Scheduling a presentation report

You can run presentation reports as they are needed, or you can use the page Presentation Reports > Scheduler to create jobs that define a schedule for running one or more reports. In an appliance cluster, only the primary machine can schedule a report.

Reports generated by scheduled jobs are distributed to one or more recipients via email. As you create scheduled jobs, consider whether your email server will be able to handle the size and quantity of the attached report files.

The completed reports are also added to the page Presentation Reports > Review Reports (see Reviewing scheduled presentation reports).

You can access the Scheduler in one of the following ways:

• Click Scheduler at the top of the Presentation Reports page (above the Report Catalog).
• When editing a report filter, choose Save and schedule in the Save tab, and then click Finish (see Defining the report filter).
• Click the job name link on the Job Queue page to edit a job.
• Click Add Job on the Job Queue page to create a new job.

The Scheduler page contains several tabs for selecting the reports to run and the schedule for running them. For detailed instructions on completing each tab, see:

• Setting the schedule
• Selecting reports to schedule
• Setting the date range
• Selecting output options

After creating jobs, use the Job Queue to review job status and find other helpful information (see Viewing the scheduled jobs list).

When a scheduled presentation report has run, the report file is sent to recipients as an email attachment. The name of the attachment is the report name. For example, for a report with an output format of PDF, an attachment file may be named Email Hybrid Service Messages.pdf.

Scheduled reports are also automatically saved to a report output directory on the email management server (C:\Program Files (x86)\Websense\Email Security\ESG Manager\tomcat\temp\report\output, by default). The name of the attachment sent via email does not match the name of the file stored in the output directory. The best way to find a specific report is to use the Review Reports page, which can be searched by date or job name, as well as report name.

Reports are automatically deleted from the Review Reports page and the report output directory after the period specified on the page Settings > Reporting > Preferences (5 days, by default). to retain the reports for a longer time, include them in your backup routine or save them in a location that permits long-term storage.

An alert is displayed on the Review Reports page for a period of time before the report is deleted (3 days, by default). Use the page Settings > Reporting > Preferences to change this warning period.

Depending on the number of reports you generate daily, report files can occupy considerable amounts of disk space. Be sure adequate disk space is available on the email management server. If the report output directory grows too large before the files are automatically deleted, you can delete the files manually.

Forcepoint software generates the report in the format you choose: XLS (Microsoft Excel), PDF (Adobe Reader), or HTML. If you choose HTML format, the report may display in the Email module content pane. Reports displayed in the content pane cannot be printed or saved to a file. To print or save a report to file, choose the PDF or XLS output format.