Save & Schedule Custom Reports

Fleetio allows you to customize your Reports, and you may need to recreate these custom Reports on a regular basis. Fleetio makes this process easy by offering to Save Custom Reports so that you can automatically apply the same criteria with a single click.

You can opt to Save these Reports for your own personal use (Private) or make them available to other Fleetio Users in your Account (Public).

In addition to saving reports, Fleetio also allows you to Schedule a Saved Report to be emailed to select Users at a regular interval and/or uploaded to an External Connection, eliminating the need to keep track of who needs what information and when. Reports can be sent in PDF or CSV file format.

Save & Copy Custom Reports

When saving a Custom Report, there are three elements that are retained: Column selection, Filter options, and Sort options. If you've applied any of these customizations, follow the instructions below to save your Report.

1. Click the Save button in the upper right corner of a Report.

1. In the form that appears, enter a Name (a) and an optional Description (b) for the new Saved Report.
2. Select your preferred Visibility (c). Public allows ALL Users to access your Saved Report, Private will save the report for your own use only.
   • Learn more about Visibility below.
3. Check the Email Schedule checkbox for the Report (d).
   • If an External Connection is available, you will see an Email and Upload Schedule checkbox (e).
   • Learn more about Scheduling and Uploading below.

5. When you're finished, click the Save button.

Once a report is saved, you can also choose to copy the report. You may copy reports that belong to you or that another user has saved and made public. To copy a saved report, follow the below steps:

1. From the sidebar navigation, click Reports.
2. Select Saved Reports.
3. Locate the report you would like to copy, click the More Actions button, and select Make a Copy.

4. Make any changes to the Name, Description, Visibility, or Schedule.
5. Click Save.
   

Report Visibility: Public or Private

As noted above, the Visibility for Saved Reports may be designated Public or Private. This indicates whether the Report will appear for other Users when they access Reports in Fleetio.

• Public Reports display for ALL users, as long as they have access to the source Report by Role:
• Private Reports only display for the user who created them:

Both Public and Private Reports may be scheduled for email delivery to any User according to the permissions requirements listed below.

Email and Upload Schedule

When you select the Email Schedule or Email and Upload Schedule checkbox, additional settings are revealed.

1. Select Recipients (a) based on the available names that meet the permissions requirements explained below.
2. Use the drop-down menu to select an External Connection (b), which will upload the report to an External Connection such as an FTP, SFTP, or AWS S3 server.
3. Choose the Report Format (c): PDF or CSV
4. Set the Frequency (d) as Daily, Weekly, Monthly, or Yearly
   • If it is a weekly Report, you may select the day of the week. Monthly Reports can be scheduled by numerical date or day of the week. Time is also available in this section.
5. A preview of Next Scheduled Dates (e) is displayed for your review.

6. When you're finished, click the Save button.
   • You can also click Send Test Email, which will send an example email of your Report to only your email address.

Once a Saved Report has a schedule, you can view the details under the Saved Reports section by hovering over the schedule information.

Permissions for Selecting Recipients

There are several requirements for the recipients who are selected for email delivery.

• The User who saves and schedules the Report may only select recipient Users, which they can view according to their Contacts Record Sets.
• The recipient must be a User in the Fleetio system.
• The recipient User must be configured with an email address.
• The recipient User must have access to View the Report according to their User Roles & Permissions.
• The recipient User must have access to the data contents of the Report according to their Record Sets.

Edit, Delete, or Modify Saved Reports

On the main Reports Index, hover over the number of Saved Reports on the report. Click on the saved report link to open it and make changes.

While viewing a Saved Report, update the Filters, Groupings (if applicable), Selected Columns, or Column Sort/Order and you'll see the Unsaved Changes notification shown below. From here, you can Save Changes to this report, Save as a new report or Undo changes.