Schedule Reports to Deliver via Email

Bring Dealerware reports directly to your email inbox and your team through report scheduling. Reports can be scheduled as different file types at your desired frequency. Only employees with "View Reports" employee permissions can access Dealerware Reports.

Create a Report Schedule

1. On the Dealerware Web main menu, navigate to the report you wish to schedule for email delivery. 
2. Select the More icon symbolized by an ellipsis.

3. Select Schedule, then Create Schedule. 
4. A window will pop up on screen with scheduling options. In the first section, "Set up schedule," input the schedule name, configure the delivery frequency, and configure the days and time for delivery. 

5. In the second section, select the attachment type. PDF, XLSX, and CSV file types are supported. 

6. Continue down to the "Views" section. To schedule the default report, make sure "Original Liveboard" is selected in the dropdown list. To schedule a view with specified filters, select the name of the view from the list. For more information about personalized views, read this article. 
7. Scroll down to the "Add recipients" section. Your email address will display by default, and you can remove your email address if you only want to schedule this report for other team members. 
   1. If you are a standard Dealerware user, you can type in additional email addresses to schedule reports on behalf of your team. 
   2. If you have access to corporate reporting, you may be unable to schedule the report on behalf of others due to data sharing compliance rules. 

Manage an Existing Schedule

1. On the Dealerware Web main menu, navigate to the report with scheduled delivery that you wish to edit. 
2. Select the More icon symbolized by an ellipsis.
3. Select Schedule, then Manage Schedules. 
4. If you haven't created any schedules for this report, there will be a Create Schedule button in the center of the page. 

5. Any schedules you have created will be listed by name. Select the More icon symbolized by an ellipsis for the schedule you wish to manage. 
6. From the More menu, you can:
   1. Pause a schedule
   2. Resume a paused schedule
   3. Edit the schedule, which will allow you to change the name; schedule frequency, days, and time of delivery; as well as the recipients
   4. View the history of delivery for that report
   5. Delete the schedule

FAQs

For reports that have multiple tab views, like the Contracts report, can you schedule each report tab separately? 
No, currently, if you schedule any tab within a report, you will receive all reports in that report section. We are exploring ways to optimize this behavior in the future. Scheduled reports that contain multiple tabs may be delivered as a ZIP file. 

Is there a limit to how many reports you can schedule for yourself or others?
You can schedule an unlimited number of reports. 

What happens to scheduled reports when the employee that scheduled them leaves the dealership?
If the employee profile is deleted in Dealerware, their report schedules will also be deleted.  

What happens to scheduled reports sent on behalf of another user, but the user they have scheduled the report for is no longer at the dealership?
If the email account for the employee that left is still active, the report will continue to send and deliver. The schedule will remain until the user that created the schedule deletes the schedule or their employee profile is deleted.   

Will schedules take into consideration any filtering behavior, such as date range?
Yes, if you have created a personalized view, you can create a schedule for it. Please see the article about personalized views. 

If a report recipient has access to multiple Dealerware locations, will their scheduled reports contain data all of those locations?
Yes, the recipient will receive report-specific data for all locations they have access to. Dealership Name is the first column in each report, so they can manually filter for specific dealerships after downloading the file.