Schedule Report Data

You can create customized schedules that will generate recurring emails, secure file transfers, or Google Drive deliveries of your filtered dashboard data. The encrypted data is sent in CSV comma separated values format to one or more email addresses, SFTP Secure File Transfer Protocol folder, or Google Drive folder that you specify. Realize Reports uses secure email encryption to ensure school and student data is protected. If you select to email your report, you will be asked to confirm your identity before you can access the decrypted data.

If a scheduled report does not contain any data, the email/file transfer is not generated for that occurrence.

Create a Custom Schedule

After setting the filters and selecting Run Report, select (Schedule).
Review the filtered report description under Schedule. If the filter selections are incorrect, return to the report's page and rerun the data using new filter selections.
Enter a descriptive Schedule Name.
To send the data via email:
1. Select Email under Send To.
2. Enter one or more email addresses.
3. Add your custom message for the email recipients (optional).
Large data sets (over 15 MB) cannot be delivered via email. It may take up to one hour for an error notification to reach your email Inbox. If you schedule emails for a large data set that were not received, you can edit your schedule to use the SFTP Secure File Transfer Protocol option.
To securely transfer the data:
1. Select SFTP, under Send To.
2. Enter the SFTP URL address.
3. Enter your user name and password for the SFTP Secure File Transfer Protocol service.
To send the report data to Google Drive, complete the following steps:
1. Select Google Drive under Send To.
  1. If you are a first-time user, sign in with your Google account.
  2. Read the instructions and policies, and select Continue to allow additional access to Google integration.
  3. Tick the check box to allow Realize Reports to access the appropriate files. Select Continue.
    To revoke Realize Reports' access to your drive, you can make changes in your Google Drive settings. Once you do this, it's necessary to modify any active schedules to either re-authenticate with Google Drive or opt for an alternative delivery method.
2. Use the Google file picker to select the destination you would like Realize Reports to send your file.
3. Select Send.
Select one of the following options under Frequency:
- Daily – You will receive a report every morning.
- Weekly – You will receive a report on the same day every week.
- Monthly – You will receive a report on the first day of every month.
Choose a start date and end date for your report.

The end date for a schedule should not exceed 12 months. Should you wish to prolong a scheduled report beyond this period, you may return and modify the schedule to extend its duration at a future date.
Select Schedule.

To view the info and status of sent reports, select Manage, and select Sent Reports.
To review or edit your scheduled reports, select Manage, and select Schedules.

Fixed Date Ranges and Schedules

When scheduling reports, best practice typically involves using a relative date range (covering the past X complete days, weeks or months) to avoid receiving repetitive data in each report.

For instance, if you establish a weekly scheduled report with a Date filter set to “01/01/25 - 01/08/25,” starting from January 9th, you would receive data from January 1st to January 8th on January 9th. Additionally, you will receive the data spanning from January 9th to January 14th on January 15th.

To ensure you receive a week's worth of data and the subsequent week's data in the next report, it's advisable to configure your schedule to reflect “the past 7 complete days.” With this setup, you would receive data from January 1st to January 8th on January 9th, and data from January 9th to January 15th on January 15th.

There are occasions when a fixed date range is appropriate. For example, to monitor cumulative data throughout a school year, you might set a scheduled report for “09/01/24 - 06/30/25” to be sent weekly, starting September 8th. Initially, only data up to September 8th will be included, but as the year advances, the report will progressively encompass more data, dating back to September 1st.