Concur Reports - How to Schedule a Report

This quick reference guide demonstrates how to schedule reports to run and be delivered via email. Reporting access is granted via a Concur seat license or through the BI Manager Role. The BI Manager can assign two additional reporting delegates in their Concur Profile on the Expense Delegates page.

Gwen Hall-DiFabio
39 steps
3 minutes

SAP Concur

Copying the Report to My Content Folder

To schedule a report, you must first copy the report into your specific content folder. This allows you to determine the schedule parameters without impacting the needs of other business units.

From the Concur home page, use the left navigation to select the **Reporting** icon. Click on **Reporting** to open the menu.

In the **Reporting** menu, select **Intelligence - BI Manager.**

From the **SAP Concur Reporting** home page, select the **Content** folder.

On the **Team Content** page, select **Duke University** to find reports used at Duke.

In the **Duke University** content folder, select **Consultative Intelligence**.

Find the desired report and hover over it with your mouse. Select the **ellipsis (...)** that becomes available when you hover over it to open the **Action Menu.**

In the **Action Menu**, select **Copy to.**

In the pop-up box that displays, select **My content.**

With the **My content** page selected, click **Copy.** A message confirming the copy will appear quickly in the upper right corner of the screen.

Creating a Schedule

Now that you have a copy of the desired report on your My content page, you can create a schedule for the report. You can create the schedule immediately after copying the report, or you can exit reporting and return via the instructions above at a later time.

From the **Consultative Intelligence** home page, select **My content.**

Find the desired report and hover over it with your mouse. Select the **ellipsis (...)** that becomes available when you hover over it to open the **Action Menu.**

In the **Action Menu,** select **Properties.**

On the **Properties** page, select **Schedule.**

On the **Schedule** tab, select **Create Schedule.**

Schedule the report based on your needs. The **Frequency** selection criteria are dynamic. - With a daily schedule, you will determine how often the report repeats. - With a weekly schedule, you will determine when the report repeats, and the day of the week it runs. - With a monthly schedule, you will determine when the report repeats and the day of the month it runs. - With a yearly schedule, will determine which months it runs, if it is scheduled by day of the week each month or by a day of the month, and then the specific week/day. - The "By Trigger" frequency is not available.

For **Period,** indicate when you want to start and end the report schedule. The start date defaults to the current date. The end date defaults to **No End Date.** Uncheck the box to enter a specific end date.

With the schedule set, go to **Options.**

From **Options,** select the desired report format.

You can choose to distribute the report by: - Emailing the report at the scheduled frequency to those email addresses included in your selection criteria. - Running the report and saving it in the reporting platform. This method does not allow for distribution. Best practice is to distribute the report via email to you or others who may need the information in your unit. The instructions below are for distribution by email.

In **Delivery,** select **Send report by email.**

With **Send report by email** checked, select the **Edit details** link that appears.

In the **To** and **CC/BCC** fields, enter the email addresses of those you want to receive the report. You can enter multiple email addresses. You do not need to remove the default that displays, and the search functionality that may display is not functional. You will need to enter all necessary email addresses manually.

Complete the necessary information in the **Subject** and **Message** fields. This will serve as text in the email associated with the report.

Select the **Attach report output** toggle button to ensure the report is attached to the email message.

The **Attach report output** toggle button displays as green when active.

Select **Prompts** to set report-specific selection criteria.

You are not required to select Prompts to set the selection criteria. If you do not set criteria, the report will default to all data based on your organizational access.

From the **Prompts** tab, select **Set values.**

**Optional Prompt** information displays. This information can vary based on the report.

Enter your desired prompts. As a reminder, enter information in the **Search**. Data that is returned displays in **Results**. Select **Insert** to move the data to the right **Choice** box to include it as a prompt for the report.

After entering all prompts, select **Finish** at the bottom of the page.

With the schedule, options, and prompts (if entered) set, select **Save.** The schedule for the report is now set and will be distributed based on the criteria you selected.

