The Single Schedule is the simplest and easiest way to schedule a report for delivery. It involves defining the report you wish to schedule, determine its timing, selecting parameters (if any), and setting the destination (s) of the report.
Jamie is a reports developer that must send a daily report to management detailing the number of support tickets currently open.
She requires a report to be sent in PDF format at 8:30AM to three individuals.
How to create a single schedule:
First, select single schedule from the “Home” Tab.
A wizard will appear. Click here to view the Single Schedule Wizard.
Wizard Section 1: General
The General Tab decides the most basic properties of the schedule itself. How the schedule is organized, the report (s) it runs, and its purpose are determined here. Once the require fields are filled, click next to proceed to the next section.
Parent Folder: Select the folder where you wish the schedule to be stored. These are CRD specific folders.
Report Path: Select the Crystal report that needs to be scheduled. A crystal report can only be added if the CRD Machine can reach the report path.
Schedule Name: Name the schedule
Description: Add a Description to the schedule to better identify it.
Keywords: Add keywords to your schedule. With keywords you can easily search for a specific schedule, and can be used to create a smart folder.
“Collect report fields”: Refers to pulling data from a field for use in the scheduling system. Please see “Inserts” for more information.
Click Next to continue to the next wizard section.
Wizard Section 2: Schedule
In this section, you will decide when the report will execute. There are a variety of options:
Daily: Run a report every day or at a frequency of days.
Repeat every X Days- EX. Run the schedule every 3 days.
Weekly: Run a report on a weekly time frame.
Repeat every X weeks- EX. Run the schedule every 2 Weeks.
On- Select the specific days of the week the schedule will run. If only once a week, select only the day of the week it will run. EX. Run every Monday, Wednesday, and Friday.
Weekdays: Run the schedule Monday through Friday.
Working Days: Run the schedule starting on a specific day of the month. Indicate which day of the month the schedule will run. E.G. run the schedule on the 4th working day of the month.
Monthly: Run the schedule on a monthly time frame.
Use the following options- Checking this box will enable you to select frequency options such as the “last Thursday of the month.” Also you can include or exclude specific months from the schedule.
Annually: run the schedule every year at a specified time.
Custom Calendar: Select the custom Calendar you wish to use. You can create a new custom calendar from the menu as well. Please see Custom Calendars for a tutorial.
Other: Other scheduling options.
Run Schedule every X Minutes, hours, days, weeks, months, years
None: No scheduling is required for this item.
Next, you will specify the time that the schedule will run as well as repetition options.
Schedule time: Specify the exact time you want your schedule to run. *Tip: keeping in mind how long it takes for your report, time your schedules accordingly!
Exception Calendar: choose a calendar that will instruct the schedule to NOT run on those specified days. Please see Custom Calendars for a tutorial.
Next to run on: displays the next run date of your schedule.
Repeat ever X hours or minutes: run your reports on a reoccurring basis during a specific time frame. EX Repeat every .25 hours until 5PM.
Enable this schedule: to enable the schedule leave the box checked. To create this schedule disabled, deselect this box.
Once you have finished creating the timing for your schedule, click finish to proceed to the next stage.
Once you have finished setting up your schedule timing, click next to continue to section 3 of the wizard.
Wizard Section 3: Destinations
Example: So far, Jamie has determined what report she will use, when it will be delivered. Now She must decide where the report will be delivered and who it will be delivered to.
In this section, you will decide where your schedule will be delivered. The list in the center will display the list of destinations you have added to the schedule. You can organize the various destinations’ order by clicking on the green up and down arrows.
By clicking Edit, you can edit any destinations you have created.
The delete button will remove that destination from your schedule.
Import allows you to add default destinations. Please see Options section for more details on default destinations.
To add destinations click on the “Add” button. Alternatively, click the small down arrow to immediately select a destination.
If you clicked the small arrow, skip this paragraph and proceed to the next. If not, a new window will appear. In the “Type” Field, select your destination from the drop down list.
These are the destinations currently support by CRD:
Disk- Send a report to folder on the machine or any UNC path.
Email- Email a report via MAPI, SMTP, GroupWise, or CRDMail.
Fax- Send a report via Fax Machine. (Requires a V92 Fax Modem)
FTP- Send a report via FTP or SFTP
ODBC- Output reports to a database
Printer- Send your report to a connected or networked printer.
SharePoint- Upload the report to a SharePoint directory.
SMS- Send the report as a text message.
