Schedule report delivery

A saved report can be delivered on a repeating schedule to Fleet360 users and to email addresses outside Fleet360. A single report can carry up to ten separate schedules, so the same report can go weekly to one audience and monthly to another.

Before you begin

  • You must be the report's owner. Schedules cannot be set on a report someone shared with you, copy it first, then schedule your copy.

  • Have your recipients ready. You can mix Fleet360 users and plain email addresses on one schedule.

  • If the report has filters or parameters, you must set them before the schedule can be saved.

Email recipients receive a snapshot generated with your report access. Someone outside Fleet360 sees the data your permissions and facilities allow, not theirs. Check what a schedule will expose before you add external recipients.

When a recipient is a Fleet360 user, the scheduled report is generated with that user's own data access. Reports sent only to an email address are generated with the schedule owner's access.

Create a schedule

  1. Go to Ron 360 Reports and select the report.

  2. Open the report's actions and select Schedule.

  3. Select + to add a schedule.

    If the report already has schedules, choose one from Schedule to edit it instead. The dropdown summarizes each as frequency · time · format · recipient count · status.

  4. Enter a Schedule name, up to 80 characters. Names must be unique within this report, which is what lets you tell "Weekly, operations" from "Monthly, finance" later.

  5. Choose the delivery format: Export CSV or Export PDF. CSV is selected by default.

  6. Add recipients. You need at least one.

    Field

    What it does

    Deliver to users

    Fleet360 users. They must have an email address on their user record.

    Also deliver to email addresses

    Any email address, inside or outside your organization. Type an address and press Enter to add it as a chip.

    You are added as a recipient by default. Remove yourself if you do not want the delivery.

  7. If the report has filters or parameters, set them under Report inputs.

    For date ranges you get a choice here that interactive runs do not offer:

    • Custom dates, fixed dates. Every delivery covers the same window.

    • Rolling period, a window that moves with each delivery: Today, Last 7 days, Last 30 days, Last 90 days, Last 3 months, Last 6 months, Last year, This year, Year to date, This quarter, Last quarter, This month, Last month, This week, or Last week.

    Choose Rolling period for a recurring report. A monthly report set to "Last month" delivers the previous month's data each time it runs; the same report set to fixed dates delivers the same rows forever.

  8. Set the timing, whether the schedule is enabled, the start date, the time of day, and how often it repeats (Daily, Weekly, Monthly, or Yearly). Deliveries default to 08:00.

  9. Select Save.

Schedules do not expire. A schedule runs until you disable or delete it.

Add more schedules to the same report

Select + again and build another. A report can hold up to ten. Beyond that the + button is disabled and its tooltip reads "A report can have at most 10 schedules."

Use separate schedules when audiences need different cadences, formats, or filters, for example a weekly CSV of open work orders to your shop leads, and a monthly PDF summary of the same report to your finance contact.

Change or delete a schedule

  1. Open Schedule on the report and pick the schedule from the dropdown.

  2. Make your changes and select Save, or select Delete to remove it.

If you switch schedules or close the dialog with unsaved edits, you are asked "Discard unsaved changes to this schedule?" first.

To pause deliveries without losing the setup, turn the schedule off rather than deleting it, it shows as Disabled in the dropdown summary.

How external recipients receive the report

People without Fleet360 access receive a link that downloads the generated file. Opening it downloads the snapshot directly; there is no sign-in.

If it doesn't work

Schedule is not offered. You are not the report's owner. Only the owner can schedule delivery, "Only the report owner can schedule delivery." Copy the report and schedule your copy.

Save stays greyed out. One of these is unmet: the schedule name is empty or duplicates another schedule on this report; there are no recipients; an email address is malformed; the report's inputs are incomplete ("Report inputs are required before this schedule can be saved."); or the timing is incomplete.

A user will not accept as a recipient. Users must have an email address on their record to receive a scheduled report. Add one to their user account, or add their address under Also deliver to email addresses instead.

The + button is disabled. This report already has ten schedules, the maximum. Delete or repurpose one.

A recipient says the data looks wrong. Snapshots are generated with the schedule owner's access, not the recipient's. If the figures do not match what a recipient sees when they open the report themselves, this is why.

"Export unavailable" when opening a delivery link. The link is invalid or the file is no longer available. Select Try again; if it still fails, re-run the delivery or send a fresh export.

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