Note: If you are not yet familiar with reports and data exports in Viima, please refer to our guide on exporting data prior to reading this guide!
In addition to ad-hoc reporting and exporting, Viima also allows you to schedule reports to be sent at recurring intervals via email. This can be useful for e.g. keeping busy executives up-to-date on new ideas, and the progress of existing ones.
In this guide, we'll schedule an example report which you can use as a reference for creating one yourself.
To be able to complete the following steps, you’ll need to have an admin account for the desired Viima board. Please contact your Viima super user for access if you don’t already have an account.
Getting to the reports section
Step 1:
On your Viima admin account, go to the Admin portal of your board.
Step 2:
Choose "Ideas" from the left side menu.
Step 3
As shown in the guide on exporting board data, you can create a report based on a saved idea view through the search bar or through the advanced search filters.
Scheduling a report
Step 1:
If you don't yet have a report, create a new report by clicking on "Create report". If you have an existing report, click "Edit" instead.
Step 2:
The following pop-up window should open. From here, click "Schedule export."
Step 3:
Once selected, we can determine how the report should be scheduled:
The format of the exported file
The time interval of how often the exports will occur
The date and time of the first export (from which the recurring exports will start)
The recipient(s) of the exports
Once you're done, simply click "Save" and you're set!
Options for configuring the scheduled report
This section covers the options you have for configuring the scheduled report.
Format
For the format of the data export, we can choose either an Excel file (.xls) or a CSV file (.csv). For our example, We'll go with Excel as this is usually the preferred format.
Frequency & Interval
From the Frequency dropdown menu, we can determine the time unit of how often the exports will occur. From the Interval dropdown menu, we can define the quantity of the time unit it will take for one export cycle to complete.
For our example, we'll choose "Weekly" for the frequency and "1" for the interval. This means that an export will take place once a week. If you e.g. chose "Monthly" and "3", you would get quarterly reports.
Next run
From here, we can choose the date and time of the first export. It's advisable to choose a logical starting date, as this date will consequently affect the dates of future exports.
For our example, we'll choose the next Friday afternoon as our report is intended to be sent at the end of the work week.
Recipients
In the large text box below, you can type the email addresses of the recipients that you wish to send your recurring exports. Double-check that all emails are written correctly, and if you want more than a single recipient, that they're all separated by a comma.
After you've checked that all information is in order, click on the blue "Save" button in the bottom right corner. This will save your recurring export to start on the day you've specified.
Congratulations! You've now successfully created a scheduled data export.