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Setting Up Report Deliveries
You can schedule reports to be automatically delivered to users on a defined schedule, or you can send reports on a manual basis.

You cannot schedule reports for delivery, nor deliver them manually in the Preview Sandbox environment. For more information about the Preview Sandbox, see "Preview Sandbox Testing Environment." 
For more information about delivering reports in the Preview Sandbox environment, see "Sending a Report in the Preview Sandbox Environment."

Understanding Export Limits

[! This information is shared between "Exporting Data" and "Setting Up Report Deliveries."]

There are several limitations around the way reports display in Workfront, as well as the way they export through a manual export, a delivered report, or through the API. 

  • 50,000 rows: The number of rows allowed in a report export.
    This limit excludes rows for groupings in the report. For example, if you have 6 groupings in a report, and 50,000 rows of data, the exported file will contain 50,006 rows.
    In order to export more than 50,000 from Workfront, we suggest the use of filters in a report to obtain smaller loads of data. For more information on using filters, see "Creating and Customizing Filters."
    This limit applies to:
    • A manual export of a report.
    • A scheduled report.
    • An export through an API integration. 
  • 5MB file size: File size limit for any exported report scheduled for delivery. If an exported file attached to an email is larger than 5MB, a link where the file can be downloaded is emailed instead of the attached exported report. 
  • 65,530 hyperlinks: This is a limit imposed by Excel on documents that contain more than 65,530 links. These documents cannot be opened when they are exported manually, or sent in a delivered report. Note that an Excel document may have just 200 rows of data, but if there are more than 65,530 links inside the document, the document does not open. This limit exists on Excel files only, not on the other supported formats. 

If you attempt to export data beyond the limit, you might not receive all of the expected data in the export. Rather, a modified report is produced within the limit. 

Additionally, reports that take longer than 60 minutes to run will be halted.

If you have concerns or issues regarding your limit, please contact Workfront Technical Support.

Scheduling or Editing a Repeating Report Delivery

You can schedule up to 10 repeating report deliveries for any given report.

You can schedule a report to be delivered only if you created the report. If you need to send a report that you did not create, you can send it on a manual basis, as described in "Sending a Report on a Manual Basis."

To schedule a report for automatic delivery or to edit an existing report delivery: ​

  1. Navigate to and click the name of the report for which you want to schedule delivery. 
  2. Click Report Actions > Send Report.
    The Send Report dialog box is displayed.
  3. Click the Repeating Deliveries tab.
  4. (Conditional) To modify an existing repeating report delivery, select the report delivery in the Repeating Deliveries section.
  5. Specify the following information:
    Send to: Begin typing the name of the user, group, team, or role who you want to send the report to, then click the name when it appears in the drop-down list. 
    Or
    Specify the email address of a person external to the Workfront system who you want to have access to the report.
    Repeat this process to send the report to multiple users, groups, teams, or roles.
    Email Subject: Specify a subject for the email notification.
    By default, the email subject is the name of the report.
    Email Message: Specify a message to include in the email
    Deliver this report with the Access Rights of: Begin typing the name of a user who has access to the report, then click the name when it appears in the drop-down list. Users who receive the report will be granted the same level of access to the report as the user that you specify here.
    For more information, see "Run This Report with the Access Rights of."
    NOTE This field does not support wildcards. For example, using the wildcard $$User.ID does not run the report with the access rights of the user who is receiving the report.
    Format: Select whether you want the report to be delivered in HTML, PDF, MS Excel, or TSV format. 
    Include Links: This option is available only when MS Excel is selected in the Format drop-down menu. When this option is enabled, any hyperlinks are included in the exported Excel document.
    Documents that contain more than 65,530 links cannot be opened. If the exported document will contain more than 65,530 links, deselect this option.
    This option is enabled by default. 
    Summary: Displays a summary of when the delivery repeats.
    Repeats: Select whether the report should be delivered daily, weekly, monthly, or yearly.
    Repeats Every: Select how frequently you want the delivery to repeat. The value you select for this option is based on the option that is selected in the Repeats drop-down list.
    Time: Select the time of day for the delivery to be sent.
    Repeats On: This option is available when the Repeats option is set to either Weekly or Monthly.
    -When the Repeats option is set to Weekly: Select the days of the week that the delivery is sent.
    -When the Repeats option is set to Monthly: Select whether the delivery is sent on the day of the month, day of the week, or last day of the month (these options leverage the date that you select in the Starts On field).
    Starts On: Select the date for the scheduled delivery to begin.
    Ends On: Select a date for the scheduled delivery to end. Or, select Never if you want the scheduled delivery to last indefinitely.
  6. Click Save to save the report delivery.
    The report is saved in the Repeating Deliveries section (in the Send Report dialog box). 
    The report will be sent at the schedule time. Or, to manually send the report, see "Sending a Scheduled Report Now."

Sending a Report on a Manual Basis

You can manually send a report that has been previously scheduled, or you can create a single-use report delivery.​

Sending a Scheduled Report Now

After a scheduled report has been set up as described in "Scheduling or Editing a Repeating Report Delivery," you can manually send the report rather than waiting until the scheduled time.

  1. Navigate to and click the name of the report that you want to send now.
  2. Click Report Actions, then Send Report.
    The Send Report dialog box is displayed.
  3. Click the Repeating Deliveries tab.
  4. In the Repeating Deliveries section, select the report delivery that was previously created.
  5. Click Send Now.
    The report is sent to all users identified in the scheduled delivery.

Sending a Report (One Time Only)

You can manually send a report at any time. When you send a report in this way, delivery information (such as the users you are sending to and the email subject) are not saved. If you want to create a report delivery that you can save for later use, create a repeating scheduled report, as described in "Scheduling or Editing a Repeating Report Delivery." 

To send a report to users (one time only):

  1. Navigate to and click the name of the report that you want to send now.
  2. Click Report Actions, then Send Report.
    The Send Report dialog box is displayed.
  3. On the Send Now tab, specify the following information:
    Send to: Begin typing the name of the user, group, team, or role who you want to send the report to, then click the name when it appears in the drop-down list. Or, specify the email address of a person external to the Workfront system who you want to have access to the report.
    Repeat this process to send the report to multiple users, groups, teams, or roles.
    Email Subject: Specify a subject for the email notification.
    By default, the email subject is the name of the report.
    Email Message: Specify a message to include in the email
    Deliver this report with the Access Rights of: Begin typing the name of a user who has access to the report, then click the name when it appears in the drop-down list. Users who receive the report will be granted the same level of access to the report as the user that you specify here.
    For more information, see "Run This Report with the Access Rights of."
    NOTE This field does not support wildcards. For example, using the wildcard $$User.ID does not run the report with the access rights of the user who is receiving the report.
    Format: Select whether you want the report delivered in HTML, PDF, Microsoft Excel, or TSV format.
    Include Links: This option is available only when MS Excel is selected in the Format drop-down menu. When this option is enabled, any hyperlinks are included in the exported Excel document.
    Documents that contain more than 65,000 links cannot be opened. If the exported document will contain more than 65,000 links, deselect this option.
    This option is enabled by default.
  4. Click Send Now.
    The report is sent to all users that you identified.
    Or
    Click Make Repeating Delivery if you want to set up a scheduled delivery with this same information, then complete the additional information regarding the frequency of when the report is sent, as described in "Scheduling or Editing a Repeating Report Delivery."