Scheduled Reports

Put a saved report on a recurring cadence and have it arrive on its own — as a PDF summary and an Excel workbook — with every run kept so you can re-download exactly what was sent, months later.

Scheduled reports are available on Starter and above.

Creating a schedule

From Reports → Scheduled reports → New schedule:

Cadences

A run always covers the period that has finished, not the one in progress — a report for a month still underway would be a partial figure presented as a final one.

Who can receive a report

Recipients are picked from a list, never typed in. The list contains:

• Team members — the users in your organisation.
• Customer contacts — active customer-admin contacts on your tenant portal. Available on the Enterprise plan.

There is deliberately no free-text address field. A schedule keeps sending long after anyone is watching it, so a recurring delivery of your full asset inventory to an address nobody reviewed is a risk we would rather not make possible. Schedules store the recipient’s identity, not an address string.

What arrives

Two files, and they do different jobs:

• The Excel workbook is the complete record. Every row, with no cap: two sheets — a Summary sheet carrying the provenance (report, period, who the schedule belongs to, the filters applied, the row count) and a Data sheet with the rows themselves. The header is frozen, filters are on, and numeric columns are real numbers, so totals and pivots work.
• The PDF is a summary. Provenance, totals and a capped breakdown — it names the workbook and its row count, and it does not list individual rows.

This is on purpose. A PDF that enumerated a large estate would run to thousands of pages and be no use to anyone in a discussion about a bill. The summary is the page you read; the workbook is the evidence you check.

If the two files together are too large to attach, the email carries download links instead. That changes how the files reach you, not what is in them — the artifacts are complete and stored either way.

Run history

Each schedule has a history page listing every run, newest first: the period, the outcome, the row count, when it was delivered, how long it is kept, and whether it went out as attachments or links.

• Re-download any run’s PDF or workbook. You get the exact bytes that were delivered — nothing is regenerated, so a file you re-download today is identical to the one that was emailed.
• Failed runs are shown, with the error, rather than quietly disappearing. A failed run also emails the schedule’s owner.
• If a run’s underlying data has passed its retention period, the history says so plainly instead of substituting current figures.

How long runs are kept

Retention is set from your plan at the moment a run happens, and never changes afterwards:

Because it is fixed when the run is created, changing plans never shortens the life of a report you already have. A run produced while you were on Growth keeps its five years even if you later move to Starter. You can also set a shorter retention for your organisation if you would rather keep less; you cannot set one longer than your plan allows.

Point-in-time history starts when you enable scheduling

Each run stores its own frozen copy of the rows behind it, which is what makes a report you open in a year’s time still describe the month it is labelled with, rather than today’s estate.

That record begins the day scheduling is enabled for your organisation. Periods before that cannot be reported — not as a policy choice, but because the data needed to answer them was never recorded. Rackvio will tell you a period has no record rather than generate a document from current numbers and label it with a past month; a figure that looks authoritative and is not is worse than no figure at all.

If you need a specific month covered, enable scheduling before that month closes.