Scheduled reports

A scheduled report is emailed to the people who need it, on a schedule, so nobody has to remember to run it: the registrar’s monthly list of credentials about to expire, or a weekly list of people still without a photo.

Administrators manage them under Reports, Scheduled reports.

The reports

Report	What it holds	Names people
Credentials about to expire	Everyone whose card or digital ID expires within the number of days you choose, with department and card number.	Yes
People without a photo	Active people with no approved photo yet.	Yes
Revoked, lost and stolen cards	Every card revoked or reported lost, stolen or damaged since the previous report, with the reason.	Yes
Cards issued by department	How many cards and digital IDs were issued since the previous report, by department and type.	No, counts only
Records lifecycle totals	The lifecycle report: people in each state, photos on file, legal holds, records de-identified.	No, counts only

When it is sent

Weekly on a chosen day, or monthly on a chosen day from the 1st to the 28th, at a chosen hour in your organisation’s time zone. The time stays the same through daylight saving changes. Reports that cover a period (“since the previous report”) start where the last scheduled one ended.

Send now sends the report straight away, through the same checks. Pause stops it without losing its settings; resuming starts from the next scheduled time, never with a backlog of missed ones.

Who can receive it

Up to 20 recipients. Each must be either an account holder in your organisation, or an address on one of your organisation’s own email domains: the domains your staff accounts use, your single sign-on domains, and your contact address. Consumer domains such as Gmail never count as yours. Recipients are checked when the report is saved and again each time it is sent, so an address that stops qualifying is dropped rather than mailed.

Reports that name people say so in the email, with a reminder to keep the file only as long as it is needed and not to forward it outside the organisation.

What each run leaves behind

The report arrives as a CSV attachment, compressed into a ZIP when it is large. The file is held only until its email has gone, and for two days at most.

Each run is listed on the report’s page with the time, the number of rows, who it was sent to, and the file’s SHA-256 fingerprint. The audit log records the same, so you can show who was sent a list and prove which list it was.