---
title: "Scheduled Reports"
canonical: "https://docs.getxporter.app/space/XPORTERCLOUD/15466498/Scheduled%20Reports"
format: markdown
---
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## Introduction

You can schedule reports based on user-defined time schedules or [cron expressions](https://docs.oracle.com/cd/E12058_01/doc/doc.1014/e12030/cron_expressions.htm). 

You can schedule a report by inserting a direct JQL statement, using a previously defined filter, or using an [Xporter Template](https://docs.getxporter.app/space/XPORTERCLOUD/427622).

You can check the status of a scheduled report's last run at a glance and navigate directly to the **[Audit Logs](https://docsxporter.atlassian.net/wiki/spaces/XPORTERCLOUD/pages/430884)** page for more details.

> ℹ️ Due to performance constraints, the **Scheduled Reports** feature has the following limits:
> ℹ️ 
> ℹ️ - **Maximum Schedules:**
> ℹ️ 
> ℹ️ Users can create and manage up to **10 scheduled reports**. This limit ensures optimal performance and reliability of the scheduling feature.
> ℹ️ 
> ℹ️ - **Trial Accounts:**
> ℹ️ 
> ℹ️ For trial accounts, the scheduling feature is further limited. Users on trial plans can only create and manage up to **two scheduled reports**. This restriction allows trial users to explore the scheduling feature while maintaining performance.

## Creating a Scheduled Report

### With No Scheduled Reports Created

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> Once you've [installed Xporter on your Jira Cloud](https://docs.getxporter.app/space/XPORTERCLOUD/558863/Xporter+for+Jira+Cloud+Installation) instance, you can access [Xporter](https://marketplace.atlassian.com/apps/891368/xporter-export-issues-from-jira?tab=overview&hosting=cloud) by clicking the *Settings*/gear icon (Figure 1 - 1) and then clicking *Marketplace apps *(Figure 1 - 2). The Xporter menu will appear on the left side of the screen. There, click *[Scheduled Reports](https://docs.getxporter.app/space/XPORTERCLOUD/558670/Xporter+Home+Menu#Scheduled-Reports)* (Figure 1 - 3).
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> ![Figure 1 - Access](media://36f06551-511d-4199-a0d4-f54121c52d31)
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> If you don’t have any scheduled reports yet, you will see the screen above (Figure 1). Click the *Create Scheduled Report* button to create a new report (Figure 1 - 4).
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> You will be prompted to enter the new report details (Figure 2 - 1).
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> ![Figure 2 - New report details](media://626d3f30-9615-462f-a619-a4cc42d781fc)
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> Here, you can:
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> - Add a report* Name* (Figure 2 - 2; mandatory field).
> - Write a *Description* (Figure 2 - 3; optional field).
> - Use the toggle if:
>   - You want the scheduled report to be active (Figure 2 - 4).
>   - You want the scheduled report to run only if the specified JQL/Saved Filter returns at least one issue (Figure 2 - 5).
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> Once you’re finished, click the *Continue* button to proceed (Figure 2 - 6).
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> You will be prompted to add the scheduling details (Figure 3). You have two configuration types (basic and advanced).
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> **Basic Configuration (Figure 3 - 1)**
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> ![Figure 3 - Basic scheduling](media://444286fe-4aef-4bdb-acff-526145a1f2f3)
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> Here, you can:
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> - Set the frequency for running the report (Figure 3 - 2) - you can choose to export every hour/week/month/year at a specific time.
> - Select the *Timezone* (Figure 3 - 3; mandatory field).
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> Once you’re finished, click the *Continue* button (Figure 3 - 4) to proceed.
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> **Advanced Configuration (Figure 4 - 1)**
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> ![Figure 4 - Advanced](media://42ccbf27-7331-4adf-9353-cba8efd35d0b)
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> Here, you can enter your own *CRON expression* to define a more complex reporting frequency (Figure 4 - 2; mandatory field).
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> > ℹ️ - CRON expressions are always set for the UTC time zone. So please double-check before saving your schedule.
> > ℹ️ - You can use the [CronMaker website](http://cronmaker.com/) to help you create a more complex CRON expression.
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> Once you’re finished, click the *Continue* button (Figure 4 - 3) to proceed.
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> You will be prompted to add the condition details (Figure 5). 
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> ![Figure 5 - Condition](media://4c90b151-908b-42cd-9410-c9890d34edf9)
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> Here you can:
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> - Select the source type (Figure 5 - 1; mandatory field). It can be a *JQL Condition* or *Saved Filter*.
>   - *JQL Condition*: the exported issues belong to the given JQL, which you can use to build using the Jira official syntax helper.
>   - *Saved Filter*: the exported issues belong to a previously created filter. You have access to the filters themselves and have to mark them as favorites and the filters that are shared with you.
> - Select* *a saved filter (in this example; Figure 5 - 2; mandatory field).
> - Choose a* Template* (Figure 5 - 3; mandatory field) - the selected [template](https://docs.getxporter.app/space/XPORTERCLOUD/427622/Working+with+Templates) to export. Only templates with the scope *Scheduled Reports* will be available for scheduled reports.
> - Define the* Output file format* (Figure 5 - 4; mandatory field).
> - Insert the* Output file name* (Figure 5 - 5; mandatory field).
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> Once you’re finished, click the *Continue* button (Figure 5 - 6).
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> You will be prompted to add the actions details (Figure 6). 
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> ![Figure 6 - Actions](media://8d643ce3-4346-42bb-8c5f-05ded6f9af75)
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> Here, you can:
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> - Add an action (Figure 6 - 1). When you do so, a modal will open (Figure 7).
> - See the scheduled report details (report name, trigger, delivery, and status; Figure 6 - 2).
> - Use the toggle to enable or disable the scheduling report status (Figure 6 - 3).
> - Click the gear icon (Figure 6 - 4) to edit and/or delete the report.
> - Click the *Publish Schedule* button (Figure 6 - 5) to publish the report. Once you click this button, a message will appear confirming that the report has been successfully published.
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> ![Figure 7 - New action](media://4f4ddc85-823a-4a45-8008-30a2c36a0b7e)
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> Here, you can:
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> - Select the *action type* (Figure 7 - 1; mandatory field). These actions are very similar to the [Workflow Post Functions](https://docs.getxporter.app/space/XPORTERCLOUD/460608/Workflow+-+Post+Function) actions. The options are:
>   - *Attach file to issue* - saves the file on a chosen issue as an attachment.
>   - *Send by email* - an email will be sent to the given addresses. A modal will open for you to add the email details.
>   - *Upload file to File Server* - the file will be uploaded to a previously configured [file server](https://docs.getxporter.app/space/XPORTERCLOUD/431084/File+Servers) (only if one exists).
> - Select the issue to which you want to attach the file (Figure 7 - 2; mandatory field).
> - Use the toggle to choose whether the attached file will have the same name as the file defined below the default (Figure 7 - 3).
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> **Published Report**
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> The new scheduled report is now ready to run and will appear in the *Reporting Scheduling* main page (Figure 8). 
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> ![Figure 8 - Published report](media://34c8657d-0b88-4ea1-a99f-3fd6a1271ee2)
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> Here, you can:
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> - Create a new schedule report (Figure 8 - 1).
> - Use the search bar to find previously created scheduled reports (Figure 8 - 2).
> - See the details of the already created and scheduled reports (Figure 8 - 3; report name, file, [last run](#Viewing-Details-of-the-Last-Run), next run, frequency, delivery, owner, logs, and status).
> - Use the gear icon (Figure 8 - 5) to edit and/or delete the report.

