UKG Save & Schedule Report Options

For saved reports, other options are available that allow you to manage schedules for emailed reports, and to deliver the report with payroll. These options are only available in saved reports that have been run, and only for authorized users.

Under the report Actions menu you will find options to export the report, export the report's settings, print the report, as well as scheduling options for the report.

Schedule Report

When you select Schedule Report in the Actions menu, you have options to determine where the report will end up after it is run. The permission allowing users to schedule reports via delivery destinations, Schedule to Delivery Destination, is located in the security profile on the Reports tab in the Security Items widget.

First, enable the schedule using the toggle in the Schedule Reports pop-up box. Then choose one of the available options for delivering the completed report.

Send to My Completed Reports

When you choose to send to My Completed Reports, the report will appear in your My Competed Reports tab on the Report Hub or in the My Info > My Reports menu item.

Choose the days of the week to run the report.
Set up to three times in the Schedule # fields. The report will run on the selected day(s) at the set time(s).
If you would like the schedule to expire, select an option from the Expiration Date drop-down list. By default, the schedule is set to expire in 90 days. Other options include expiration in 365 days (1 year), expiration on a specific date that you choose, or the schedule will never expire.

A reminder of when the report will expire will be displayed in My Completed Reports starting 60 days from the expiration date. When the report's schedule expires, the "Send to my completed reports" option will be disabled.

Save your changes. You can see the expiration dates of your reports in the All Scheduled Reports tab in the Report Hub.

Send to Delivery Destination

Users with permission to schedule to delivery destinations and schedule saved reports can access the complete list of delivery destinations, including SFTP, Middleware Printer/Remote File Delivery, and Email. The Scheduled Delivery Destinations History report will display all of the previous executed scheduled reports enabled with this option.

When you select the delivery destination option:

Enter a File Name with a minimum required length of 3 characters and a maximum length of 120 characters. You can customize the file name with various system tags, such as the current date or the company short name, by selecting the Add Tags button.
Choose a days profile in the Schedule to Days Profile lookup field. You can set up days profiles at Settings > Profiles/Policies > Days.
Select an option from the Schedule By drop-down list. To schedule by "Specific Time," Enter a Time for the report to run. Scheduled reports can also be set to run in hour intervals within a time span by selecting to schedule by "Hour Intervals." For example, if a scheduled report has a Start Time of 8 am and an End Time of 12:30 pm, and an interval of 2 hours, the report file will be generated three times: 8 am, 10 am, and 12 pm
If you would like the schedule to expire, select an option from the Expiration Date drop-down list. By default, the schedule is set to expire in 90 days. Other options include expiration in 365 days (1 year), expiration on a specific date that you choose, or the schedule will never expire.
Select a Delivery Destination from the drop-down list; this list pulls from the global Delivery Destinations page (Settings > Global Setup > Delivery Destinations). Delivery destinations allow you to export report data using transfer methods like SFTP, Middleware Printer/Remote File Delivery, and Email.
Choose a Report Format for the delivered report.
The No. Copies drop-down field is only available when an email-based delivery destination is selected; otherwise, it is disabled.
Save your changes.

Adding a Schedule

You can edit the following fields in the Schedule section:

Schedule Type: In the Schedule section for the required Schedule Type field, you can choose from Weekdays, Days Profile, or Run Once.

For "Weekdays", select the day(s) of the week; the first day of the week and subsequent pattern in the Schedule section will be based on the First Weekday setting in Company Setup.

For "Days Profile", select a profile in the Days in Days Profile field. The text in the field label is linked to the data in Settings > Profiles/Policies > Days where edits can be made, or a new profile created and used.

A tooltip in the Days In Days Profile field displays the rules configured in the selected profile. If no rules are set in the selected Days profile, a message appears indicating this. The tooltip also shows the language/locale specified for the user's employee account.
Schedule: Enter the desired time in the required Schedule field.
Recipients: Select to send the report to yourself, or select a specific account, group, or email address (multiple email addresses can be added by selecting Add). Select the permissions for the recipient; you can choose your own, or theirs. If the schedule owner's permissions are used, do not include sensitive data in the report view.
Email: Set a report format (PDF, Excel, etc.) and optional password. Fill out and format the email and message body. A maximum of 3,500 report rows can be included in the report, but the number of rows can be specified if fewer than 3,500 rows are required.
After adding an email schedule to a saved report, if there are one or more email schedules assigned, an email schedule icon appears next to the Manage Email Schedules option.
Manage Email Schedules
This option allows you to add an email schedule to a report using the Add Schedule link in the Manage Email Schedules popup window. In it, you will set the schedule, recipients, and message. After the schedule is set, options available under the Actions ellipsis are to Edit, Email Now, and Delete the schedules. The Manage Email Schedules option is disabled for system reports.
Use the Enable Schedule toggle to make the schedule active. Enter a Schedule Name, and add an optional description of the schedule.
In the Schedule section:
Choose a Schedule Type from the drop-down list:

For "Weekdays," select the day(s) of the week; the first day of the week and subsequent pattern in the Schedule section will be based on the First Weekday setting in Company Setup.
For "Days Profile," select a profile in the Days in Days Profile field. You can create days profiles in Settings > Profiles/Policies > Days . A tooltip in the Days In Days Profile field displays the rules configured in the selected profile. If no rules are set in the selected days profile, a message appears indicating this. The tooltip also shows the language/locale specified for the user's employee account.
For "Run Once," select the Date you want to run the report. The report will run only once and on that date.

