Scheduling Reports in Cognos BI with Version 10 and 11

Save time by Scheduling Reports in Cognos BI

Do you have lots of reports that need to be run daily and you sometimes forget to run them or send them out? Think you need more time in your day? Did you know that scheduling reports in Cognos BI is a simple process that can automate sending reports and save you time? Below I will take you through the easy steps of scheduling your reports in both IBM Cognos Analytics 11 and IBM Cognos 10.

IBM Cognos Analytics 11

In IBM Cognos Analytics 11, scheduling reports is now call subscriptions. There are a number of different options to consume reports and if you want to email them you will need to have your Cognos BI administrator ensure that the email server is set up through IBM Cognos Configuration. Now that we have that set up, I will take you through the simple steps!

1.  Open the report you want to subscribe to and click on the …(more) and click subscribe.

scheduling reports in Cognos BI

2. As the subscribe menu comes up you will see a number of different options.

scheduling reports in Cognos BI

3. Choose the day or days you want the report generated or sent.

4. Choose the time of day you want the report generated or sent.

5. Chose the format of the report – you can choose more than one.

scheduling reports in Cognos BI

6. Choose the type of delivery for the report – you can choose more than one.

scheduling reports in Cognos BI

7. You have now scheduled this report to be sent, saved or printed and it will run based on the schedule you provided.

8. To see a list of scheduled reports, click on the Cognos icon at the top and then click my subscriptions.

scheduling reports in Cognos BI

9. To modify or delete – click on the down arrow next to the modified date.

scheduling reports in Cognos BI

10. In the notification area, you will be alerted to all generated reports.

scheduling reports in Cognos BI

11. You can click on the links and be taken directly to your reports or check your email or printer!

IBM Cognos 10

Much like Cognos 11, Cognos 10 has the ability to schedule reports to save you time and frustration. The steps are similar and explained below. As with Cognos 11, you will need to ensure that your Cognos administrator has your email server set up through IBM Cognos Configuration.

1. In Cognos Connection, find the report you want to schedule and click on the schedule icon located on the far right of the below picture.

scheduling reports in Cognos BI

2. Schedule menu has many different options starting with the time period and time.

scheduling reports in Cognos BI

3. Next, choose options for the schedule. Within the options you can choose the type of report to be delivered and the type of delivery.

scheduling reports in Cognos BI

4. Set any prompt values you might have in your report.

5. You can check what reports you have scheduled by clicking on the preference icon and then choose my activities and schedules.

scheduling reports in Cognos BI

6. You can find your reports in Cognos connection, your email or on the printer!

As you can see, the instructions are a little different for Cognos 11 and 10 and there are certain things not yet available in Cognos 11. However, no matter the version you own, by spending a few minutes to set up your reports on a schedule can save you lots of time in your day!

Check out THIS LINK to learn more about scheduling reports in Cognos BI.

Follow this link if you would like to read about schedule management.

To take your BI system to the next level, check out our blog on Dashboards 101 or feel free to reach out to us at Services@lodestarsolutions.com.