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Overview

Broadstripes enables you to automate report generation either once at a future date or on specified recurring schedules. You can set reports to run daily (including business days only), weekly, or monthly. Moreover, these reports can be automatically emailed to your team members. This guide will provide step-by-step instructions on scheduling status reports and search results reports in Broadstripes.

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Scheduling a Status report (admins only)

To schedule a status report, you must first navigate to the edit page for the report.
  1. Click the “Settings” dropdown menu link in the upper right-hand corner of the Broadstripes window.
  2. From the dropdown menu, select “Status reports.” This action will direct you to the page displaying the status report definitions for your project.
  3. Navigate to the specific status report you want to schedule and click on “schedule” in its respective row. (If you don’t have a report to schedule, you will need to create one first.)
  4. A pop-up box will appear with the scheduling options.
    • For a one-time report scheduled in the future, choose “one time” and enter the desired date and time for report generation.
    • To set up a recurring report, select “on a recurring schedule.” This selection will reveal a section where you can specify how often the report should run. Options include daily, weekdays only, weekly, or monthly. Additionally, provide a name for the schedule, which you’ll use for reference on the Scheduled Jobs page.
    After choosing the frequency, select the specific day(s) and time for the report to run, as outlined in the table below.

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Automatically email a scheduled status report

  1. Once the generation frequency is set, decide on the format for the generated report (PDF or XLSX).
  2. Optionally, you can have the report automatically emailed to project members or user groups upon generation. Use the dropdown menus to select the recipients who should receive the report via email whenever it runs as per the schedule.
  3. Save your selections. You can view your scheduled report job by accessing the Scheduled Jobs page in the left navigation panel.

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Scheduling a Search results report

Search results reports may be scheduled for one-time generation at a future time or recurring generation. A one-time report uses static search results set during scheduling. Recurring reports are dynamic and fetch search results at the time of report generation. Search results list reports can also be scheduled to run and be emailed to you and other users. Here’s how:
  1. Run your desired search and select the contacts you want to download.
  2. Go to the Reports dropdown menu. You may schedule a PDF report, spreadsheet report.
  3. When you select the type of report you want to generate, a pop-up box will appear with your report options.
  4. Check the “Enable schedule” checkbox at the bottom of the pop-up. Clicking Enable schedule will make scheduling options appear.
  5. Choose the desired schedule for generation.
    • For a one-time report scheduled in the future, choose “one time” and enter the desired date and time for report generation.
    • To set up a recurring report, select “on a recurring schedule.” This selection will reveal a section where you can specify how often the report should run. Options include daily, weekdays only, weekly, or monthly. Additionally, provide a name for the schedule, which you’ll use for reference on the Scheduled Jobs page.
    After choosing the frequency, select the specific day(s) and time for the report to run, as outlined in the table below.

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Automatically email a scheduled search results report

  1. You can also email the report to project members or user groups post-generation. From the dropdown menus, select the project members and/or user groups you want to receive the report. The individual users and user groups you choose will receive an email with the report attached every time the report runs on the schedule.
  2. Click the “Schedule” button to enable your scheduled report.
Reports will be available on the Reports page on the day(s) and time that you selected. You may view all your reports by going to the left navigation panel and selecting Reports.

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Editing a scheduled job

You can change the name, schedule, and (for report jobs) recipients of any scheduled job you created. Project admins can edit any job in the project.
  1. Access the Scheduled Jobs link in the left navigation panel.
  2. In the row for the job you want to change, click the (actions) button in the Name column.
  3. Select Edit from the menu. (Edit is grayed out if the job is currently running.)
  4. In the dialog that opens, update any of the following:
    • Name — the label shown on the Scheduled Jobs page.
    • Schedule — click any highlighted token in the schedule sentence to open a picker. Switch between One time and Recurring using the tabs at the top. A preview line below the sentence shows the next scheduled run (or a warning if the one-time date is in the past).
    • Recipients (shown only for report jobs that support email delivery) — project admins see pickers for individual users and user groups; non-admins see an “Email the results to myself” checkbox.
  5. Click Save to apply your changes.

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Canceling a scheduled report

To cancel a scheduled report:
  1. Access the Scheduled Jobs link located in the left navigation panel.
  2. In the row for the job you want to cancel, click the (actions) button in the Name column.
  3. Select Delete from the menu. A confirmation dialog will appear.
  4. Click Delete to confirm. The schedule is permanently removed and the report will no longer run.

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Undeliverable recipient addresses

If a recipient’s email address becomes undeliverable — because the address is misspelled, no longer exists, or is being rejected by the mail server — Broadstripes detects this and warns you on the Scheduled Jobs page. An amber warning icon appears next to the name of any scheduled report that has one or more undeliverable recipient addresses. The icon’s tooltip names the affected address or addresses (for project admins) or describes the problem in general terms (for non-admins). To see full details and take action, open the job’s edit dialog:
  1. In the Scheduled Jobs page, click the button in the row for the affected job.
  2. Select Edit.
  3. A warning alert appears inside the dialog listing the undeliverable address or addresses and guidance on what to do.

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Resolving the problem

To stop the bouncing, do one of the following in the edit dialog:
  • Correct the address: In the Recipients section, remove the affected user and re-add them with a corrected email address (after updating the address on their user account).
  • Remove the recipient: Remove the user from the recipients list entirely so they no longer receive the report by email.
  • Re-enable delivery (project admins only): If you believe the mailbox issue has been resolved — for example, the recipient’s inbox was full but has been cleared — click Re-enable delivery next to the address. Broadstripes will attempt to deliver to that address again. You can re-enable delivery up to a limited number of times per address.
Group admins can re-enable delivery past the standard retry limit when needed.

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Email notification to admins

When a report recipient’s email address first bounces, Broadstripes sends a notification email to the project’s admins describing the problem and linking to the Scheduled Jobs page. This gives admins a heads-up even before they notice the warning icon on the page.