--- title: "Scheduled delivery" slug: workspace/reports-schedules url: https://projectri.com/docs/workspace/reports-schedules section: workspace audience: workspace app_route: "/[slug]/[user]/reports/schedules" permissions: [report.view, report.schedule, report.schedule.admin, settings.view] plan: reporting.scheduled mobile: "/report-schedules" updated: 2026-09-08 source: Projectri documentation --- # Scheduled delivery Reports that arrive on their own — the cadence, the recipients, and whether the ones you thought were arriving still are. ![Scheduled delivery](https://projectri.com/docs-shots/workspace-reports-schedules.png) ## What it is Scheduled delivery sends a saved report, a dashboard, a built-in report or a project status report to people on a cadence. Each recipient's copy is rendered with their own permissions, so one schedule can serve a team without anybody seeing a column they are not entitled to. The screen is also where you find the schedule that has been failing quietly for six weeks. ## How to get there **Scheduled delivery** sits under Reports in the main navigation. The row and the lists need `report.view` — receiving a report on a Monday morning is not a privileged act. Creating, editing, testing and deleting a schedule is gated on the `reporting.scheduled` entitlement, a Pro-tier feature. Two narrower keys change what you see: - `report.schedule` — needed to name anybody other than yourself as a recipient. Without it you can still subscribe yourself to anything you can open. - `report.schedule.admin` — adds the **Workspace** tab, every schedule in the workspace, and the right to edit or switch off one you did not create. The **Run health** tab needs `settings.view` and is absent otherwise rather than leading to a refusal. ## How to use it ### Find what stopped arriving 1. The screen normally opens on **I receive**. When anything in the workspace scope is failing or has been switched off, it opens on **Workspace** instead — that is somebody not getting a report they believe they are getting, and it is worth interrupting for. 2. Every row carries a health pill. **On**, **Paused**, **Failing**, **Switched off** and **Not yet run** are five different states and only two of them are a problem. 3. **Failing** means it is still switched on and losing. The row shows how many attempts remain before the system switches it off; the limit is **five** consecutive failures. 4. **Switched off** is the system's own doing after those five failures, and it says so. A schedule someone paused deliberately reads **Paused** instead. 5. **Resume** works on both. Resuming clears the failure count and starts again from the next slot. ### Create a schedule 1. Press **New schedule**. 2. **What to send** — Saved report, Built-in report, Dashboard or Status report. 3. **Which one** — a picker of the things you may actually send. Saved reports are the ones visible to you; dashboards are the ones you own or that are shared; status reports are listed by project, including projects that have never produced one, since arranging delivery before the first report exists is the normal order. The built-in reports are Delivery performance, Risk exposure, Revenue recognition and Realization. 4. **Name** it — this is what appears in the list and in the email. 5. **How often** — Every day, Every working day, Weekly, Every other week, Monthly or Quarterly. Weekly and fortnightly ask for a day of the week; monthly and quarterly ask for a day of the month or a **First working day** / **Last working day** rule instead. 6. **Hour**, **Minute** and **Time zone**. The zone list is every zone the runtime accepts, which is exactly what the server validates against. 7. **Period** — the window the report covers, moving with each delivery. A report sent in October covering *Last month* finds September, not the month it was saved in. The options run from Today and Yesterday through the week, month, quarter and year variants to Last 7 days and Last 30 days. 8. **Formats** — PDF, CSV, XLSX or Inline. See the gotcha below about what is actually attached. 9. **Do not send when there is nothing to report** suppresses an empty run rather than mailing an empty table. 10. **Recipients** default to just you. Adding a colleague needs `report.schedule`; without it the form says so and the member picker is not loaded. 11. An external address — anyone with no account here — requires you to tick the acknowledgement first. Their copy is rendered with *your* permissions, because an address has none of its own. 12. **Create**. The form checks everything the server checks, before the press, and names the one thing that is wrong. ### Test it before trusting it Press **Send test** on a schedule you own. It renders and delivers immediately and reports how many rows came back. A test that fails reports the render error rather than a generic failure. ### Subscribe yourself, or stop **Subscribe** and **Unsubscribe** are on every row, whoever created it. No permission is needed: your copy is rendered with your own permissions, so it delivers exactly what opening the report would. ### Watch what the reports are costing 1. Open **Run health**. 2. Choose a window — up to **90 days** — and optionally **Slow runs only**. 