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Send Scheduled Reports

This article covers how to send reports and saved views by email on a recurring schedule, and how to manage or unsubscribe from emails.

   Restore Visibility

  Estimated Read Time: 8 Minutes

Sections in this article: 


Overview

Scheduled reports allow you to send data from Gatekeeper automatically by email on a recurring basis. Recipients receive up-to-date information without needing to log in or export it manually. 

There are two types of data you can schedule for delivery:

  • Reports: These are Gatekeeper's built-in reports, found by clicking Reports in the navigation menu. This includes things like Contracts by End Date, New Contracts Added, and Vendors by Value.
  • Lists: These are the customised list views you've configured and saved within the Vault. For example, a filtered view of contracts or vendors.

Configure a New Scheduled Delivery

Any user can create a scheduled delivery in Gatekeeper. To do this: 

  1. From the navigation menu, click Reports.
  2. Click the Scheduled Delivery tab.
    scheduled delivery tab
  3. Click Add New Schedule.
  4. Select Reports or Lists as required.
    scheduled report type
  5. Enter a title. This will appear in the subject of the delivery email.
  6. From the Source dropdown list, select the specific report or list view you want to schedule.
  7. Depending on your selection, you may also need to configure:
    1. Filter By: select a filter to apply to the data, for example a date range or status.
    2. Saved View: select the specific saved view you want to schedule.
    Report config
  8. Select the Week or Month radio button to set the delivery frequency.
  9. Select the day of the week, or the date in the month, on which the report should be sent.
    report frequency
  10. Select the radio button for the relevant data visibility option:
    1. Recipient's Permissions: Each recipient receives a version of the report filtered to the data they have access to. For example, if a recipient can only see contracts belonging to their team, the report will reflect that.
    2. Schedule Owner's Permissions: All recipients receive the same report based on your access level. For example, if you have access to all contracts, everyone on the list will see all contracts regardless of their own permissions.
  11. To send the report to other users, select from the Users or Teams dropdowns. Leave both blank to send it only to yourself.
    schedule recipients
  12. Click Save.

What Recipients Receive

Recipients receive an email with the report attached as a CSV file. They can click Manage Your Scheduled Reports to navigate directly to the Scheduled Delivery tab in Gatekeeper, or click Unsubscribe From This Report to stop receiving these emails.

recipient view of scheduled report

Note: If Schedule Owner's Permissions was selected during configuration, recipients may have visibility of data beyond their usual access level in Gatekeeper, including any sensitive data.

Manage Scheduled Deliveries

The Scheduled Delivery tab displays scheduled deliveries in a list. Use the dropdown at the top of the list to switch between views.

schedule filters

  • My Schedules: schedules you own.
  • All Schedules: all schedules across the organisation. This view is only available to Global Administrators.
  • Subscribed To: schedules owned by others that you are a recipient of.

The list shows the schedule name, report or list view name, recipients, frequency, and owner. If there are too many recipients to display, click the recipients icon recipients icon to view the full list.

schedule list view

Edit a Scheduled Delivery

Schedule owners and Global Administrators can amend a schedule after it has been created. To do this:

  1. Expand the 3 dots on the relevant schedule, then select Edit.
    edit schedule
  2. Update the relevant fields, then click Save.

Note: The source and delivery frequency (weekly or monthly) cannot be changed once a schedule has been created. To change either of these, delete the schedule and create a new one.

Delete a Scheduled Delivery

To delete a schedule:

  1. Expand the 3 dots on the relevant schedule, then select Delete.
    delete schedule
  2. Click OK to confirm.

Note: Deleting a schedule is permanent and cannot be undone.

Unsubscribe From a Scheduled Delivery

Recipients can unsubscribe from a scheduled delivery by clicking Unsubscribe From This Report within an email.

unsubscribe from email

Alternatively, to do this within Gatekeeper:

  1. Navigate to Reports and click the Scheduled Delivery tab.
  2. Select the Subscribed To view.
  3. Expand the 3 dots on the relevant schedule and select Unsubscribe.
    unsubscribe
  4. Click OK to confirm.

A list of recipients who have unsubscribed will appear in the Edit view. The schedule owner or a Global Administrator can resubscribe them by clicking the icon next to their name:

unsubscribed user

Note: If a team is added as a recipient and one of its members has previously unsubscribed, they will not be resubscribed.

Transfer Ownership of a Scheduled Delivery

Global Administrators with the Users additional permission can transfer ownership of a scheduled delivery. This is useful when responsibility for a schedule needs to move to another user, for example if they are changing roles or leaving the organisation. To transfer ownership:

  1. From the navigation menu, expand Settings, then click Users.
  2. Click the name of the relevant user account.
  3. On the User Details page, scroll to Scheduled Deliveries and click Reassign.
    reassign scheduled deliveries
  4. Select the user you want to transfer ownership to from the dropdown list.
  5. Select the checkbox next to each schedule you want to transfer. To transfer all schedules shown, select the All checkbox.
  6. Click Bulk Transfer.

Note: If the schedule is based on a saved view, this will be recreated in the new owner's account. 

FAQs

 
Can I schedule a delivery for the last day of every month?

You must select a specific date, however if you choose a date that doesn't exist in a given month, the delivery will send on the last day of that month instead. For example, if you set the 31st, it will send on the 28th (or 29th) in February, and the 30th in April, June, September, and November.

Do recipients need a Gatekeeper account to receive scheduled deliveries?

Yes, recipients must be Gatekeeper users. You cannot send to an external email address that isn't associated with a Gatekeeper account.

What time of day are scheduled deliveries sent?

Scheduled deliveries are sent at approximately 2:00 AM UTC.

What happens if I delete a saved view that has a scheduled delivery based on it?

Gatekeeper will prevent you from deleting it. You'll see a warning letting you know which scheduled delivery uses the saved view. To delete the view, you'll need to delete the associated schedule first.

What happens to scheduled deliveries if the schedule owner's account is revoked?

If the user's access is revoked, their schedules will continue to send as normal. However, before archiving an account you will need to transfer ownership of their schedules.

A colleague and I both receive the same scheduled report, but the data looks different. Why?

This is likely because the schedule is set to use Recipient's Permissions. With this option, each recipient sees only the data they have access to in Gatekeeper. If your colleague has access to a different set of contracts or vendors than you, their version of the report will reflect that. If everyone needs to see the same data, the schedule owner can edit the schedule and switch to Schedule Owner's Permissions instead.