Enhanced Reporting: Schedules


For Report Builder information refer to Report schedules.

Scheduling a report

A report can be scheduled to run at a specific time in the background and have the output emailed to recipients. Caching may occur if changes have been made to a scheduled report within 6 hours of when the schedule is due to run.

For related information refer to the Looker document Scheduling and sending dashboards.

Creating a report schedule

  1. Load the relevant report.
  2. From the top right, click the cog icon.
  3. Click Schedule.

  4. The Schedule pop-up displays.

  5. Enter a name for the schedule - this will also be the title of the schedule email.
  6. Enter a list of recipient email addresses - paste the emails into the dialogue, and you can provide a comma, semi-colon, colon or pipe-separated list.
  7. Configure the Email Content.
  8. Select the output format for the attached data - CSV, Excel, JSON, Text or HTML.
    Note: If using a reporting template, ensure you select Excel for the data to be merged into the template.
  9. Ensure the Trigger is set as Repeating Interval.
  10. Configure the timing of the schedule to run, along with the appropriate days and times.
    Note: Do not create any schedules between 3 AM and 6 AM on Sunday (your local time) as this is our maintenance window.
  11. Click Filters to enter override values for any filters set on the report which are applied when the schedule runs. If none are entered, it defaults to those set on the report.
  12. Click Advanced options to configure what happens when there is no data returned for that report, as well as the time zone you want applied when determining the time of day to run the schedule.
  13. Click Save All to keep the settings.

Visibility of Report Schedules

A user can only see and edit the schedules they created themselves (given they have edit rights on the report) unless you are controlling another user in which case you can see and edit the reports of the controlled user.

Editing a report schedule

Only the user who created the schedule will be able to edit it.

  1. Load the relevant report.
  2. From the top right, click the cog icon.
  3. Click Schedule.
  4. On the left under the list of Schedules, click the relevant schedule.
  5. On the right make the necessary changes.
  6. Click Save All to keep the settings.

Managing schedules

To manage schedules:

  1. On the Enhanced Reporting screen, click the Schedules tab.

This screen contains these features:

  • Search - enter text to search by report title, report schedule name, report owner, report recipient, or referrer.
  • All (button) - click to filter and display all report schedules.
  • My Schedules (button) - click to filter the report list to only your schedules.
  • Report list - displaying existing report schedules.
    • The following column headings can be clicked to sort by ascending or descending: Report; Schedule; Created by; Status.
    • Actions can include a delete option.

Note: We don't record and display schedules when no data is delivered. Only successful deliveries and failures are recorded.

Updating filters to schedules

When you update the filters of the report/dashboard, you also need to update the filters in the Schedule of those report/dashboard. If this isn't actioned, the Schedules will run with the old filters and potentially on top of the new filters, causing undesired results. Remember to click 'Save All' to ensure the filters are updated. Refer to 'Editing a report schedule' on how to edit your report schedule.

Results are stored in what is called a 'cache'. When the Schedule runs, it will check to see if there are any results available in the cache. If there are valid results in the cache and they have not expired (not older than 6 hours), the Schedule will deliver the cached results.

For example: If you update the schedule at 1 PM for a 5 PM delivery on the same day, and there is no 'Clear cache and refresh' action taken for the report/dashboard during that time, the schedule will deliver the result run at 1 PM as the cache is not expired.