*Please see Destinations for details.
Select the Destination that you wish to use. A window will appear that will allow you to set up the destination. Also an Inserts window will appear separately.
In this scenario, we wish to email the report to the recipient. Select email as the destination.
Setting up an Email Destination:
Enter the email address of the recipient. If there is more than one, simply place a semi colon followed by the next recipient’s email.
Add a subject to the email, and attach any additional file you desire.
In the body, you can write a customized message to your recipients. Using inserts you can add dates and user constants.
By default the report comes attached. For details on the email destination please see destinations.
Setting the Report Format:
Each destination has a format tab in its mini wizard. To select a format for your report, go to the format tab.
From the dropdown list you can select a format for your report. CRD has a wide variety of formats to choose from. For details on all formats available in CRD please see the Formats section.
In this Scenario, Jamie needs the report in PDF format. Select Adobe “Acrobat Format (*.pdf)” from the dropdown list.
If are finished with your destination’s settings, click OK to return to the wizard.
Click OK and you will be returned to the destinations screen where your destination (email in this case) will be listed. You can continue to add destinations by clicking on the add button and repeating the steps above.
Once you have created all of your destinations, click next to go to Report section.
(Package Schedule users continue to Package Schedule - Report)
Wizard Section 4: Report
In this section, you will determine the parameters for your report (if any) and select options for your subreport. If your report has no parameters, you may skip this section by clicking next.
There are 3 requirements in order for CRD to detect your Crystal Report parameters and their parameter values:
1) The parameter must be in use in the report
2) The parameter must be visible
3) The parameter must be set to be prompted at runtime
If these three requirements are achieved, you should see the parameters in your report listed in this screen.
For each parameter, select from the drop down list the value the report must use. In a single schedule, only one parameter value can be run at a time per parameter. You can type a value into the field as well.
Set as Null: Set no value for this parameter.
Ignore: Do not run this parameter, ignore it at runtime.
Select from the dropdown list the upper and lower value for the parameter.
Include Value upper/lower: Include the selected parameter value in the range.
No lower/upper bound: include all values above the upper value, include all values below the lower value.
*Tip: to enable a report parameter to run for a date constant (Current Date, Yesterday etc.), select CRD Constants from the inserts window, then drag and drop your
desired constant to the parameter field.
Selecting Date Parameters via Calendar
If your report contains a date parameter, you can either manually enter dates as described earlier in this topic, or select the desired date from the built in calendar. Simply click in the date parameter field to open the calendar. Select the desired date. Click OK. If the parameter is also a time parameter, this can selected as well.
The buttons below enable you to preview the report, adjust formulae, and review subreports. You can re-query the report for parameters as well.
Preview: view the report output given the selected parameters.
Formulae: View edit and Parse the Record Selection Formulae.
Subreports: set parameters, authenticate, and re-query subreport parameters.
Set Parameters: select the parameters for the sub report. Note: Crystal 2008 API does not allow access to sub report parameters in CRD. CRD will run the subreport as they are created in Crystal.
Re-query Parameters: Re-query the report for the new parameters.
Set Database Login: Set Authentication information for the subreport.
Set Table Login: Set Authentication information for individual tables in the subreport.
*Note: Subreport parameters must be linked to the parameters in the main report
Advanced: Shows you the report's record selection formula and allows you to edit it:
To modify the record selection formula, simply type your modification into the formula space. Once this formula is changed, CRD will always use this formula for this schedule. It will ignore the original report's formula.
The changes are stored in CRD. The report in your database is not changed, so it can be reused for other schedules or for its previous general use.
Once your parameters are set, click next for section 5.
Wizard Section 5: Report Options
In this section you will authenticate to the database the report runs against, set snapshots, and other options.
Login Required: Set the authentication information for the report.
DBType: Select the type of Database.
Server Name: Enter the server name of the database.
DB Name: Enter the name of the database.
Credentials: Enter the User ID and Password for the Database. Clicking on the Advanced tab, you can set logins for each table.
Advanced: Enables you to specify credentials at the table level. Double click the table to set its login information.
Resume failed/errored schedules with cached data: If the schedule fails, resume the schedule from where it left off. You can then select how long should the cached data should be kept.
Use data saved with the report: if your report is saved with data, run the report with the contained data.
Refresh the schedule before every execution: pull the latest version of the crystal report at runtime. This ensures you have the most up to date version of the report.
Save Snapshots: Save a Picture of the report as it is produced. Choose the amount of time will be stored in the system before deletion. View Snapshots for more info.
