Schedule a report – QBeeQ

Schedules are how Report Studio Deliver automates the distribution of published reports. Each step configures a different part of the delivery: which reports go out, when they go out, who receives them, and what the email looks like.

Details

Schedule name and description

Every schedule has a name (up to 64 characters) and an optional description (up to 120 characters) to note what the schedule is for. Neither field is required to have specific content, but a name is needed to save the schedule.

Reports

ℹ️

Only reports set to Published status are displayed in the list.

The report picker can be filtered by export type (All types, PDF, PPTX, XLSX), and each report's format and publish status display alongside its name. You can search by report name and select one or more reports.

💡

Selecting multiple reports bundles them into a single schedule, but each report is still rendered separately at delivery time. Bundling many reports into one schedule increases how long that delivery takes to render and send, so it's best to keep schedules focused on a small, related set of reports rather than grouping unrelated ones together for convenience.

🛑

As of 2026.08.10, scheduled reports are generated using the data security permissions of the schedule owner, not the report owner or recipient.

This differs from a manual report export from the Canvas, which applies the data security permissions of the report owner, as the currently logged-in user, regardless of who designed the report or who it will eventually be shared with.

A manual export and a scheduled send of the same report can return different data.

Enhanced data security capabilities will be available in a future release.

At this time, we recommend that you do not schedule reports that are intended to go out to individual users/groups requiring data security rules. Use schedules to distribute reports with data that is generally available to all users.

Output

You can choose how the report export(s) are included as attachments to the email.

Output	General Output Behavior
Separate files	Generates a separate file for each selected dimension value, bundled into a single ZIP archive.
One merged file	Combines all selected dimension values into one file, with each value as its own section.

Export by dimension

ℹ️

In order to export by dimension, the dashboard must have a filter configured.

The Export by dimension section lets you split the export output across values of a selected dimension. This is optional, and the schedule can be sent without configuring it.

Use the Dimension dropdown to choose the dimension to export by. The list of available dimensions is derived from the filters applied to the report's source dashboard. The dropdown defaults to Don’t break out — deliver whole.

Export by dimension can be configured individually, across multiple reports.

Skip values with no data

You can decide how the export handles reports when have no data, caused by filter selections, data security rules, etc.

Output	Skip exporting dimensions Enabled
Separate files	When enabled, any value that returns no data will be silently omitted. ⚠️ The ZIP may contain fewer files than the number of selected values.
One merged file	When enabled, values that return no data are silently skipped. ⚠️ The merged file may contain fewer sections than the number of selected values.

Filename

A file name is required. The file name will default to {ReportName}_{DimensionValue}. The file name accepts a mix of free text and/or dynamic tokens. A live preview line below the field shows how the file name will resolve.

📌

Customizable tokens are not available at this time. If this is a use case that you have, please contact QBeeQ.

Token	Resolves to
`{ReportName}`	The report name
`{DimensionValue}`	The current dimension value being exported. Only resolves to a value when export by dimension is configured; otherwise resolves to empty.
`{DimensionName}`	The selected dimension name.

Schedule

The Schedule step sets when delivery happens and how often it repeats, with three options:

Option	Behavior
Send now	Delivers the report(s) immediately and once, with no schedule to configure.
Send once	Delivers on a specific date and time you choose, with a timezone selector, and does not repeat.
Send recurring	Delivers on a repeating basis.

Recipients & message

Recipients

Recipients are added by searching Sisense users and groups, and a running count of Total recipients is shown. At least one recipient is required.

Subject

An email subject is required to save any schedule. The subject field accepts a mix of free text and/or dynamic tokens. A live preview line below the field shows how the subject will resolve.

Email message

An email message is optional, and a schedule can be saved without one. The email message accepts dynamic tokens and uses a rich text editor with standard formatting controls (bold, italic, underline, strikethrough, ordered/unordered lists, font and size selection, text color/highlight, link, and image insertion).

Dynamic tokens

Token	Resolves to
`{{schedule_name}}`	The name of the schedule as defined in the Details step.
`{{report_a}}`, `{{report_b}}`	The first report selected will be associated with `{{report_a}}`. The second report selected will be associated with `{{report_b}}`, and so on. ℹ️ Tokens are generated based on the selection order of the reports in the Details step.
`{{start_date}}`	The start date of the schedule series was set. The date will match the format in the system settings.
`{{report_date}}`	The date will match the format in the system settings.
`{{current_date}}`	The date will match the format in the system settings.
`{{recipient_first_name}}`	The First name of the recipient receiving the scheduled report. ℹ️ This token reads from the Users table list, so if a user does not have a value for `First Name` field, the token may not resolve successfully.
`{{owner_name}}`	A concatenation of the First Name and Last Name of the user who owns the schedule. ℹ️ This token reads from the Users table list, so if a user does not have values for `First Name` and `Last Name` fields, the token may not resolve successfully.

Send test email

A Send test email action renders the current draft and sends it to your own inbox without notifying the configured recipients, useful for checking token resolution and formatting before saving.

🛑

As of 2026.08.10, scheduled reports are generated using the data security permissions of the schedule owner, not the report owner or recipient.

Enhanced data security capabilities will be available in a future release.

Review

The final step summarizes every choice made across the previous steps. From here, three actions are available:

Action	Behavior
Save	Stores the schedule as `Inactive`. No deliveries occur until it is activated.
Save & activate	Marks the schedule as `Active`. Delivery begins at its next scheduled time.
Cancel	Discards the new schedule and closes the dialog.