The Apsona Scheduler add-on enables you to schedule your Apsona reports and multi-step reports to run periodically, and e-mail the results to a specified list of
contacts. For example, you can schedule your weekly sales summary report to run every Sunday at midnight and be delivered to all of your sales managers.
This add-on requires Apsona for Salesforce, and can use Apsona Multi-step Reporting if available.
Please visit our pricing page
Installing the Scheduler
To install this add-on:
Enabling the Scheduler
Once the scheduler is installed into your org, each user who has an Apsona for Salesforce license can enable it for their use. The scheduler adds two
menu items in your Reporting Tools menu, named "Scheduled Reports" and "Scheduled Report Runs".
Before you can use the scheduler, you must enable it to access Salesforce as you, so that it can fetch data and run reports on your behalf. Do this as follows.
Click Reporting tools - Scheduled Reports. In the main tool bar, the scheduler's status button shows as OFF if you have not yet enabled access for yourself.
Click the status button. A popup window appears. (If you have disabled popup windows in your browser, you will need to enable them at least temporarily.) This
popup will walk you through three steps and set up your account for the Scheduler.
- After this step is complete, the scheduler status button will show as ON.
- Click Settings - Clear cache in Apsona, so that your metadata becomes available to the scheduler when it runs next.
Scheduling a report
Once the Scheduler is available for your account, you will see a "Schedule..." menu item in each report's menu within Apsona.
Clicking the menu item displays a popup window via which you can set up the scheduled runs for your report.
Here you can provide
- a name and description for the schedule
- the format in which the report should be delivered (HTML in-line, HTML attachment, or CSV)
- the email addresses to which the scheduled report should be delivered (you can specify multiple email addresses separated by commas or newlines)
- the subject of the email
- the frequency of runs, e.g., daily, weekly, or monthly, and the specific days of week or month when the report should be run
- the time of day when it should be run, which is either midnight, 6 am, noon or 6 pm (all times specified in the Pacific Time Zone).
You can also specify a Start Date and an End Date for the schedule. A scheduled report is run only if, at the instant when the scheduler examines the schedule, its
Start Date is in the past, and its End Date is in the future. Note that if a Start Date is not specified, it is assumed to be in the past. Similarly, if an End Date is not specified, it is assumed to be in the future.
The Active checkbox specifies whether the schedule is currently active. Only active schedules are actually executed. So if you want to temporarily disable the
schedule runs for a particular report, you can simply un-check the Active box and click Save.
Data produced by a scheduled report
Bear in mind that the scheduled report runs with the credentials of the user who set up the schedule. It therefore respects any object, field
or data constraints of that user's profile. For example, if record sharing is set up so that certain records are not visible to that user, then
those records will not be retrieved by the scheduled report.
If you click Reporting tools - Scheduled Reports in Apsona, the screen shows a list of schedules in the Apsona console view format, with a list
on the left and a detail panel on the right. If you are an administrator, the list
will contain the schedules set up by all the users in your org. If you are not an administrator, you will see only your own schedules. You can
use this list to find particular schedules (via the filter mechanism), update or delete them. If you delete a schedule, the corresponding report
will of course no longer be run.
Clicking a row in this list shows the details for that schedule, and in a child tab, it shows a list of all the previous runs of the schedule.
How it works
The Apsona Scheduler relies primarily on the Salesforce Oauth 2.0 facility
for authentication, and the Salesforce SOAP API
for data retrieval. The scheduler is simply a service that wakes up every six hours, logs
in to your org with the Oauth credentials you enabled, and checks for any scheduled tasks that should be run. It runs any tasks it finds, sends off the resulting
emails, and goes back to sleep.
Frequently asked questions
- I don't see the scheduler menu items in my Apsona menu bar.
- Please see the Troubleshooting section below.
- Are my user credentials (user name/password) stored in the Apsona servers outside Salesforce?
- No, we do not store your credentials. Apsona's scheduler uses Salesforce's Oauth 2.0 capability to run your reports for you. This ensures that
your credentials are not stored anywhere outside Salesforce.
- Will changing my password affect scheduled reports?
- No, because Apsona's scheduler uses Salesforce-issued Oauth security tokens to access your data. Your scheduled reports will continue to
work even if you change your password.
- Is the data in my Salesforce org copied into an external data store for reporting?
- No. When the report must be executed, the scheduler queries your Salesforce database directly, extracts only the necessary data, constructs and formats the
report and sends off the email messages. The data is never stored anywhere on our servers, not even temporarily.
- What are the limits on report sizes for the scheduler?
- The total size of the HTML email body, HTML attachment or CSV attachment cannot exceed 20 MB. If your email body or attachment exceeds that limit, the email you receive will include an error message indicating the size of the generated attachment, so that you can tweak your report to reduce the attachment size.
- What email provider does the scheduler use for sending its email?
- The scheduler sends its emails through your Salesforce org. So these messages count against your message quota, which is usually at least 1,000 messages a day.
Please ensure that:
- The package is installed: The Apsona Scheduler package is installed in your org - you can get it from our AppExchange listing.
- The license is valid: Your org has a license for the Scheduler add-on. Please click Settings - Manage licenses in Apsona to verify the license. Read more about this.
- Objects are accessible: Your Salesforce user profile has full read/write access to the two Scheduler objects, Apsona Schedule (API name apsona_sched__Schedule__c) and Apsona Schedule Run Result
(API name apsona_sched__Schedule_Run_Result__c), as well as all of their fields.
- Email permissions are set: If you have integrations with other email providers such as Office 365, each user who uses the scheduler should have their email delivery provider set to "Salesforce". See
this article on salesforce.com for details. If this is not done, scheduled report delivery will fail with errors such as "Missing refresh token. User might not have been authorized."
- Owner is set correctly: The Owner field of your Scheduled Report records is set to your user id. The Apsona Scheduler runs only those Scheduled Reports whose Owner is the
same as the user who is authenticated to run the Scheduled Report record, so of those two aren't the same, the Scheduled Report will not be executed.