How to configure a scheduled report

Scheduled reports are reports that run automatically distributed by email or to an SFTP server. These can be very useful for sending Daily flight programs to Operations, Airport Authorities and Suppliers as well as weekly or monthly management reports.

You will find the scheduled reports tab in the reports page of FBO One.

 1. To add a new scheduled report, click on the 'add new' button

 

2. Compile the required details of the new scheduled report

Report: Choose which report you would like to schedule.

To: Enter the email addresses of the people who will receive the scheduled report when executed on the live environment. In the event multiple recipients are added they must be separated by ; (semi-colon) 
Note: Max number of characters that may be entered here is 4000 (includes spaces)

Bcc: Enter the email addresses of the people who are to be Bcc'd on the scheduled report when executed on the live environment. In the event multiple recipients are added they must be separated by ; (semi-colon) 
Note: Max number of characters that may be entered here is 4000 (includes spaces)

Cc: Enter the email addresses of the people who are to be Cc'd on the scheduled report when executed on the live environment. In the event multiple recipients are added they must be separated by ; (semi-colon) 
Note: Max number of characters that may be entered here is 4000 (includes spaces)

Test system to:  On the user test environment, only the recipients specified here will receive the report. On the live system, this setting is ignored. The main reason for this setting is that if you copy the live database to the user test environment, if tends to be confusing for the recipients of the report if they also receive copies of the report from the test environment, as well as from the live environment. So, we prevent that the test environment sends reports, unless explicitly configured for using this field.

CronTab schedule: Here you have to enter at what day/time the scheduled report will be sent in crontab-format. Please take a look at the CronTab scheduling expressions page for further details.

Remarks: Enter remarks to the scheduled report you would like to show in the scheduled reports grid.

Is enabled: Check the box if you want the scheduled report to be enabled. Uncheck the box to de-activate the scheduled report.

Start ASAP: Check this box and click Save to let FBO One generate and send the report straight away, disregarding the schedule. Generation of the report will start in 3 minutes on average. This is useful for testing the scheduled report or to restart a report that for some reason failed. 

  • You can check if the report is running by refreshing the page in the browser using the F5 button every few seconds. 

Include excel file: Check this box if you want to include the generated Excel file format. Note: Availability will depend on the report settings

Include PDF file: Check this box if you want to include the report in PDF file format. Note: Availability will depend on the report settings

Include RDL output file: Check this box if you want to include default file format. Note: Only available when with RDL based report templates

Subject template text: Here you can set the text for the subject of the email. If blank, the name of the report is used.

Body template text: Here you can set the text the email should contain. To include a link to the Excel file in the body of the email you can add the following text: 

Send to server: Flag that allows the upload of the generated report file(s) to a specific server defined in the fields below
Server: Has the connection details to the receiving server. These details are used by FBO One Live system.

  • Values are to be specified separated by ; (semi-colon): Example: type=sftp; host=mysftp.domain.com;
  • Required fields:
    • type: for example SFTP. This is the only supported option for now.
    • host: the Url or IP address of the server
    • port: the port number on which the communication between FboOne and the server should take place
    • username: the username to use when connection to the server
    • folder: the folder in which to place the generated report (if not specified, the root folder of the server will be used)
    • canOverrideFilesAtDestination: default value is true.When the report already exists on the server, it will be overridden by the new run of the scheduled report.

Password: The password required to connect to the server when on Live environment
Test server: Connection details used when FBO One is a TEST system. 
Test server password: The password required to connect to the server when on UserTest environment


You can download the complete Excel-file (~ExcelFileSize~) by opening the link below:    <a href="~GenerateReportUrl~">Download report</a>


On the bottom of the screen you will see a schedule example of the crontab-format you entered:

When satisfied with your input, click 'Save'


3. Now that the scheduled report is saved you have to set the filter values

Filter values can for example be dates/times, specific employees or FBO locations.

To set the filter values, click on 'set filter values'.

On the following screen you will have to fill in the specific filter values. You will have different options depending on the report you are setting the filter values for.

The start/end dates or times have to be in a specific format. Further details and examples can be found on the 'Filter scheduling expressions' page and the 'Date offset scheduling expressions' page.

When satisfied with the entered filter values, click on 'OK'


4. Test the scheduled report.

Now it is time to test the scheduled report you just configured. To do this click on 'start asap'. This will make FBO One send out the scheduled report email to all the recipients listed except those in the 'Recipients for usertest emails', as mentioned above these are only used in the usertest. environment.

Your scheduled report is now configured and will be sent to the email addresses specified in the field 'Recipients for live emails' on the specified times.


5. Optional: receive the scheduled report as a PDF instead of an Excel

If you do not want to receive the scheduled report as an Excel, but as a PDF the template of the original report needs to be changed. The name of the worksheet(s) needs to start with the letters 'pdf' (not case sensitive):

How to download, change and upload a template document is described here. To change the name of the worksheet in the Excel template, simply right click on the worksheet name and select ' Rename' . Beware that if you change the name of the worksheet, the same name needs to be changed in FBO One in the report definition. Please also note that the insert cells box for all queries must be set to false. The ' Target sheet and cell' box in the report query is the place where it should be changed. How to get there is described in step 2 of the 'How to create a custom report' page.  


See also

Scheduling reports

Scheduled report (Fields)

Filter Scheduling Expressions