Scheduled Reports

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Zecurit’s Scheduled Reports feature allows you to automatically generate and deliver multiple pre-built reports to specific email recipients. This is ideal for routine reporting, audit preparation, license usage tracking and keeping stakeholders informed without manual effort.

This guide will walk you through creating a new scheduled report, explain the available configuration options, and provide best practices for using this feature.

Key Capabilities

  • Schedule one or more reports to run on a recurring basis
  • Customize delivery frequency: daily, weekly, or monthly
  • Choose output format: PDF, XLSX, or CSV
  • Apply data protection settings (mask/remove personal data)
  • Send reports securely to specified email recipients

How to Create a Scheduled Report

Navigate to:

Reports → Scheduled Reports → New Schedule Report

You’ll see a configuration form with two main sections: Scheduler Details and Report Details.

1. Scheduler Details

This section controls the schedule and how your report will be delivered.

  • Scheduler Name: Give your schedule a clear name, like “Weekly Security Audit,” to easily identify it later.
  • Start Date: Pick the date for your first report generation.
  • Time Zone: Select your preferred time zone for the report’s execution.
  • Frequency: Decide how often the report should run: Daily, Weekly, or Monthly.
    • Daily Options:
      • Repeat: Choose “Everyday” or “Alternate Days.”
    • Weekly Options:
      • Repeat On: Select one or more weekdays (e.g., Mon, Wed, Fri).
    • Monthly Options:
      • Repeat In: Choose specific months (e.g., Jan, Apr, Dec).
      • Perform: Decide between a “Day” (e.g., 15th of the month) or a “Week” occurrence pattern (e.g., 1st Sunday, 2nd Monday).
    These options allow for highly customized scheduling patterns that can align perfectly with your internal reporting calendar.

2. Report Details

This section lets you pick which reports to include and their format.

  • Select Reports: Choose one or more pre-built reports from any category, such as Security Reports or License Reports.
  • Report File Type: Select the output format: PDF, XLSX, or CSV.
  • Password Protection: Enable this for extra privacy and compliance, especially when handling personal data.
    • Personal Data: Include all data as-is.
    • Retain: Keep identifiers like usernames but redact sensitive fields.
    • Mask: Obfuscate fields such as email addresses or usernames.
    • Remove: Strip personal data completely from the report.
    For compliance reasons (e.g., GDPR, HIPAA), you might want to mask or remove sensitive data before sharing.
  • Email Address: Enter one or more recipient email addresses, separated by commas, who will receive the report file.

Report Delivery via Email

Scheduled reports are delivered via email to specified recipients.

  • Small Reports (<10 MB): Sent directly as attachments (PDF, XLSX, or CSV).
  • Large Reports (>10 MB): Delivered as a secure download link.
  • Delivery Time: Reports are sent based on the configured time zone and schedule.

Ensure recipient email addresses are valid and not blocked by spam filters or attachment size limits.

Cleanup Policy

To manage storage and security, Zecurit automatically cleans up generated report files:

  • The default retention period is 7 days from the generation date.
  • Reports with download links are automatically deleted after this expiry.
  • Currently, report cleanup is managed internally. Make sure to download and store important reports promptly.

Once expired, reports cannot be retrieved from the system.

Access & Permissions

Access to Scheduled Report creation and management is role-based:

  • Only users with report privileges (e.g., Admins, Report Managers) can create, edit, or delete schedules.
  • Email recipients do not need Zecurit accounts to receive reports.

This ensures flexibility while maintaining access control within the portal.

Best Practices

  • Use separate schedules for security and compliance teams to ensure each team receives only relevant reports.
  • Choose XLSX or CSV if you plan to import report data into BI tools or spreadsheets for further analysis.
  • Mask or remove personal data for audit recipients outside of your IT department to protect sensitive information.
  • Name schedules clearly for easy tracking, for example, “Monthly License Review – Finance.”
  • Regularly review and clean up old or unused schedules to prevent redundant emails and maintain an organized system.

Managing Scheduled Reports

On the Scheduled Reports list page, you can:

  • View all active and past schedules.
  • Edit or update report frequency, recipient emails, or file type.
  • Pause or delete unused schedules.
  • Track the last run time and next scheduled run for each report.

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