How to run, download, send, and schedule a report in GTD Cloud Reports

Running a report

  1. In new GTD Cloud, click on the Reports tab.



  2. Click on the report you want to run.



  3. Click on Filters to expand the list of report filters, then make your changes.
    • The OU Code List filter is required for all reports. If this field is left blank, GTD will be unable to run the report and nothing will happen when you click Run.
    • The Country filter is required for some reports. To see which reports require you to fill in the Country filter, read this article.



  4. Hover over the report and click Run.

 

Downloading a report

After you've run a report, you can download it in several formats.

  1. Hover over the report and click the Explore actions icon, which looks like a gear.



  2. Click Download.



  3. Choose a file format from the dropdown menu.



  4. You can edit the report name or keep the default.
    • The default name follows the format Report Type YYYY-MM-DDT0000. For example, a Customer Exemption Certificate Report run on March 18, 2024 at 4:33 PM would be named Customer Exemption Certificate Report 2024-03-18T1633.



  5. Leave With visualizations options applied selected.



  6. For Data values, select either Formatted or Unformatted depending on how you want your data to appear in the report.



  7. For Number of rows and columns to include, select the option that best fits the size of your report:
    • The report in the GTD Cloud browser window only shows up to 500 rows. If your report has a large amount of data, select All results to make sure everything is included in the report.
    • If your report has fewer than 500 rows, select Current result table.
    • If you want to make your report a specific size, select Custom and enter the number of rows and columns that the report will have.



  8. Click Download to download the report to your computer.
    • You can also click Open in Browser to open your report in a new tab.



Sending a report

After you've run a report, you can send it via email or Secure File Transfer Protocol (SFTP).

Sending a report via email

  1. Hover over the report and click the Explore actions icon, which looks like a gear.



  2. Click Send.



  3. In Title, enter a name for the report or keep the default name.



  4. In Who should it be emailed to? enter the email address or addresses that you want to send the report to. If you're sending it to multiple email addresses, use commas to separate each address. Click Add or press Enter on your keyboard to add the recipients.



  5. To add a message to the body of the email, select Include a custom message... and enter your message in the box that appears.



  6. Select the report format. For more information about the different report formats, read this article.



  7. You can edit the report filters before sending it by clicking Filters.



  8. To further customize the report, click Advanced options.
    • Limit
      • The report in the GTD Cloud browser window only shows up to 500 rows. If your report has a large amount of data, select All Results to make sure everything is included in the report.
      • If your report has fewer than 500 rows, select Results in Table.
    • Email options
      • You can choose whether to include hyperlinks in the report. Include links is selected by default, but you can change this.
    • Format options
      • Leave Apply visualization options selected.
      • Formatted data values is selected by default. To remove all data formatting, including rounding and special characters, unselect this option.



  9. Click Send to send the report.

 

Scheduling a report

To schedule a report to run at set times, follow these steps:

  1. Hover over the report and click the Explore actions icon, which looks like a gear.



  2. Click Schedule.



  3. When the Schedules window opens, if you've already created a schedule for the report, that schedule will be open and you can change the settings. To create a new schedule for the report instead of editing an existing one, click New.



  4. Enter a name for your schedule.



  5. In Who should it be emailed to? enter the email address or addresses that you want to send the report to. If you're sending it to multiple email addresses, use commas to separate each address. Click Add or press Enter on your keyboard to add the recipients.



  6. To add a message to the body of the email, select Include a custom message... and enter your message in the box that appears.



  7. Select the report format.



  8. For Trigger, leave Repeating interval selected.



  9. For Deliver this schedule, select when you want to receive the report.



  10. You can edit the report filters before sending it by clicking Filters.



  11. To further customize the report, click Advanced options.
    • Send this schedule if
      • If you only want to receive reports with results, select there are results from the dropdown menu.
      • If you only want to receive reports with no results, select there are no results from the dropdown menu.
      • If you want to receive reports regardless of results, select there are either results or no results from the dropdown menu.
      • If you select and results changed since last run, you'll only receive a scheduled report if the data in the report is different from the last scheduled report.
    • Limit
      • The report in the GTD Cloud browser window only shows up to 500 rows. If your report has a large amount of data, select All results to make sure everything is included in the report.
      • If your report has fewer than 500 rows, select Results in Table.
    • Email options
      • You can choose whether to include hyperlinks in the report. Include links is selected by default, but you can change this.
    • Format options
      • Leave Apply visualization options selected.
      • Formatted data values is selected by default. To remove all data formatting, including rounding and special characters, unselect this option.
    • Timezone
      • Select your time zone from the dropdown menu.



  12. You can send a test email by clicking Send Test.



  13. Click Save All to save the schedule.