Automatically Schedule Emailed Reports

Schedule a saved report to be emailed to select recipients at recurring intervals.  This feature requires that you have saved reports in your AppFolio database. 

Notes: 

  • There is a short list of reports that cannot be scheduled due to their format.  

  • Only a user with the president role and you can view, edit or delete the scheduled reports you have created. 

  • All recipients will receive the report exactly how you have customized and saved it, it will not be filtered differently for each recipient.  This is especially important to remember if the report contains sensitive information. It is recommended to send it using the Owner Packet function if you need to send a report filtered specifically for each recipient.  

In This Article:


Schedule a Report 

You can schedule a report to automatically be emailed from the Reporting tab, or from a report by selectingActions > Schedule at the top of the report.  The instructions below show how to schedule a report from the Reporting tab.
  1. Click Reporting and select Scheduled Reports.
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  2. You will land on the Scheduled Reports page.  In the Tasks menu on the right click New Scheduled Report.

  3. Give the scheduled email a name (for internal user only), select the report you wish to email (this must be a saved report) and select the format to send it in (PDF or CSV).  You can only select one report per scheduled email.
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  4. Under Email Options, select or enter recipientsemail addresses (can be anyone outside of AppFolio as well), a BCC email address (optional), an emailSubject and Message body.

    • All recipients will receive the report exactly how you have customized and saved it. It will not be filtered differently for each recipient.  This is important to remember if the report contains sensitive information.
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  5. Under Schedule, set a Start Date and a Frequency.  Note the text under the Frequency menu, as this tells you the details of when the report will send.

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    • If you select the Daily frequency and a start date of today, the report will first send tomorrow.

    • If you select the weekly or monthly frequency, the day you selected will be the day the report sends every week or month.  

    • If you select the last day of the month, the report will always send on the last day of the month, no matter how many days of the month.

  6. Click Save when done.  To get back to the list of your scheduled reports, click Back to scheduled reports at the top of the page.
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Delete a Scheduled Report

Delete a scheduled report if it does not need to be sent anymore.

  1. Click Reporting and select Scheduled Reports.
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  2. Click the report that you wish to delete. 

  3. In the Tasks menu on the right click Delete Scheduled Report.
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  4. A confirmation window will display. Select Delete to continue.
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FAQs

What time of day does the report send?

The report will send at 3:30am PST, so all time zones would receive the report on the same day in the morning before the work day.

Who is the report email sent from?

The email shows as delivered from your management company atdonotreply@appfolio.com.  If a recipient responds to the email, the reply-to address is whatever email address the sender specified under their Email Settings (found under My Settings).   

What does the report email contain?

The email contains the message you entered when scheduling the report, the sending user's default email signature (if any) and the company logo.  The report itself is attached as a PDF or CSV file, whatever was selected when it was originally scheduled.

Can recipients respond to the report email?

Yes.  Replies are delivered to the reply-to email address specified in the user's Email Settings (found under My Settings).

Each time a recipient gets the report from a scheduled email, it's has the same dates and data as the last report, which is incorrect.  How do I fix this?

When you save a report, you have the option to lock in a specific date range.  If you saved a report with a From and To date and selected to lock the date range, the recipient will see that date range on every report they receive.  If you saved a report with a From and To date and did not select to lock the date range, it will be up to the recipient to re-filter the report when they receive it.  

For Scheduled Reports, it's recommended to customize and save the report with a relative date range, such as "Last 7 Days" or "Last Month" and lock in that date range.  This way, the recipient will get the report with relevant, up-to-date information each time.

Are there any reports I cannot schedule?

You cannot schedule the following reports:

  • Owner Statement (original & Enhanced version) - Use the Send Owner Packetfunction instead.

  • Check Register Detail - Use the Check Register Detail (Enhanced) report instead.

  • Budget Detail -This report will be available soon when it is converted to an updated format.

  • Financial Diagnostic - The Financial Diagnostics report has been converted to a page in your database which you can print (Accounting > Diagnostics).

  • Journal Entry Register 

  • Expense Distribution

  • Tenant Unpaid Charges - Use the Tenant Unpaid Charges Summary or Delinquency reports instead.