This article explains how to schedule and share reports using the Custom Report Writer in Arbor. Users can set up reports to run at specific times, share them with internal and external recipients, and manage sharing permissions. It also covers how to view sharing history and unscheduled reports.
Scheduling versus Sharing
With reports, you can Schedule when they run and who gets notified, or share to give others access to the report within the MIS.
Scheduling
Important note
- For security reasons, we highly discourage scheduling reports to be sent to external email addresses because you will not be able to recall the report or restrict access to it once it has been sent
- As these scheduled reports will likely contain large report files, expect these to take longer to arrive.
- If you need to share information in custom reports with parents periodically, we highly recommend setting up a custom report with an email template with mail merge fields to share this information instead.
Sharing
- Via the MIS - This grants the selected users access in Arbor to view or edit the report. The data they can see depends on their MIS permissions.
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By email - This sends a copy of the report as it is in that moment via email
Getting started
Go to School > Custom Report Writer and select a report.
Sharing a Report
To share a report, click into a report and go to Share from the left-hand menu.
You can also share multiple reports in bulk at once from the All Reports page. This will save a lot of time if you regularly collaborate on reporting.
Share report
Sharing a report within Arbor means that another user can see the report in their list of custom reports in School > Custom Report Writer.
- You can either give a user full edit rights to the report or allow them to view the report.
- The recipient will only be able to see the data they have permission to view: Who can access Custom Report Writer reports and fields?
Share by Email
You can send the report to someone not on your Arbor system (such as staff at another school or central MAT staff) via email.
- The email will be sent from the person sharing the report's default email address logged on their profile.
- The recipient will only be able to see the data that the sender had permission to view: Who can access Custom Report Writer reports and fields?
Scheduling a Report
After clicking Schedule, you will be taken to the Schedule Report page where you can set up choose when to run this report, who to send it to and what should be included in the email, and how often the email should be sent.
- The email will be sent from the person sharing the report's default email address logged on their profile.
- The recipient will only be able to see the data that the sender had permission to view: Who can access Custom Report Writer reports and fields?
- The time you set for your report to go out is the earliest time your report will be sent out on the nominated days. At busier times and for particularly large reports, you might see a deviation between the time you set and when the report actually arrives.
To unschedule, click the red Delete button.
Please note that you can only schedule reports to be sent weekly on a certain day. If you need to send it out periodically at other times (such as termly), you would need to manually share it.
Scheduling and Sharing history
To see who the report has been shared with or sent to, select the report and select Report History from the left-hand menu.
You can also unshare the report.
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