Report schedules

A report schedule is an automation that makes a report at a set time and emails it to the people who need it. You set it up once. From then on, each run makes a fresh report for the period that has just ended, sends it out and keeps a copy in Pyron.

Setting a schedule

Start from a report template that previews the way you want, then ask the assistant for the automation that sends it. Say which report, when, for what period and to whom, for example:

• "Every Monday at 7 am, make the weekly incident summary for last week and email it to the operations managers."
• "On the first of each month, make the monthly site report for each site for the month just gone and send each one to that site's manager."

The assistant builds the automation: its schedule, the report it makes with the inputs for that period, and the email that carries the PDF. It works out each run's period from the moment the run starts, so a monthly report sent on the first covers the month just gone, and a report sent late for last month still covers last month.

Check the schedule and who it runs as

Open the automation's page to review what the assistant built before anything is sent. Its Details show:

• Schedule: how it repeats, the day and Time it runs, the Time zone it keeps and the date it Starts on. Set the time zone to that of the people who read the report, so a morning send arrives in their morning.
• Runs as: the service account the automation runs as. No signed-in person is behind a scheduled run, so the report shows exactly what that account can see. Make sure its roles reach every part of the directory the report covers.
• Next run: when the next report goes out.

Switch it on

A schedule sends nothing until its automation is switched on.

1. Ask the assistant to send the first report to you alone, and check the PDF that arrives.
2. Ask it to put the real recipients on the email.
3. Select Switch on. Pyron shows what switching it on would do on a card, and lists under New powers what it lets the automation do, such as making a report and sending email. Select Apply.

The first send goes out at the next time the schedule names, never the moment you switch it on.

Recipients

Each email carries the PDF from that run as an attachment, so recipients read the report straight from their inbox and do not need a Pyron account. Every email comes from Pyron's sending address, and a schedule cannot choose its own sender. An email names the addresses to send to and any to copy, a subject line and a message.

There is no blind copy, so everyone on an email can see every other address on it. When groups of people should not see each other's addresses, or need different messages, ask the assistant to send each group its own email.

To change who receives the report, ask the assistant on the automation, for example "add the site supervisor to the copy list". The change is a new version of the automation, and the automation's Versions view shows each one. Each run also keeps its report in Pyron, so people with access to reports can find past copies in the reports list without being on the email.

Pausing and resuming

Select Switch off on the automation's page to stop new sends. Nothing you have set up is lost: the schedule, the report and the email stay as they are. Select Switch on to resume.

A send that falls due while the automation is switched off is skipped, not saved for later. When you resume, the next send goes out at the schedule's next time. To make up a report someone missed, ask the assistant to run the automation once for the period that was skipped.

To stop a report for good, leave its automation switched off, or delete the automation. The reports it already made stay in the reports list.