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Enable a Schedule for your Saved Search

Enable a Schedule for your Saved Search

Owned by Rebecca David
Last updated: Jan 16, 2025
3 min read

How to Schedule a Saved Search

Saved searches can be distributed in real-time on a schedule. 

  1. Firstly, create your search (refer here for how to create a search).

  2. Save your search (refer here for how to save a search).

  3. Go to your saved search.

  4. Click on the arrow next to your saved search.

  5. Click on Edit Favourites. 

  1. Click on the Schedule tab.

  2. Ensure the checkbox is ticked for Enabled.

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  1. Select the Frequency - Once, Daily, Weekly or Monthly.

  2. Choose your Start Date - this is the first date your report will be sent our.

If you choose “todays” date and in the next step choose an earlier time than the “current time” your report will commence on the next day. e.g today is 14/01/2025 9.45am if I set for 14/01/2025 8.00am then it will be sent on 15/01/2025.

  1. End Date - Run Forever, Run Until Date (report will not be sent after this date), enter the number of Times you want the report sent (e.g. 10 - report will not be sent after the 10th time).

  2. Click on the 3 dots to drill down through your contacts list to choose who you want Distribute To then click OK.

  1. Choose what form you want to Distribute Via. 

  1. Configure how you want to notify users when the Report is sent out.

  • Default - Email plus an attachment

  • E - Email with a link

  • E + Attach - Email plus an attachment

  1. Click Save.

Scheduled Search Reports with No Results

If the schedule search yields no results:

  • No Report for Empty Results:

    • If a scheduled search in Global Search or Publication Space returns 0 results, no report will be sent.

  • Audit Logging for Transparency:

    • When no report is generated, a log entry is added to the history of the scheduled search with the message:

      • "No report generated as there were no results at the time."

What the Recipient Receives

  1. The email is sent to your registered email address.  (below is the email if you have elected to have a Preview Email for your notifications).

  2. Click on Open in RIB CX to view the form in CX. 

  3. Otherwise you can download the excel spreadsheet that is attached to the email.

  1. This is the excel file. 

View the Schedule History 

To view the execution history of saved searches that run on a schedule, navigate to the Schedule tab of a saved search.

Click on Schedule History.

This report will display a list of all the times this schedule ran and record all forms that were created as part of running the schedule.