Scheduling a report

A report you check every week or month can go out on its own: Illizeo recalculates it at the set time and deposits it on your SFTP server or makes it available to your tools through the API. This article explains how to schedule a delivery and follow it.

Before you start #

• Scheduling requires the “Export — Run (CSV/PDF/PPTX)” permission at the Execute level. Only the person who created a custom report can schedule it.
• To deposit on the company server, it must be configured in Settings › Manage Illizeo › SFTP server.

What can be scheduled #

• Your custom reports: from the report page, Schedule button.
• Three Flex Office system reports: Occupancy by site, On-site presence per employee, Meals and parking per day. From the report page, Schedule an SFTP deposit button.

Scheduling a delivery is an export: it requires the “Export — Run (CSV/PDF/PPTX)” permission at the Execute level.

Creating a schedule #

The “Schedules” window lists the deliveries already planned for the report, then offers a New schedule:

1. Frequency: Daily, Weekly (with the day of the week) or Monthly (with the day of the month).
2. Hour (0-23): your workspace’s time, in the company’s time zone.
3. Format: XLSX, CSV or PDF.
4. Delivery channel: SFTP deposit or Pickup via API (30 days) (see below).
5. Active on creation: untick the box to prepare a schedule without starting it.
6. Click Add schedule.

Each schedule is then shown in plain words, for example “Every Monday at 06:00 (Europe/Zurich) · XLSX · SFTP”, with the date of the last delivery. The Toggle and Delete buttons manage it.

Channels #

SFTP deposit #

The file is deposited on an SFTP server:

• Company SFTP server: the one your administrator configured in Settings › Manage Illizeo › SFTP server. This is the simplest choice: nothing to re-enter.
• Another server, for this schedule only: enter the host, port, user, password or a private key, and the remote path. Test connection checks access before saving. Credentials are encrypted at rest and never shown again.

If the server changes its key. Illizeo records the server’s fingerprint on the first deposit. If the server presents another key, nothing is sent: the schedule shows the recorded fingerprint and the presented one. Have your IT team confirm the new fingerprint, then click Accept the new fingerprint. For the company server, this is done in Settings › Manage Illizeo › SFTP server.

Pickup via API (30 days) #

The file is produced at the set time and kept for 30 days by Illizeo. A third-party system picks it up with an API token holding the “Scheduled exports” scope, created in Settings › Manage Illizeo › API Tokens:

• GET /v1/exports lists the available files;
• GET /v1/exports/{id}/download downloads a file.

This channel is offered for custom reports, when scheduled exports are part of your subscription.

What the file contains #

• A custom report is recalculated at each delivery, with the date or period saved in the report.
• A Flex Office system report covers the period before the delivery: the previous day for a daily delivery, the last 7 days for a weekly delivery, the previous month for a monthly delivery.
• In both cases, the calculation uses the current permissions of the person who created the schedule: their population and the information they can read. If their permissions change, the content of the following deliveries changes with them.

Frequently asked questions #

My schedule shows “Suspended — module not activated”. #

The report’s module is no longer enabled: deliveries resume when it is enabled again.

I cannot see the “Schedule” button. #

It requires the “Export — Run (CSV/PDF/PPTX)” permission at the Execute level.

“Connection failed.” #

Check the host, port, user and password or key, and that your server accepts connections from Illizeo.