Skip to main content

Scheduled Report Exports

The built-in reports on your site can run on a recurring schedule and deliver results by email, instead of requiring a Site Administrator to run them by hand each time. A Scheduled Report Export generates a CSV and emails it to a recipient on your site on the cadence you set.

Use scheduled exports when you need periodic data without relying on someone to remember to run the report. Common patterns include weekly access reviews, monthly sharing audits, and automated delivery to a compliance inbox.

Scheduled exports are available to Site Administrators only. Read-only Administrators can run manual reports but cannot create, edit, or delete scheduled exports.

Creating a Scheduled Export

When creating a scheduled export, choose the report type, the recipient, and the schedule.

Four report types are available:

  • Share Links exports all Share Links on the site, including access, registration, and sharing activity.
  • Permissions exports all user access across the site. Choose Group by user to see every path a given user can access, or Group by path to see every user who can access a given path.
  • Group Membership exports Group membership details, including which users belong to which groups and who holds Group Admin status.
  • Folder Size exports storage utilization broken down by folder. Set a root Path, a Max Folder Depth, and choose between reporting only folders above a size threshold or all nested folders.

Login History is not available as a scheduled export. It runs through a separate export path and is only available as a manual download.

The recipient is any Site Administrator on your site, and defaults to the administrator who creates the export. When the export runs, Files.com emails the generated CSV to that recipient.

Setting the Export Schedule

A scheduled export runs on a recurring interval: daily, weekly, monthly, quarterly, or yearly. Weekly, monthly, quarterly, and yearly exports need at least one day inside the interval and allow several, so a monthly access review can run on both the 1st and the 15th from a single export. A day the period does not contain is skipped rather than moved, so day 31 produces no export in February, April, June, September, or November. An interval can instead run at the end of the period. No day numbers are needed and it runs once, on its last day.

An export can instead run on a custom schedule of specific days of the week. Either way, the schedule specifies the times of day, a time zone, and an optional Holiday Region.

A scheduled export can be disabled, which pauses delivery without deleting the configuration.

The Holiday Region list includes Files.com's built-in regions and any Holiday Calendars created on your site.

An export can also run on a Schedule, which holds one cadence on your site and hands it to everything pointed at it. Choose Saved Schedule and pick it by name, and the export's own days, times, time zone, and Holiday Region give way to the Schedule's. Use it when a compliance export is due alongside the workflows it reports on, so the export moves with them whenever that timing changes.

Managing Scheduled Exports

The Scheduled Reports table lists every scheduled export on your site. Each row shows the name, report type, report options, recipient, schedule, status, the time it last ran, and the created and updated timestamps. Filter the table by status or report type to narrow the list.

Selecting an entry opens the create form with the existing values loaded, where you can adjust any setting and save. Deleting an entry removes it permanently. There is no separate detail page.