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Schedule workbooks

Last update: Fri Apr 25 2025 00:00:00 GMT+0000 (Coordinated Universal Time)

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After you saved your workbook and completed your analysis, you can share your workbook with others on your team using the scheduling feature. The schedule feature allows you to create a schedule that automatically refreshes the data in the workbook. And emails the Excel workbook file as an attachment to your specified audience at a specific date and time. Setting up a schedule provides recipients with regular updates automatically. You can also use the schedule feature to send out the workbook once without scheduling automatic updates.

You can create multiple schedules for a single workbook. For example, you create two schedules to send a workbook to your team daily and to your manager once a week.

The schedule feature also allows you to set up password protection for a workbook and edit previously scheduled workbooks.

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See VideoCheckedOut for a demo video.

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Schedule a workbook

To schedule a workbook:

  1. Select Schedule in the Report Builder hub to create a schedule so that you can automatically distribute a workbook Excel file (.xlsx) to an individual or a group.

    Select the Schedule button to create a schedule. {modal="regular"}

  2. Select Schedule Workbook or Add to create a new scheduled workbook.

    The Schedule workbooks window. {modal="regular"}

    The scheduling pane displays some pre-defined information about the workbook such as the workbook name and the last date that the workbook was modified.

File

In the File section, you provide details of the file type, name and a password to protect the file.

The scheduling pane. {modal="regular"}

  1. Use TableSelect to select the current workbook, if not already selected.

  2. (Optional) Enter a File name.

    The workbook file name defaults to the name of the workbook but you can change the file name if you want.

  3. Select a File type.

    • Excel
    • PDF
    • CSV

    When you select CSV, be aware that the scheduled workbook is sent as a zip attachment. Some corporate email administrations may block email with zip attachments. You see a warning accordingly.

  4. (Optional) Select Append time-stamp to file name.

    You can append a timestamp to the file name to identify the date the workbook was updated. A timestamp is helpful to see which version of a workbook was sent on a specific date. When selected, you can choose between:

    • ISO Date format, which results in YYYY-MM-DD being appended to the filename.
    • ISO Date format + time stamp, which results in YYYY-MM-DD_HH-MM-SS being appended to the filename.

  5. Enter a password in Password protect the workbook. A valid password requires at least 8 characters, a number, and a special character. Select VisibilityOff to display the password and Visibility to hide the password (default).

Email

In the Email section, you provide the recipients, subject and description of the email.

Schedule email settings {modal="regular"}

  1. Enter Recipients. You can enter the name of a person that is recognized in your organization. Or you can enter an email address of a person that is outside of your organization.

  2. Enter the Subject of the email and a description for your recipients. The subject defaults to the workbook file name but you can modify the subject if needed. You can add details in the description section.

  3. You can optionally enter a description in the Description text area.

Schedule

In the Schedule section, you can define the schedule to send the emails with the workbook to your recipients.

Schedule definition {modal="regular"}

  1. Select Show scheduling options to define a schedule.

  2. Enter a start date in Starting on. Alternatively, select Calendar to pick a start date from the calendar.

  3. Enter an end date in Ending on. Alternatively, select Calendar to pick an end date from the calendar.

  4. Select a Frequency. Depending on the frequency selected, you do have additional options. See table below.

    table 0-row-2 1-row-2 2-row-2 3-row-2 4-row-2 5-row-2 6-row-2 7-row-2
    Frequency Options
    Send hourly Enter a value for Send every number of hours.
    Send daily Select a Daily frequency: Send every day, Send every weekday, or Custom frequency.
    If you select Custom frequency, enter a value for Send every number of days.
    Send weekly Enter a value for Send every number of weeks. And select a Day of week.
    Send monthly by day of the week Select a Day of week and a Week of month.
    Send monthly by day of the month Select a value from Send on this day of the month.
    Send yearly by day of the month Select a Day of week, select a Week of month, and select a Monthly of year.
    Send yearly by specific date Select a Month of year and select a value from Send on this day of the month.

Send

To send the workbook:

  • If you have not defined a schedule using Show scheduling options, select Send now to send the workbook by email immediately.
  • If you have defined a schedule using Show scheduling options, select Send on schedule to send the workbook by email using the schedule you defined.

In both cases, you see a confirmation toast at the bottom of the Report Builder hub.

To cancel sending the workbook, select Cancel.

View and manage scheduled workbooks

You can view and manage all scheduled workbooks in the Workbooks tab.

  1. Select Schedule in the Report Builder hub

  2. Select the Workbooks tab. You see a list of all scheduled workbooks.

    Scheduled workbook {modal="regular"}

    You can hover over the icon to see the status of a scheduled workbook.

    Use Search to search for specific scheduled workbooks.
    Use ColumnSetting to define which columns to show.

  3. Select one or more workbooks.

    Schedule workbooks selected {modal="regular"}

    The following options are available:

    table 0-row-2 1-row-2 2-row-2 3-row-2 4-row-2 5-row-2 6-row-2
    Option Description
    Edit Edit the schedule for a selected workbook.
    History Show the history of selected workbooks.
    Pause Pause the schedule of selected workbooks.
    Play Resume the schedule of selected workbooks.
    Download Download the selected workbook into a new workbook.
    Delete Delete the schedule of selected workbooks.

History and status of scheduled workbooks

You can view the history and status of scheduled workbooks in the History tab.

  1. Select Schedule in the Report Builder hub.

  2. Select the History tab. You see a list of all scheduled workbooks.

    Scheduled history {modal="regular"}

    Use Search to search for specific workbooks in the list.
    Use ColumnSetting to define which columns to show.

    The History tab allows you to review the status of each scheduled task. A separate row documents the status change for each scheduled task.

    • A CheckmarkCircleGreen indicates that the workbook was sent successfully.
    • A AlertRed indicates that an error occurred.

Alternatively, you can select History for one or more selected workbooks in the Workbooks tab. This action shows the History tab with a list filtered by your selection. Select CrossSize75 to remove a filter.

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