Monthly: Runs on a monthly basis, at a designated time and day of the month.
- Periodically: Runs on a designated repeating interval.
- Once: Runs for a single occurrence only.
- On Demand: Runs immediately on demand.
- Business Calendar: Entry Start: Runs on the
starting entry dates for the business calendar that you select in the
Business Calendar field. A scheduled job runs for
the starting date of each of the business entries that you defined for the
business calendar.
For example, if the business calendar represents a fiscal year, and the starting date of each entry is a fiscal month, the scheduled job runs on the first day of each month.
- Business Calendar: Entry End: Runs for the ending date for the business calendar that you select in the Business Calendar field. This selection runs in the
same manner as Business Calendar: Entry Start, but for the end dates of the associated business calendar entries.Note:When you select Business Calendar: Entry Start or Business Calendar: Entry End, you can apply an offset factor to schedule the job to run before or after the time span of the selected business calendar. If you select a business calendar and all its business calendar spans are in the past, the job would never run since that is an invalid configuration. To learn more, see the Offset type and Offset fields.
To learn more about creating and using business calendars and defining business calendar entries, see Creating business calendars and Define business calendar entries.
Time zone Time zone to use with the Time field entry when you specify the time at which the scheduled job should run. Select a time zone entry:- -None-: Use the default time zone for the logged-in user who is creating the scheduled job.
For example, the scheduled job runs at 04:45 p.m. US/Pacific time if it’s the user's assigned time zone, and you enter 16:45 into the Time field.
- Use System Time Zone: Use the default system time
zone that is specified for the instance in which it runs.
For example, the scheduled job runs at 10:15 p.m. London time if Europe/London is the default system time zone for the instance, and you enter 22:15 in the Time field.
- Actual time zone.
For example, the scheduled job runs at 1:30 p.m. in the US Eastern time zone if you select US/Eastern, and enter 13:30 in the Time field.
Time Time of day at which the scheduled job should run, expressed in hours, minutes, and seconds on a 24-hour clock. The selection that you make in the Time zone field determines the time zone for this entry. Day Day on which the scheduled job should run.- If Run is set to Weekly, select the day of the week. For example, select Wednesday.
- If Run is set to Monthly, select the day of the month. For example, select 25 for the 25th day of the month.
Repeat Interval Duration of the repeat interval for each scheduled job execution. Enter the duration in the number of days, hours, or minutes. For example:- To run the scheduled job every four days, enter 04 in the Days field.
- To run it every 26 hours, enter 26 in the Hours field.
- If it should repeat at an interval of 13:30:25, enter 13 in the Hours field, and then enter 30 and 25 in the two unlabeled fields after it.
Starting Allows you to define the beginning window of time when you would like your job to start running. The job will actually run at the time specified in Run time. Select the calendar date and time. The Starting field appears only if you select one of the following Run types in the Run field: - Daily
- Day and Month in Year
- Day in Week in Month in Year
- Monthly
- Once
- Periodically
- Week in Month
- Weekly
For the run type Periodically, the Starting time is the date and time of the first scheduled job generation.
Business Calendar Business calendar entry that you’re using to determine the business calendar start or end date for the scheduled job. This field appears only if you select Business Entry: Start Date or Business Entry: End Date in the Time field.
Offset type Type of time offset, if any, to apply to the business calendar that you selected for scheduling this job:- Past: Apply an offset factor to schedule the job to run before the start of the time span of the selected business calendar.
- Future: Apply an offset factor to schedule the job to run after the end of the time span of the selected business calendar.
- --None--: Don’t apply a time offset when scheduling this job.
Offset Amount of time offset, expressed in days, hours, minutes, and seconds, to apply to the business calendar that you selected for scheduling this job. For example, if you want to schedule the job to start three days, 14 hours, 10 minutes, and 45 seconds before the business calendar start date, do the following actions:- Select Past in the Offset type field.
- Enter 3 in the Days field.
- Enter 14, 10, and 45 in the Hours field.
Priority Numerical priority for the scheduled job:- Set essential jobs to a priority value below 100.
- Set nonessential jobs to a priority above 100.
- If 70 percent or more of all scheduled jobs are Overdue, any jobs that are marked with a value above 100 don’t run.
Conditional When enabled, specify a scripted condition for generating the report. Omit if no records When enabled, empty reports are not distributed. Condition A conditional script that determines if a scheduled job should run. The last expression of the script should evaluate to a Boolean (true/false) value. This text box appears only if you select Use conditions. For more information about scripts on the ServiceNow platform, see Scripts. Warning:Conditional scripts for scheduled emails are executed in the sandbox. Therefore, function definitions are not allowed. Some API calls and keywords are also not allowed. For more information, see Script sandbox property.Subject Text that appears in the subject line of the distribution email. Introductory message (Optional) Add a message to the report. If the report output type is Embedded PNG,- Use the tag
${report:png}in the message body to position the report in the message. Otherwise, the report appears at the bottom of the message. - Use the tag
${report:include_with}to position other reports included with the email. Otherwise, these reports appear at the bottom of the message.
Type Report output type. Graphical reports can be PNG or PDF files. List reports can be PDF, Excel, or CSV files. When scheduling a graphical report, select the output type PDF or PDF-landscape to include the chart grid data. When scheduling a List report, select output type Excel or CSV.
Select Embedded PNG to embed the report visualization in the body of the email. Large images are scaled to fit the email.
For more information, see the section Report output formats.
Note:It is only possible to schedule multilevel pivot reports in PDF output.Zip output When selected, the report is sent as a zip file attachment to the email. Include with One or more additional reports to include with the email. It is not possible to order the reports within the email. You can use the Search icon to locate the additional reports.Page size (Multilevel pivot report only) Choose from A3, A4, Letter, or Legal size. To specify a different paper size, select Custom and enter the Page height and Page width in pixels. Page height (in pixels) (Multilevel pivot report only) Shows when Page size is set to Custom. For non-standard paper sizes, multiply the page height in inches by 72 and enter the value in this field. Page width (in pixels) (Multilevel pivot report only) Shows when Page size is set to Custom. For non-standard paper sizes, multiply the page width in inches by 72 and enter the value in this field.
What to do next
To edit a scheduled email report, open it from the Scheduled Reports list. To delete a report, delete its row from the Scheduled Reports list.
Report output formats
You can export reports in certain output formats. You can schedule these reports for regular export.
| Report format | Description |
|---|---|
| Generate a PDF in portrait or landscape orientation. PDF reports include the chart grid data. Map reports cannot be exported to PDF format.
Note: To export Multilevel pivot tables to PDF, you must enable the Webkit HTML to PDF (com.snc.whtp) plugin. |
|
| Excel | Report visualization is exported as a Microsoft Excel (XLS) spreadsheet. |
| PNG | Report visualization is exported as a Portable Network Graphic (PNG) file. Also see How to embed reports as images in a scheduled report email. |
| CSV | Report visualization exported as a comma-separated value (CSV) plain-text file. |
The "Run as" user and scheduled report emails
If you are on a domain-separated instance, scheduled reports are generated using the "Run as" user's permissions.
By default, the user who sets up the scheduled email report is the "Run as" user. This user's domain access and report_view ACL permissions apply when generating the scheduled reports.
If the data in the scheduled report is different than expected, the user who set up the scheduled report is not an appropriate "Run as" user. An admin or report_admin can specify a different "Run as" user.