Sapling - Scheduling Reports To Save Time

Introduction 

Thanks to report scheduling, you can automate the process of sharing key reporting information with the right people at the right time. This will help alleviate the need to manually download reports on an as-needed or recurring basis.

This article covers the following topics:

• When might I use this?
• How to create a scheduled report?
  • Schedule an existing report
  • Schedule a new report
  • Granting Admins access to reports
• What happens once a report is scheduled? 
• Pro Tips💡

 

When might I use this?

While almost all custom reports in Sapling have the option to be scheduled (exception: Point in Time reports), typically we see the following most common use cases: 

• Compensation and compensation changes. If you are tracking this data in Sapling via custom tables, you may need to report that information to your payroll team on a weekly basis.
• Time off. Share with your payroll team to ensure that time off is deducted properly.
• Field changes. Get updates on any key field changes that have taken place.
• Weekly onboarding reports to IT/payroll. Give extra visibility over new hires to ensure all teams are aligned.

 

How to create a scheduled report?

Schedule an existing report

To schedule an existing report, navigate from Administration Tools > Reports. Click on the report to edit, and skip to the final "Schedule" step.

From the Scheduler, you can decide the cadence you'd like the report to be sent out (Daily, Weekly, Every 2 Weeks, Twice a Month (on specific days), or Monthly). You can choose if you'd like the report to be sent to specific individuals, or to a permission group, or to be exported with SFTP

Schedule a new report

To schedule a new report, create your desired report (learn more about how to create a report here) and follow the same directions as above when you get to the Scheduler step.

 

Granting Admins Access to Reports

There are two ways to give Admins access to view reports in Sapling:

1. Through Admin Permissions

• Go to: Permissions > Admin Visibility > Reports
• Set access to either "View" or "View & Edit"

Note: If an Admin has report access but does not have access to compensation information, they can still run reports, but compensation fields will be excluded. This applies even to scheduled reports.

2. Through Report-Specific Permissions

• Go to: Reports > Actions > Modify Permissions
• If an Admin's role is explicitly added to the permissions for a specific report (including those with compensation data), they will be able to generate that report with compensation fields, even if their general permissions don’t allow access to compensation data.

What happens once a report is scheduled? 

Once scheduled, your team members will receive the report via a .CSV directly to their email on the cadence you selected.

Pro Tips💡

• When scheduling a report, the time of day is based on the timezone you selected in your Sapling global platform settings.
• The scheduled reports are based on the team member's permissions level in Sapling. Thus, team members that you select to receive the report will only be able to receive & view the data according to their permission level.