Editing a Report Schedule

Find the desired report and hover over it with your mouse. Select the **ellipsis (...)** that becomes available when you hover over it to open the **Action Menu.**

In the **Action Menu,** select **Properties.**

On the **Properties** page, select **Schedule.**

Notice that **Enable** is toggled to green, indicating a schedule is in effect for this report. Select **Edit** to make any necessary changes following the same steps outlined above.

Saving and Accessing a Saved Scheduled Report

If you would prefer to save the schedule report (versus the recommended email distribution), in **Options,** select **Save Report** and save this selection.

To access the report that runs and is saved based on your schedule, on **My content,** find the desired report and hover over it with your mouse. Select the **ellipsis (...)** that becomes available when you hover over it to open the **Action Menu.**

In the **Action Menu,** select **View Versions.**

A vertical window pops up on the right side of the screen that displays the report history. Select the hyperlink associated with the date of the report you want to view.

Select the icon to download the report based on the format selected when creating the schedule.

Concur Reports - How to Schedule a Report

Gwen Hall-DiFabio
39 steps
3 minutes

SAP Concur

Copying the Report to My Content Folder

To schedule a report, you must first copy the report into your specific content folder. This allows you to determine the schedule parameters without impacting the needs of other business units.

From the Concur home page, use the left navigation to select the **Reporting** icon. Click on **Reporting** to open the menu.

In the **Reporting** menu, select **Intelligence - BI Manager.**

From the **SAP Concur Reporting** home page, select the **Content** folder.

On the **Team Content** page, select **Duke University** to find reports used at Duke.

In the **Duke University** content folder, select **Consultative Intelligence**.

Find the desired report and hover over it with your mouse. Select the **ellipsis (...)** that becomes available when you hover over it to open the **Action Menu.**

In the **Action Menu**, select **Copy to.**

In the pop-up box that displays, select **My content.**

With the **My content** page selected, click **Copy.** A message confirming the copy will appear quickly in the upper right corner of the screen.

Creating a Schedule

From the **Consultative Intelligence** home page, select **My content.**

Find the desired report and hover over it with your mouse. Select the **ellipsis (...)** that becomes available when you hover over it to open the **Action Menu.**

In the **Action Menu,** select **Properties.**

On the **Properties** page, select **Schedule.**

On the **Schedule** tab, select **Create Schedule.**

With the schedule set, go to **Options.**

From **Options,** select the desired report format.

In **Delivery,** select **Send report by email.**

With **Send report by email** checked, select the **Edit details** link that appears.

Complete the necessary information in the **Subject** and **Message** fields. This will serve as text in the email associated with the report.

Select the **Attach report output** toggle button to ensure the report is attached to the email message.

The **Attach report output** toggle button displays as green when active.

Select **Prompts** to set report-specific selection criteria.

You are not required to select Prompts to set the selection criteria. If you do not set criteria, the report will default to all data based on your organizational access.

From the **Prompts** tab, select **Set values.**

**Optional Prompt** information displays. This information can vary based on the report.

After entering all prompts, select **Finish** at the bottom of the page.

With the schedule, options, and prompts (if entered) set, select **Save.** The schedule for the report is now set and will be distributed based on the criteria you selected.

Editing a Report Schedule

Find the desired report and hover over it with your mouse. Select the **ellipsis (...)** that becomes available when you hover over it to open the **Action Menu.**

In the **Action Menu,** select **Properties.**

On the **Properties** page, select **Schedule.**

Notice that **Enable** is toggled to green, indicating a schedule is in effect for this report. Select **Edit** to make any necessary changes following the same steps outlined above.

Saving and Accessing a Saved Scheduled Report

If you would prefer to save the schedule report (versus the recommended email distribution), in **Options,** select **Save Report** and save this selection.

In the **Action Menu,** select **View Versions.**

A vertical window pops up on the right side of the screen that displays the report history. Select the hyperlink associated with the date of the report you want to view.

Select the icon to download the report based on the format selected when creating the schedule.