The Zoola Scheduler allows you to select specific Reports and Dashboards to be filtered, run, and emailed to specified individuals or groups. This page discusses the routes to access and create schedules. For a breakdown of the Schedule Jobs page, see The Schedule Jobs page.
Using the Scheduler, you could:
- select the Course Completions Report, filter it to a single course, and send the Report with refreshed data on a weekly basis to the Course Administrator.
- select the Time Spent Learning Dashboard, filter it to a group of students, and send the Dashboard with refreshed data and insights twice per term to the student group.
- select the Time Spent Learning Dashboard, filter it to all students enrolled in a single course, and send the Dashboard with refreshed data and insights every month to the Course Instructor.
The Zoola Scheduler can be accessed in two ways, depending on your need:
To Create or Edit one or more scheduled jobs for a Dashboard or Report, or to view all scheduled jobs for a specific Dashboard or Report, complete the following steps:
- In the Repository, identify a Dashboard or Report for scheduling. The Dashboard or Report can be either Private or Public.
- Right-click the Dashboard or Report and select Schedule. The Scheduled Jobs page appears:
The Scheduled Jobs page shows a list of any reports currently scheduled for the specific Dashboard or Report. - Click Create Schedule to create a new scheduled job for the Dashboard or Report. The Schedule page opens. Complete the fields as needed on the following tab:
- The Schedule Tab: this tab determines when to run the scheduled Report, and how often.
- The Parameters Tab: if the Report was designed with input controls, this tab determines which parameters the scheduled Report will use.
- The Output Options Tab: this tab determines the name of the output file, the output format and locale, and where the outpit file is stored.
- The Notifications Tab: this tab determines email options for sending the Report output to recipients and for sending administrative messages.
To View and Edit a list of all existing scheduled jobs for all Dashboards and Reports, complete the following steps:
- In the Zoola Toolbar, hover over View link. This toolbar is available from any screen in Zoola.
- From the View Menu that appears, click Schedules. The Scheduled Jobs page appears, showing a list of all scheduled jobs for Zoola Reports and Dashboards:
- Click the Edit icon
to edit properties of a scheduled job (changing information set on any of the Schedule, Parameters, Output, or Notifications tab). - Click the Delete icon
to delete any scheduled jobs. Deleting a scheduled job will not delete the original Report or Dashboard, but will delete the version with any specifications made in the job.
Sensitive data could be exposed to unauthorized users if you schedule a job as an administrative user with no data restrictions, as the Report will contain all requested data in the data source. Any user who receives the Report can view all the data regardless of the user's access restrictions.
Scheduled Reports run in the background to reduce the performance impact on the server.
The permissions of the user who schedules a job determine the data that the Report exposes. For example, "Gloria" only has access to inventory data from the Southeast US region. A Report that she schedules only shows data from that region, even when the Report is viewed by users in other regions. Other users schedule the Report themselves to see the data for their own regions.
The following video walks through the process of scheduling a Report: