Scheduled reports

A schedule delivers an export on a regular basis: hourly, daily, weekly, monthly or yearly. Reports are generated on our servers, so nobody has to keep a browser open.

Your data on our servers

Reports delivered as a download link, through the API, or by webhook are kept on our servers until the link expires, so they can be downloaded. Reports delivered by email or SFTP are not stored. See Data security and privacy.

Creating a schedule

Open the schedule dialog with Schedule in the export editor, or with Edit schedule in the dashboard. Each export has one schedule.

You can schedule only the exports you own. To schedule someone else’s public export, Duplicate it and schedule your copy. Your Jira admin can also restrict who can schedule.

You can also ask the Rovo agent to set it up: “send this export to my team every Monday at 8 as Excel”.

Options

• Format: CSV, Excel XLSX or JSON.
• File name: a template for the file name, using {name} and {date} with a date format of your choice, for example {name}_{date:YYYYMMDD}. The dialog shows the next file’s name. The date is in the schedule’s time zone.
• Repeat: hourly, daily, weekly (on chosen days), monthly or yearly, every one or more periods.
• Time: the hour and the time zone to run in.
• Run as: whose Jira permissions the report is generated with. See Execution permissions.
• Delivery: Email, Download, SFTP, Webhook or API. The dialog also shows the region where the report is processed.

The footer shows when the schedule runs next. Create saves it; for an existing schedule, saving keeps the dialog open, so you can test a change straight away with Run now, which runs the schedule once and shows its progress until it finishes.

The ⋯ menu at the top of the dialog holds Pause and Resume, the execution log, and Delete.

Delivery methods

Email attachmentThe report attached to an email, to Jira users and any other addresses.

Download linkAn email with a link to download the report, valid for up to 30 days.

SFTP uploadUploaded to your server, with a password or an SSH key.

WebhookPOSTed to your URL, with your own headers.

APIFetched by your own scripts or pipeline.

Limits

How much a scheduled report can contain depends on its format:

Format	Limit
CSV, Excel (XLSX)	No limit on the number of work items. Generating the report stops after 30 minutes.
JSON	Up to 100,000 work items.
Any format with Export each comment in separate column selected	Up to 100,000 work items.
SQL reports	Up to 20,000 work items read, and 1,000,000 rows in the result.

The 30 minutes covers fetching work items from Jira and building the file. Delivering the report (email, upload, webhook) happens after that and isn’t counted.

If a report reaches its limit, the work items collected so far are still delivered, but the report is incomplete. The schedule’s Execution log marks that run as Incomplete and gives the reason.

To get the rest of the data, narrow the JQL query, or split the report into several schedules (for example, by project or by date range).

Delivery has its own size limits. See Email attachment for the 25MB attachment limit.

Pausing a schedule

Pause a schedule from the ⋯ menu in the schedule dialog, and resume it from the same menu.

A schedule is also paused automatically after 5 failures in a row. The dashboard keeps it highlighted until you resume it. The schedule’s owner is emailed when a run fails, so they can fix the cause first.

Execution permissions

By default, a scheduled report is generated with the Jira permissions of the export’s owner, so it contains only work items they can see. The dialog names whose permissions it uses.

An admin can allow reports to be generated with the app’s permissions instead, which use the Jira role atlassian-addons-project-access. To check what that role can see, go to Jira settings → Work items → Permission schemes, and open the scheme. It needs at least the Browse Projects permission.

App permissions

The app’s permissions may be wider than the owner’s, so the report may contain work items the owner cannot see in Jira.

To generate a report with the app’s permissions:

1. In App settings → Permissions, a Jira admin turns on Allow generation of scheduled exports using add-on permissions.

   

2. In the schedule dialog, under Run as, select Use the app’s permissions.