Scheduling Reports

The Report Jobs tab lists scheduled recurring report jobs. It is best practice to schedule large reports to run during the times of the day when the system may be less busy, such as evenings or weekends. The maximum time for reports to run is 24 hours and the maximum file size for each report is 5GB. The system returns a validation error if it determines that the report job would exceed either maximum value.

Jobs are listed on this tab when Administrators schedule reports to run on a recurring basis with specific criteria. Administrators can view their own scheduled report jobs, as well as those of their colleagues, by selecting the Owner Name in the search panel.

You can also view the results of the report jobs, edit their schedules, delete them, and add or change the email address.

Each selected report is divided into two main sections: formatting fields and search criteria.

If you are saving a report to be run at a later time or scheduling a report to run on a recurring basis, search filters can make the process more efficient. Establishing filters allow the Administrator to specify what data should be included in the report. Once the data is added to the filter and the filter is submitted, the report can be scheduled.

Any report can be scheduled to run one time in the future or recur on a daily, weekly, or monthly interval. Scheduling a report can be especially useful in the following conditions:

• You want to run a report that will return a large volume of records: by scheduling the report to run once at a later time during low usage, you reduce the report's strain on the system.
• You need to run a report periodically: this can easily be achieved by scheduling the report to run on a recurring basis.

On the Run Report screen,schedule a report by selecting the Schedule Job button.

After selecting the Schedule Job button, you will see the following different options for scheduling:

• Run the job immediately: This is the same as choosing the Run Report button on the previous page.
• Schedule the job to run once in the future.
• Schedule the job to recur on a daily, weekly, or monthly basis.

If you want to receive an email notification when the report has finished running, you can select the Notify via email upon completion checkbox and enter one or more email addresses. If you also want the report to be sent as an email attachment to yourself or someone else, you can select the Email the Report checkbox.

You can enter multiple email addresses in the email address field, separating them with a comma, semicolon, or colon. Once the report has finished running, you can download it from the Report Jobs tab in the report interface. Reports that are scheduled to run only once display under System Administration→Background Jobs .

After the report has run as a background job, you can retrieve the Report Query data as a text file.

In this example, the report runs every Sunday at 12 AM, EST and sends copies of the report to Marcus Hoff and Lyndsey Abel.

There are many standard generic reports that may be useful to customers without modification to the report’s design. Most reports may be filtered by using advanced searching capabilities within existing search criteria fields.

However,if it is necessary to add additional search criteria or output fields to an existing report, an external tool called Report Designer may be used.

Report Designer (also known as Plateau Report Designer as powered by BIRT – Business Intelligence Reporting Tool) is a separate software program that may be installed on the computer of anyone who will be modifying reports. A report design Administrator will need access to certain permissions in SAP SuccessFactors Learning, such as the ability to import and export reports, publish reports, and view and run unpublished reports. An understanding of the tool, SQL, (Structured Query Language) as well as the various database tables of SAP SuccessFactors Learning are required in order to be an effective report developer.

Please note that SAP SuccessFactors People Analytics Story reports now include data from SAP SuccessFactors Learning. Some of the reasons customers needed to customize reports in the past (such as adding or removing certain data fields, for example) may be available as standard functionality in People Analytics Stories. Customers should consider learning and using People Analytics Story reports for their reporting needs and make an educated decision before investing time and effort customizing reports if it’s not necessary to do so.

• The Report Jobs tab enables administrators to schedule recurring reports, view report results, edit schedules, and manage email notifications for report completion.
• Scheduled reports can be configured to run during off-peak hours (e.g., evenings or weekends) to optimize system performance and avoid exceeding limits (24-hour runtime or 5GB file size).
• Formatting options for reports include customizing titles, headers, footers, output destinations, and file formats (CSV, PDF, HTML, etc.).
• Search criteria and filters allow administrators to refine report outputs, either by manually specifying data parameters or applying dynamic rules for recurring reports.
• Scheduling options include running reports immediately, one-time scheduling, or setting daily, weekly, or monthly recurrences, with optional email notifications for completion or attachments.
• Report Designer may be used if more advanced modifications are needed.