3. **By report** groups executions and ranks them by total time spent, because one four-second report ten times a day costs more than one nine-second report weekly. An average is withheld below three runs, since one run is a sample. 4. Each run reads **OK**, **Slow**, **Cut short** or **Failed**. Cut short outranks slow: a truncated run's row count is the cap and not a count. 5. Rows for a preview have no report to open — a preview is somebody composing in the builder and has no saved report behind it. ### Pause, edit or delete **Pause**, **Edit** and **Delete** are available to the schedule's creator and to anyone with `report.schedule.admin`. Deleting stops delivery for everyone who receives it and cannot be undone; the screen asks first. ## What it affects - **Each recipient gets their own render.** Recipients are grouped by what they are permitted to read, so a forty-person list is two or three renders and two people in the same group are entitled to exactly the same columns by construction. - **A retried run does not send twice.** A log row is claimed before the send, keyed on the schedule, the recipient and the slot, so a cron retry or a deploy landing mid-run sends nothing extra. - **In-app delivery becomes a notification** with a link to the thing that was sent — the builder for a saved report, the dashboard, the relevant reporting page for a built-in report, and status reports for a project's. - **Five consecutive failures switch a schedule off** and tell its owner. - **The cron runs every quarter hour**, and the slot it fires for is the schedule's stored next-run time rather than the wall clock of the tick. A report set for 09:00 is logged against 09:00 and lands within fifteen minutes of it. - **Run health reads the builder's telemetry**, so previews composed in the [report builder](/docs/workspace/reports-builder) appear here too. ## On mobile **Report schedules** in the app reads all three scopes and can pause, resume, subscribe, unsubscribe and fire a test send. It draws the same five health states from the same shared rule, so the phone opens on the same tab the web does. Composing a schedule — a subject, a cadence, a time zone, a recipient list and an external acknowledgement — stays on the web. ## Limits and gotchas > [!WARNING] > An external recipient's copy is rendered with **your** permissions, not > theirs, because an email address carries none. That is a real disclosure and > the form refuses to save until you acknowledge it. - **What a schedule sends cannot be changed.** The subject is fixed at creation; point it somewhere else by deleting it and making a new one. - **PDF and XLSX arrive as CSV.** Attachments are produced from the result set without a layout pass, so a schedule asking for PDF or a spreadsheet receives the data as CSV and the email says so. The real PDF export is available from the report itself. - **Slack and Teams are not wired.** Both are offered as channels and both fail loudly on delivery rather than reporting a send that never happened. - **Prose travels as its own file.** A status report is mostly sentences, so the narrative goes as a text attachment rather than being wedged into a column. - **An empty table is dropped from the email body**, and the template says "no results for this period" instead — for a "no overdue invoices this week" report, that answer is the whole point. - **An address is validated here, not by the server.** The form rejects anything that is not an email address, because the server would accept it and the failure would surface days later as a bounce in a log nobody reads. - **A subscriber with an account reads it in their own language.** An address with no account behind it gets English. - **Only 200 schedules are listed per scope**, and a single cron tick claims at most 50 due schedules; the rest wait for the next tick. ## Related - [Report builder](/docs/workspace/reports-builder) — where a saved report comes from. - [Status reports](/docs/workspace/reports-status) — the other thing a schedule can send. - [Notifications](/docs/features/notifications) — where an in-app delivery lands. - [Exports](/docs/features/exports) — the download formats the app really produces. ## Related - [Report builder](https://projectri.com/docs/workspace/reports-builder.md): Build a report the fixed pages do not have — pick the data, group it, measure it, cross-tab it, save it, export it and put it on a schedule. - [Status reports](https://projectri.com/docs/workspace/reports-status.md): Generated client status reports — a review queue across every project, the draft, the edit, and the send that publishes it to the portal. - [Dashboards](https://projectri.com/docs/workspace/dashboards.md): Build a board of charts from a catalogue of metrics and datasets, or copy one of the six shipped templates, and choose who can see it. - [Notifications](https://projectri.com/docs/features/notifications.md): What Projectri tells you about, on which of the five channels, what you can turn off, and the difference between a channel and a subscription. - [Exports and downloads](https://projectri.com/docs/features/exports.md): What you can take out of Projectri, in which formats, who is allowed to, and what a download deliberately leaves behind.