Scheduling Emails and Reports
Scheduling Emails and Reports
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The Compose Schedule section allows you to configure automated email delivery at specific times and intervals. The scheduling mechanism follows the Recurrence Rule (RRule) standard, providing flexibility to define various scheduling patterns such as daily, weekly, monthly, and yearly schedules.
This allows you to select multiple hours, weekdays, months, and other recurrence options to create complex and customized schedules that meet your specific needs.
1. Enabling Recurring Schedules
1. Enabling Recurring Schedules
The "Use Recurring Schedule" checkbox allows you to enable or disable recurring email delivery:
Checked: Emails will be sent automatically based on the defined schedules.
Unchecked: Recurring email sending is disabled, and emails will not be sent on a scheduled basis.
Once enabled, you can create and manage multiple schedules by clicking the "New Recurring Schedule" button. Each schedule can be customized based on specific days, times, and recurrence patterns. You can also modify existing schedules by clicking on them or delete schedules using the trash 🗑 icon next to each entry.
2. Schedule Options (RRule Configuration)
2. Schedule Options (RRule Configuration)
This section defines when emails will be sent using the RRule standard.
"Repeat Every" Section
"Repeat Every" Section
Repeat Every: Specifies the interval at which the email schedule repeats. Enter a number ≥ 1 to define the recurrence interval.
Example:
1 → Sends an email every interval.
2 → Sends an email every other interval (e.g., every two weeks, every two months).
Frequency: Defines how often the email schedule repeats.
Hourly – Send emails every hour at a specified minute.
Daily – Send emails once a day at a fixed time.
Weekly – Select specific weekdays (e.g., every Monday and Thursday).
Monthly – Choose a specific date (e.g., the 10th of each month) or a relative day (e.g., the last Friday of the month).
Yearly – Schedule an email to be sent once a year on a particular date (e.g., January 15).
3. Frequency-Specific Settings
3. Frequency-Specific Settings
YEARLY Scheduling
YEARLY Scheduling
Specific dates within certain months (e.g., January 1st & 15th, February 1st & 15th).
Occurrences like "2nd Monday of January" (nth weekday of a month).
"By Date in Month" (yearly-on)
Month Selection: Choose one or more months.
Day Selection: Choose one or more dates (1–31).
Example: To send emails on the 1st and 15th of January and February:
Select January and February in "Month".
Select 1 and 15 in "Monthday".
"By nth Day in Month" (yearly-onthe)
Nth Occurrence Selection: Choose 1st, 2nd, 3rd, 4th, or Last.
Day Selection: Choose a day of the week.
Month Selection: Choose one or more months.
Example: To send emails on the 2nd Monday of January:
Select 2nd in "nth".
Select Monday in "day".
Select January in "Month".
MONTHLY Scheduling
MONTHLY Scheduling
"By Date in Month" (Default): Emails are sent on fixed dates (e.g., 1st, 15th).
"By nth Day in Month": Emails are sent on a specific weekday occurrence (e.g., 2nd Monday).
"By Date in Month" Options (monthly-on)
Day Selection: Select one or more dates (1–31).
Example: Send on the 1st and 15th of every month:
Select 1, 15 in "Monthday".
"By nth Day in Month" Options (monthly-onthe)
Nth Occurrence Selection: Choose 1st, 2nd, 3rd, 4th, or Last.
Day Selection: Choose a day of the week.
Example: Send on the 2nd Monday of each month:
Select 2nd in "nth".
Select Monday in "day".
WEEKLY Scheduling
WEEKLY Scheduling
Day Selection: Select specific weekdays (Sunday–Saturday). Check the Weekdays for the days emails should be sent.
Example: Send every Monday and Wednesday:
Check Monday, Wednesday.
DAILY Scheduling
DAILY Scheduling
No additional options are required.
Emails will send every X days based on the "Repeat Every" interval.
HOURLY Scheduling
HOURLY Scheduling
No additional options are required.
Emails will send every X hours based on the "Repeat Every" interval.
4. Configuring Start and End Dates
4. Configuring Start and End Dates
Starts At
Starts At
Date Selection: Choose when the email schedule should begin.
Time Selection (±30 minutes buffer): The exact send time may vary within a 30-minute window due to processing delays.
Example: If set for 7:00 AM, the email may send between 6:30 AM and 7:30 AM.
Ends
Ends
Never: The schedule continues indefinitely.
After X occurrences: Stops after a specified number of occurrences.
Example: Send 5 times, then stop.
On a Specific Date: Stops after a set date.
Example: 02/04/2030 - The schedule will continue running until February 4, 2030, and then automatically stop.
5. Excluding Specific Dates
5. Excluding Specific Dates
Allows you to skip specific dates where emails should not be sent.
How to Use: Enter dates in MM/DD format, separated by commas.
Example: If emails should not be sent on December 25 and July 4, enter:
12/25, 07/04.
6. Reviewing the Upcoming Schedule
6. Reviewing the Upcoming Schedule
Before confirming, you will see a preview of the next few scheduled send dates.
Check for accuracy before proceeding.
Click "Continue" to confirm.
7. Example Scheduling Scenarios
7. Example Scheduling Scenarios
Weekly Sales Report
Check "Use Recurring Schedule."
Set "Repeat Every" to 1 and "Frequency" to WEEKLY.
Check Monday.
Set Starts At and Ends as needed.
Monthly Invoice Reminders
Check "Use Recurring Schedule."
Set "Repeat Every" to 1 and "Frequency" to MONTHLY.
Select "By Date in Month."
Select 15 in "Monthday" (for 15th of each month).
Set Starts At and Ends as required.
Daily Backups
Check "Use Recurring Schedule."
Set "Repeat Every" to 1 and "Frequency" to DAILY.
Next Step: Saving the Task Configuration
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