--- title: "Schedule Email Reports" slug: "schedule-email-reports" updated: 2026-01-05T20:39:47Z published: 2026-01-05T20:39:47Z canonical: "docs.processmaker.com/schedule-email-reports" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.processmaker.com/llms.txt > Use this file to discover all available pages before exploring further. # Schedule Email Reports > [!TIP] > [**Plan Availability:**](https://www.processmaker.com/products/pricing/) ![Professional](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Standard.png)![Professional](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Professional.png)![Enterprise](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Enterprise.png) Schedule automated emails to send reports of a Saved Search’s results at set intervals. Multiple reports can be scheduled for the same Saved Search, allowing different stakeholders to receive reports at different times. For example, you can schedule a daily report for your team while sending executives a weekly summary. - Only the user who created the Saved Search can configure scheduled report emails. - In addition to sending a one-time report of the current search results, scheduled reports allow you to: - Use an **Email-type Screen** instead of manually entering the email body. - Send reports as a **Microsoft Excel (.XLSX) file** instead of a **comma-separated values (.CSV) file**. - Recipients receive the Saved Search results as an email attachment. - In case of more than one recipient, the recipient list can be separated using commas > [!NOTE] > Behavior When Saved Search Returns No Records > > If a Scheduled Email Report is associated with a Saved Search that returns no records, the report will not be sent. This applies to both scheduled executions and manual executions of the report. --- ## Schedule an Interval to Email Reports Only the user who created the Saved Search may configure report email scheduling. Follow these steps to schedule an interval to email reports of a Saved Search's search results: 1. [View the details of a Saved Search](/v1/docs/view-the-data-details-of-a-saved-search). The **Scheduled Reports** page displays for that Saved Search. 2. Click the **Add Scheduled Report** button. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/3b3c0395-e353-4a7d-b417-0c88358b6f7c.png) 3. From the **Day of the week** setting, select the day of the week in which to email the report of the Saved Search's results. Only one day may be selected. If multiple days are required, then create another schedule that sends the report on a different day. 4. In the **Time** setting, enter the time in which to email the report. 5. In the **Send To** setting, enter the email address(es) for the email recipients to receive the report. Separate multiple email recipients using commas. 6. In the **Email Subject** setting, enter the email subject of your report to which the report will be attached. 7. From the **Email Body** option, do one of the following: - In the **Email Body** setting, enter the email body content for your report. Email recipients see this setting in their email clients when they receive a report. - Select the **Would you like to use a custom Email Screen?** option. A drop-down menu displays from which you can select an Email-type [Screen](/v1/docs/screens) that will display its contents as the email body. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/7a00b979-b0ab-4681-8177-3f976ad9fef9.png) 8. From the **File Format** option, select one of the following options to specify the format of the emailed report that is attached to the email: - **CSV:** Select the **CSV** option to email the report in `.CSV` format. - **XLSX:** Select the **XLSX** option to email the report in `.XLSX` format. 9. Click **Save**. --- ## View Scheduled Email Reports Follow these steps to view the schedules to email reports of a Saved Search's results: 1. [View the search results for a Saved Search](/v1/docs/view-the-data-details-of-a-saved-search). 2. Click the **Scheduled Reports** button ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/7de30db0-af59-4d8f-98c4-e9351e58edc8.png). The **Scheduled Reports** page displays for that Saved Search. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/image(45).png) The **Scheduled Reports** page displays the following information in tabular format about the intervals in which to email reports for this Saved Search: - **Subject:** The **Subject** column displays the email subject of the report. Email recipients see this setting in their email clients when they receive a report. - **To:** The **To** column displays the email address(es) for the email recipients of the report. - **Scheduled:** The **Scheduled** column displays the scheduled interval when to email reports. - **Last Sent:** The **Last Sent** column displays when the last report was emailed. If no report has been sent for the current scheduled interval, this column displays **Never Sent**. The date and time are shown the logged in user's time zone. --- ## Pause or Resume Scheduled Reports Only the user that created the Saved Search may pause report email scheduling. Follow these steps to pause emailing scheduled reports of a Saved Search's search results: 1. [View the scheduled intervals to email reports of a Saved Search's results](/v1/docs/view-the-data-details-of-a-saved-search). The **Scheduled Reports** page displays for that Saved Search. 2. Click the **Pause** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/37505b38-5f17-4ff0-aa6f-a67d33b4b82f.png) for the schedule to pause emailing reports at that interval. 3. Click the **Unpause** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/594c3c0c-b6e2-458b-b6d0-e9cb490dcd23.png) for the schedule to resume emailing reports at that interval. The next report emails at its next scheduled interval. --- ## Edit Scheduled Reports Only the user that created the Saved Search may edit report email scheduling. Follow these steps to edit a scheduled interval to email reports of a Saved Search's search results: 1. [View the scheduled intervals to email reports of a Saved Search's results](/v1/docs/view-the-data-details-of-a-saved-search). The **Scheduled Reports** page displays for that Saved Search. 2. Click the **Edit** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/1f7f538c-b268-4819-83b8-87e6808a61ae.png) for the schedule in which to edit. The **Schedule Report** screen displays. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/a2241d94-60bb-4a30-9491-59c1bee8ef69.png) 3. Edit the following settings for the scheduled report as necessary: 1. From the **Day of the week** setting, select the day of the week in which to email the report of the Saved Search's results. Only one day may be selected. If multiple days are required, then create another schedule that sends the report on a different day. 2. In the **Time** setting, edit the time in which to email the report. 3. In the **Send To** setting, edit the email address(es) for the email recipients to receive the report. Separate multiple email recipients using commas. 4. In the **Email Subject** setting, edit the email subject of your report to which the report will be attached. 5. From the **Email Body** option, do one of the following: - In the **Email Body** setting, enter the email body content for your report. - Select the **Would you like to use a custom Email Screen?** option. A drop-down menu displays from which you can select an Email-type [Screen](/v1/docs/screens) that will display its contents as the email body. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/3582400e-10e7-4dc9-936e-83b9941643ad.png) 6. From the **File Format** option, select one of the following options to specify the format of the emailed report that is attached to the email: - **CSV:** Select the **CSV** option to email the report in `.CSV` format. - **XLSX:** Select the **XLSX** option to email the report in `.XLSX` format. 4. Click **Update**. --- ## Delete Scheduled Reports > [!WARNING] > Deleting a schedule stops the regular interval to email reports of that Saved Search's results. Deleting a schedule cannot be undone. > > Use the **Pause** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/32821d38-64f6-4707-91ba-81f50d6dfa62.png) to suspend the schedule of emailed reports for that Saved Search's results. You may then click the **Play** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/75b13d23-557a-43c0-b19e-4224edc8b065.png) to resume the schedule if necessary. This is an alternative from permanently deleting the schedule. Only the user that created the Saved Search may delete report email scheduling. Follow these steps to delete a scheduled interval to email reports of a Saved Search's search results: 1. [View the schedules to email reports of a Saved Search's results](/v1/docs/view-the-data-details-of-a-saved-search). The **Scheduled Reports** page displays for that Saved Search. 2. Click the **Delete** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/72b13c4c-df13-422d-9861-d0e123a39295.png) for the schedule in which to delete. The **Caution** screen displays to confirm the deletion of the schedule. 3. Click **Confirm**.