### With Scheduled Reports Already Created

Creating a new scheduling report with existing scheduled reports follows the same process as creating a new report from scratch. The only difference is the *Reporting Scheduling* main page. With schedule reports already created, this page will have reports listed (Figure 8).

To create a new report, click the *Create Scheduled Report* button (Figure 8 - 1). Then follow [these steps](https://docs.getxporter.app/space/XPORTERCLOUD/15466498/Report+Scheduling#With-No-Scheduled-Reports-Created).

## Editing/Deleting a Scheduled Report

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> Once you've [installed Xporter on your Jira Cloud](https://docs.getxporter.app/space/XPORTERCLOUD/558863/Xporter+for+Jira+Cloud+Installation) instance, you can access [Xporter](https://marketplace.atlassian.com/apps/891368/xporter-export-issues-from-jira?tab=overview&hosting=cloud) by clicking *Apps* (Figure 1 - 1), and then selecting *Xporter *(Figure 1 - 2). Then, you will see the Xporter menu on the left side of the screen (Figure 2). There, click the *[Scheduled Reports](https://docs.getxporter.app/space/XPORTERCLOUD/558670/Xporter+Home+Menu#Scheduled-Reports)*[ option](https://docs.getxporter.app/space/XPORTERCLOUD/558670/Xporter+Home+Menu#Scheduled-Reports) (Figure 1 - 3).
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> You will see there the scheduled reports already created and their details (Figure 8). Use the gear icon (Figure 8 - 4) to edit and/or delete the report:
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> - If you click *Edit*, you will be taken to the reports settings, starting with the *Details* tab (Figure 3). You will be able to edit any of the settings sections.
> - If you click *Delete*, a modal will open, asking you to confirm the removal of the report.

## Viewing Details of the Last Run

Once a scheduled report has been run at least once, the “-” in the *Last Run* column (Figure 8 - 4) is replaced by details of that execution (Figure 9 - 1). 

![Figure 9- Last Run](media://76a6480d-684c-4b46-8493-e7bb4107694a)

Here, you can:

- See the status of the last run, whether it's still in progress or already completed.
- See the date/time when that execution began.
- When the process is completed, follow the link in each row to navigate to the [Audit Logs](https://docsxporter.atlassian.net/wiki/spaces/XPORTERCLOUD/pages/430884) page, filtered by the corresponding report Id (Figure 10 - 1). There you will see all the details of the latest run (Figure 10 - 2) and a list of the other completed runs for the same Id that are still in the logs (Figure 10 - 3).

![Figure 10 - Audit Logs](media://3644e8cb-657c-4126-b2ca-d00a6234f942)

<details>
<summary>Support/Troubleshooting</summary>

If you have questions or technical issues, please [contact the Support team via the Customer Portal (Jira service management)](https://jira.getxray.app/servicedesk/customer/portal/2/user/login?destination=portal%2F2%2Fcreate%2F28) or [send us a message using the in-app chat](https://docs.getxporter.app/space/XPORTERCLOUD/18251779/In-App+Chat+Support).
</details>