Continue to Single Report Schedule - Exception Handling
Wizard Section 6: Exception Handling
In this section, you will set error handling for your report, as well as options for blank reports.
Treat as “error” if not completed in X minutes: if a report takes longer than the specified amount of time to run, this option will treat the schedule as an error and follow the appropriate action. The “Auto-calculate” option instructs CRD automatically determine how long a schedule should take to run the report. If it takes longer than the calculated amount of time, then it is an error.
*Note: if manually determining the error timing, please double check the runtime of the report in order to get the correct time estimate.
On error, retry executing schedule every X minutes up to Y times: If an error has occurred with the schedule, you can set the interval and number of times you wish the schedule to attempt a retry. By default CRD will make 3 attempts.
CRD and Blank Reports:
CRD has the ability determine if a report is blank. Meaning that if a report genuinely has no data behind it, then CRD can do a number of things with the report and the schedule.
Check if a report is blank: With this option you can check if a report is blank.
Ignore the report and subsequent tasks: if the report is blank, do not send the report. The report will not be delivered to the destination. No custom tasks will be run.
Only run tasks if ALL reports are blank: If all associated reports are blank, then run the exception handling tasks.
Method Tab: Select the Method that will determine whether a report is blank.
Native: CRD will check to see if the report returns any data. If not, the report is considered blank.
SQL Query: Select this option to use a user made query that will determine if the report is blank. If the query returns no results, the report is blank.
Actions Tab: Select an action from the task list. This task will be executed in the event that a schedule is blank.
*Tip: You can send a notification if a report is considered blank instead of sending the report. Simply select “check if a report is blank” then select “Ignore the report.” In the actions tab, select “Send Email” from the list. Compose your email and save.
Once you are satisfied with your error handling, click next to move to the next section.
Wizard Section 7: Custom Tasks
In the section you have the option of setting up custom tasks. Custom tasks are business process automation tools that can be auto triggered before or after a report runs. For more details on Custom Tasks, please seeAutomation Schedules for a full description of each task.
If you have no desire to add a Custom Task, you can click the finish button to complete the schedule.
Single Report Schedule Context Menu
Right-Click on a schedule to see the following actions.
Copy: Use this to copy an existing schedule. You can then paste it into another folder or the same folder. Simply open the folder you wish to paste to, right-click in the "white" space and select "Paste". Follow the on-screen instructions to complete the process.
Paste: Paste a previously copied schedule
Rename: Rename a schedule
Enabled: Schedules are Enabled when there is a check beside this option. To stop a schedule from running, or to "pause" it for a while, select this option to remove the check. Disabled schedules will not run till they are enabled again.
Refresh: When a schedule is first created, CRD caches (saves) a copy of the report. All executions of the scheduled are performed using this copy. If you make changes to your master report, you must select this option in order to pull the changes into CRD.
Preview Report: Click this option to preview your report.
Execute Schedule: This will execute the schedule immediately. Note that the next run date and time is not moved on as a result of a manual execution. They only move on if the schedule is run automatically by one of the schedulers.
Delete Schedule: Selecting this option will delete the schedule.
Properties: Selecting this option will bring up the "Properties" module containing configuration information for that schedule. For more information on Properties, click here.
Test Schedule: Use this option to test the schedule and export it to selected "test" destinations.
Convert to Package: Select this option to convert a Single Report Schedule to a Packaged Reports Schedule. Please note that you can select multiple single schedules to convert into a single Packaged Report Schedule. You are given the option to select which single schedule will be used as a template for the Packaged Report Schedule. Please note that the single schedules are deleted once the Packaged Report Schedule is created. For more information on Packaged Reports Schedules, click here.
Ad-Hoc Email to Recipients: Select this option to send an ad-hoc email to all recipients of this schedule. You can use this to alert recipients to a planned system outage, or any other useful information. For more information on this feature, click here.
Create Shortcut: Use this option to create a shortcut you can save in any location on your PC. Execute the shortcut to execute the schedule in CRD.
Adhoc View: This enables you to execute the report without using any of the parameter values and other settings in the schedule.
Single Report Schedule - Properties
To access your schedule properties, right click on a schedule and select properties.
Similar to the schedule wizard, you adjust settings to your schedule such as timing, error handling, or custom tasks.
For more information on each of the menu items, select the relevant link below:
History: Review the schedules history. Successes, failures, and other data is located here.