Your Invoca reports and dashboards are extremely flexible tools, which means it can take some effort setting your filters and columns to view exactly the data you want (see Using your Invoca reports and Building out your Dashboard to learn more). This article will teach you how to save and schedule your reports and dashboards, making it easy to:
You can save and schedule customized views of any report or dashboard in your invoca account. It will retain the saved filters, date range, columns, and data sorting and pagination options you select.
That’s it! To view your saved reports, click Reports in the sidebar menu, then select My Reports. Large reports (over 2000 rows) may take some time for your Invoca account to process. You can find any reports that haven’t finished processing in the Requested Reports tab.
To access any report that you starred, click the Star in your gray menu ribbon, then select Starred Reports. Keep in mind that if you use Invoca in different Invoca Networks, you can only view your starred reports for each network within that Invoca account view.
Next, let’s walk through how to schedule your reports. This will send an automated email to you, another user on your Invoca network or guests with a link to download your saved report or include an attachment at a daily, weekly, monthly, or custom cadence.
Before scheduling a report, make sure your report uses a relative date range (such as Yesterday, This Month, This Quarter, etc.). If you schedule a report with a fixed date range (such as January 1 to January 31), it will send the same data over and over!
Just like saving and scheduling your reports, if you have a dashboard view you love and want to deliver at a regular cadence, you can save and schedule a dashboard as well! This feature lets you share your dashboard views with other stakeholders — even those without Invoca access — as a PDF file. Here's how:
Who can schedule reports and dashboards?
Any user in your Invoca account can schedule reports to deliver to themselves. Users on your Invoca account with Manager and Super User-level permissions can schedule reports to send to other users in their organization or guests as well. Scheduled reports can only be edited or deleted by the Invoca user that created that report.
Who can receive scheduled reports and dashboards?
All users on your Invoca account can receive scheduled reports - those with Filtered Reporting User-level permissions will receive filtered versions of the scheduled report. You can also include guests who do not have an Invoca account to receive emailed reports.
Do users with a Filtered Reporting role receive filtered reports and attachments?
If you schedule a report to a ‘Filtered Reporting’ user, the attached report will be filtered down to the value each Filtered Reporting user is mapped to. For example, if I have 5 Filtered Reporting users created - each mapped to a different Region (Northeast, West, East, South, Midwest) and schedule a report with data for all regions; the Northeast ‘Filtered Reporting’ user will receive a version only showing calls where ‘Region = Northeast’, the West user will receive a version only showing calls where ‘Region = West’, and so on.
What is the attachment size limit?
If the Scheduled report file exceeds 20MB, we will be unable to attach it to an email. A download link will still be present in the email for recipients with an Invoca account.
That’s it! Invoca will now automatically email all of your selected recipients at the cadence you chose with a link to download your scheduled report. Keep in mind that any recipient must log into the Invoca platform to download a link to your report.
If you want to change any of the data in one of your Saved reports, open up that report in your My Reports menu and edit your report, then click Save. Your new report view will overwrite your previously saved report and will be sent in any subsequent scheduled deliveries.
You can also change the schedule of a saved report. To do so, return to My Reports and find the saved report you want to edit. Then, click the Actions button and select “Edit Schedule”.
From here, you can change any of the scheduling options detailed above, or click Unschedule to remove all scheduled deliveries for your report.
You can also share any saved report in your Invoca account with another user in your Invoca account, no scheduled delivery required. Just copy and send the URL of your Saved Report! Keep in mind that your report will only be accessible to users who would otherwise have access to that report, and that your recipient might further be limited from accessing certain columns in your reports. For more information on report permissions, see Managing users in your Invoca account.