Scheduled Reports. Provided by HealthStream Operations. July HealthStream.com
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1 Scheduled Reports Provided by HealthStream Operations July 2017 HealthStream.com
2 SUMMARY Reports are often scheduled by administrators to occur at pre-determined intervals. While the actual schedule of a scheduled report can be edited, the configuration of the report cannot be modified (i.e., the report originally configured will generate for the schedule selected). While the name of the scheduled report request will default to the report type (Assignment Completion, Course Completion, etc.), the name or title of scheduled report request can also be updated by the person creating it to provide additional information to the administrator and others who have been included on the distribution. Scheduled Tasks will remain available to the administrator until they are deleted. Historic reports where the scheduled end date is in the remote past should be evaluated to determine if it can be deleted. RATIONALE When configuring the scheduled report request, it is helpful to include information such as institution(s) within the hierarchy where the report was created, the general topic or person requesting the report and the end date of the report. The additional information will assist the administrator in several ways: 1. When presented with a long list of scheduled reports, it will make it much easier for the administrator to quickly locate the intended and desired report should there be a need to render the report off schedule. 2. Adding the end date to the scheduled report name also serves as a reminder to the administrator and intended recipients on the distribution list when the report schedule is ending so that the schedule can be proactively updated or extended if needed. 3. Having the affiliation, the administrator ID and the end date in the scheduled report title helps to more quickly answer questions such as Who created the report? Where in the organization was the report created? How long will the report render? Administrators may also have a long list of scheduled historic reports. Something to think about: Do you need that scheduled report task from 2012 that ended in 2013 still populating your scheduled tasks? If there is no need for the report any longer, it can and in many INSTANCES, should be deleted. HOW TO There are two ways to access scheduled reports: 1. Creating a new scheduled report a. Please note that while many current reports are schedulable, not every report is schedulable. Refer to the online HELP and access the specific report to learn more. b. Once the initial report is rendered, a new link will display on the report configuration screen Schedule This Report. Click the Schedule This Report link to display the Assignment Completion Schedulable page (used for demonstration purposes below). Note the Request Name in the screenshot below. 7/25/17 HealthStream.com contact@healthstream.com Page 2 of 8
3 c. Consider modifying the Request Name to include affiliation where report was generated, the administrator ID, general topic, report type and report end date. d. If the strategies above have been applied, viewing the scheduled report via the Request Manager > Scheduled Tasks, the report should look like the screenshot below. 7/25/17 HealthStream.com Page 3 of 8
4 2. Updating an existing scheduled report a. Navigate to the REPORTS tab > Request Manager > Scheduled Tasks to locate and access the desired report to update. b. Click EDIT to access the report schedule. 7/25/17 HealthStream.com Page 4 of 8
5 c. Update the Request Name to include facility where report was created, administrator ID, general topic, report type and report end date and Save. 7/25/17 HealthStream.com Page 5 of 8
6 d. If the strategies above have been applied, viewing the scheduled report via the Request Manager > Scheduled Tasks, the report should look like the screenshot below: 7/25/17 HealthStream.com Page 6 of 8
7 Deleting a Scheduled Task Evaluate the report and the report schedule to determine if there is an on-going or (anticipated) future need for the report. o Keep in mind that the report configuration (students, courses, assignment, time frame selected) will remain as originally configured. There are 2 ways to delete a scheduled task. Keep in mind that scheduled tasks are not automatically removed when the end date of the schedule has passed. o From the Scheduled Tasks page, place a checkbox beside the scheduled report to be deleted and click Delete Selected. Click the scheduled report name to view more information about the report and report schedule. Click Delete. 7/25/17 HealthStream.com contact@healthstream.com Page 7 of 8
8 RESOURCES Additional information can be obtained via the online Help: Reports > Request Manager Reports > Request Manager > Scheduled Tasks Reports > Request Manager > Scheduled Tasks > Viewing a Scheduled Task Reports > Request Manager > Scheduled Tasks > Editing a Scheduled Task Reports > Request Manager > Scheduled Tasks > Deleting a Scheduled Task Reports > Request Manager > Scheduled Tasks > Running a Scheduled Task 7/25/17 HealthStream.com contact@healthstream.com Page 8 of 8
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