How to Save Custom Reports & Schedule Automated Emails

Modified on Mon, 13 Apr at 4:04 PM

The Saved Reports feature allows you to save your preferred filter and column configurations as presets. This saves you time by letting you instantly reload your most frequently used report views. Additionally, these saved configurations are shared across your organization. This means any admin can access the setups without needing to rebuild them, allowing your team to spend less time configuring reports and more time accessing valuable data.

You can also schedule these reports to be automatically emailed to you or other staff members on a recurring basis, making it easy to access data for Quarterly Business Reviews (QBRs) or monthly check-ins without even logging into the ELSA Business platform.

Note: This feature applies to all reports within the Insights (Reporting) page.

1. Customize Your Report View

Before saving a report, you must set up the data exactly how you want to see it.

Navigate to the Insights tab on the left-hand menu and select the specific report type you wish to view (e.g., Overall Report).
Set Filters: Click the Filter button to define parameters like Date Range (e.g., 7, 30, 60, or 90 days), Team, or Learner Status. Click Apply.
Choose Columns: Click the Columns button to customize the table. Check or uncheck boxes to show specific data points like "Total Study Time" or "Overall Assignment Score".

2. Save the Configuration

Once your report looks right, save this view for future use.
Click the Saved Reports button at the top right of the table.
Select + Save Current Filters from the menu.

In the "Save Current Report View" window, enter a descriptive Report Name (e.g., "Weekly Progress - Team A").

3. Schedule Automated Email Delivery (Optional)

You can automate the delivery of this report so it arrives in your inbox automatically. In the save window, toggle the switch for Schedule for automatic email delivery.

Configure the following settings:

Recipients: Select the staff members who should receive this report from the dropdown list.
Frequency: Choose how often the report should be sent (Daily, Weekly, Monthly, or Quarterly).
Starting Date: Select the date you want the first report to be delivered.
Delivery Time & Timezone: Set the specific time and your local timezone for the email arrival. Note: The system now provides a UI with a recommended delivery time based on your selected timezone to help you avoid pulling incomplete data.
Reporting Period: Choose how far back the data in each report should cover. You can select dynamic periods like a previous calendar week, month, or quarter (which cleanly covers the full calendar period), or choose custom days.
Format: Select your preferred file format (CSV or Excel).

4. Finish and Access
Click Save to complete the process. You will see a "Report saved successfully" message.
To access your presets later, click the Saved Reports button. The newly improved table will show the report name, creator, last edited date, frequency, and next send time.

From the action buttons, you can Stop a schedule, Clone, Copy URL, View Details/Edit, or Delete reports that are no longer relevant.

Important Notes on Scheduling & Data

Logic for Daily Delivery: The report runs the same day if the selected time has not passed; otherwise, it runs the next day.
Example: At 13:00 GMT+7, if you schedule a report with the delivery time 18:00 GMT+7, the report will be sent today. If you schedule a report with the delivery time 10:00 GMT+7, the report will be sent tomorrow.
Weekly/Monthly/Quarterly: Weekly reports run on Sundays. Monthly reports run on the last day of the month. Quarterly reports run on the last day of each quarter (March 31, June 30, Sept 30, Dec 31).
Data Latency & Incomplete Data Warnings: Report data may be delayed by up to 24 hours as it is fetched from our data warehouse. If your requested reporting period includes the previous day, and your delivery time falls before the daily data refresh batch is completed, the UI will display a warning that your last day of data may show incomplete data. It is highly encouraged to schedule reports later in the day (e.g., 7 PM rather than 3 PM) to ensure all data has fully refreshed.
Processing Time: The "Next Run At" time indicates when the server begins fetching the data. Recipients may see a delay of a few minutes depending on the file size.