Schedule: Enter the desired time in the required Schedule field.
In the Recipients section:
Mark the Send To Me checkbox to receive the report in your email.
Choose a company Account or company Group to which you want to email the report. If you want to send the report to email addresses outside your company, add them to the Emails field; use the +Add link to add additional email addresses.
In the View Emailed Report With field, you can choose the data recipients will view in the exported report based on one of the following selections:

Recipients Permissions: This option utilizes the group manager permissions and/or manager level permissions combined with the user's permissions in their security profile for viewing the report data.
My Permissions: This option, used less often, allows all recipients to view the report data based on your (the creator/owner) permissions. If recipients exist outside of the company they will see the same report data (based on your permissions).
In the Email section:

Select a format for the report from the Report Format drop-down list. You can add an Optional Password. If you add an optional password, recipients will not be able to view the report without the password. If you select a report format that is not PDF and you add a password, the report will be sent within a secured (i.e., encrypted) ZIP file. The ZIP file uses AES-256 encryption.
Enter a From Email Address. This is the address the recipient will see as the From address in the email they receive.
Mark the checkbox to Display Header/Footer in the email.
Enter a Message Title. This will appear as the Subject in the email.
Enter a message to appear in the body of the email in the Message Body field.
Enter the Minimum Rows to Send in the report. This is the fewest number of rows to include in the report.
Enter the Maximum Rows to Send in the report. This can be less than the maximum number of rows allowed in an emailed report (3500).
Save your changes.
After adding an email schedule to a saved report, if there are one or more email schedules assigned, an email schedule icon appears next to the Manage Email Schedules option.
Email Schedule Configuration
When you create a schedule for a saved report, you have the option to set up delivery via email, i.e., email schedule configuration. This enables you to configure when a report is run and sent via email to you and/or other recipients.
Schedule Expiration
When setting a report schedule (where available), you can set an expiration date when choosing a Weekday or a Days Profile schedule type. When you create an email schedule for saved reports, you can select an expiration date beyond which the report will no longer be automatically emailed. This expiration date can be set in the Manage Email Schedules pop-up window when adding or editing a report schedule. By default, the expiration date is set for 90 days from the current date. Additional options for setting the expiration date include 365 days from the current date, or you can enter a custom date.
Notification messages are shown to users when the email schedule configuration has expired or is about to expire, ensuring they can promptly re-enable or disable the configurations as needed. Recipients of the emailed report will be reminded of the report email schedule's expiration date prior to the expiration date. The expiration warning message within the email includes a link that the user can select to open the Email Schedule Configuration and edit the expiration date if necessary.
You can mass edit the expiration dates for schedule configurations through the All Scheduled Reports report by selecting the configurations to edit and then using the Mass Edit button.

Never Expire Permissions
Administrators can allow users to set an email schedule configuration to "Never Expire." When the Display Never Expire option is marked for the Email Saved Reports permission in the security profile, users will see the "Never Expire" option in the Expiration Date drop-down list.
Follow the applicable path to set this permission:

For Direct Clients: Settings > Profiles/Policies > Security > Reports tab
For Partners: Maintenance > Admin Company > Configurations > Security Profiles > Reports tab
Run Only Once
When you create an email schedule for a saved report, you can select "Run Once" for the schedule type. This allows you to set an email schedule that will send the report email once, after which the schedule will be disabled. You can re-enable the schedule at a later date/time and reset the schedule as needed to send the report once again.
Run Schedules
Scheduled reports can be set to run in hour intervals within a time span. For example, if a scheduled report has a time span of 8 am to 12:30 pm, and an interval of 2 hours, the report file will be generated three times: 8 am, 10 am, and 12 pm. You can choose up to three scheduled times for the report to run. Select one or more days of the week for the report to run. The Clear All link will remove the set times in all three fields.
Success/Failure Audit Report
A Scheduled Delivery Destinations History report is available under My Reports > Report Hub > Scheduled Delivery Destinations History. This is a basic audit trail report that contains success and failure status details for Scheduled Reports delivery destinations found across reports for multiple users. Users with access to the Scheduled Delivery Destinations History report can view both their own and other users’ history of sending report exports though the Send to delivery destination option.
All Scheduled Reports
Reports that are scheduled to run at particular times/days can be accessed under My Info > My Reports > All Scheduled Reports, and then exported in various formats. The All Scheduled Reports report also shows expiration dates, configuration types, delivery destinations, email schedules, and more.
You can mass edit the expiration dates for schedule configurations by selecting the configurations to edit and then using the
Mass Edit button.
Deliver With Payroll
Report deliveries can be automated for saved report views. If you have the Schedule Reports To Deliver With Payroll permission enabled in your security profile, when you run the saved report you can select the Deliver with Payroll option. Select the delivery policy, format, copies/priorities, pay periods, payroll types, and frequency.

For the Deliver With Payroll and/or Schedule Report option(s), when users update the view of a report from a personal setting to one visible by others, a warning message is displayed.
View and Edit Pay Period Profiles Lists
Users can view and/or edit a Pay Period Profiles List so they can review or update the configuration for the Deliver With Payroll functionality for Saved Views to properly execute a report after a payroll is processed. Users must have access to View and Add/Edit the Pay Period Profile security item to view or edit the list of Pay Period Profiles while configuring the Deliver With Payroll option.

Users can edit the list name in the same pop-up window as the selection. Users can View/Modify the available items on the list as well as create a new list. The available list displays all of the configured Pay Period profiles (Settings > Profiles/Policies > Pay Periods), and there is no limit to the number of profiles that can be selected for inclusion in the list. Select Apply to save the changes.
View and Edit Payroll Types Lists
Users can view and/or edit the Payroll Types List so they can configure the Deliver With Payroll feature, to properly execute a report after a payroll is processed.
Users with Add/Edit permissions to the Payroll Types security item can edit the list of Payroll Types or create a new list of Payroll Types while configuring the Deliver With Payroll option.