How to Create a Batch Schedule – Cosmos Data Technologies

Overview

A Batch File allows you to run multiple versions of one or more reports automatically, sending each version to the correct recipient without setting up individual scheduled tasks. This article walks you through creating a Batch File, configuring its rows in the Cosmos Excel Add-In, and scheduling it as a job in Cosmos.

Creating the Batch File

To create the Batch File, you will navigate to Reports in the left-hand navigation and click + New. The New Item panel will open on the right side of the screen.

New Item panel with name and type fields — Entering a name and selecting Excel as the file type in the New Item panel

To name and save the file, you will enter a descriptive name in the Name field—for example, Sales by Salesperson Batch File—confirm that the Type is set to Excel, and then click + Create. The file will open in Excel in a new browser tab.

Configuring the Batch Sheet

Opening the Cosmos Excel Add-In

To open the task pane, you will click Task Pane in the Cosmos ribbon tab. The Cosmos Excel Add-In panel will appear on the right, displaying a Batch Reports section.

To create the required worksheet, you will look for the prompt in the task pane to create a Batch Sheet. Cosmos requires a sheet named Batch Sheet in the workbook. Accept the prompt and the sheet will be created automatically. You can remove any other default sheets you do not need.

Cosmos Excel Add-In task pane showing Batch Reports and the report list — The Batch Reports panel listing available reports after the Batch Sheet has been created

Writing Report Headers to the Batch Sheet

To add a report to the Batch Sheet, you will locate the report you want to schedule in the Reports list within the task pane—for example, Sales by Salesperson Summary.xlsx—and select the option to write it with headers. This is the recommended option when setting up a Batch Sheet for the first time. Cosmos will automatically populate a row of column headers and a starting data row in the Batch Sheet.

Batch Sheet with headers and one populated data row — The Batch Sheet after writing with headers—columns include Report Name, Report ID, Run, Recipients, Subject, Body, and filter options

The columns written to the sheet include, at minimum:

Report Name: The name of the report to run.
Report ID: A system-generated identifier—leave this value as written.
Run: Set to TRUE or FALSE to enable or disable a row without deleting it.
Recipients: The email address or addresses to receive the report. Separate multiple addresses with semicolons.
Subject: The subject line of the outgoing email.
Body: The body text of the outgoing email.
Drilldown Enabled: Set to TRUE to include drilldown functionality in the output.
Output Type: Set to Excel or PDF.
Report Option columns: Filter fields specific to the report, such as date range or salesperson code.

Filling In Recipient Rows

To configure the first report run, you will fill in the Recipients, Subject, Body, and any filter columns for the initial data row. For example, enter a recipient email address and a subject such as Weekly Salesperson Report, then set the salesperson code filter to the appropriate value for that recipient.

To add additional runs for other recipients, you will copy the completed row and paste it into the rows below, then update the Recipients column and any filter values for each person. Each row represents one version of the report that Cosmos will generate and send independently.

Batch Sheet with four rows, one per recipient — Four rows configured in the Batch Sheet—one per recipient, each with a unique email address and salesperson filter value

Making the Subject or Body Dynamic

To make the Subject or Body dynamic, you will enter a formula in those cells that references another cell in the same row—such as the salesperson code filter cell. When Cosmos processes each row, the subject line will reflect the filter value for that specific run, making each outgoing email uniquely descriptive.

Adding Additional Reports

To schedule more than one report in the same Batch File, you will add additional rows below the existing ones, using the report name and filter values for each new report. A single Batch File can contain rows for as many different reports as needed.

Checking In and Scheduling the Batch File

To save and check in the Batch File, you will close the task pane, then use the standard Check In option to make the file available for scheduling.

To create a scheduled job, you will navigate to Scheduled Jobs in the left-hand navigation and click New. In the new job form, you will enter a descriptive name, configure the desired recurrence and start time, and then select your Batch File from the file picker. You will also enter a notification email address in the Recipients field so that you are alerted when the job runs—the actual report emails will be sent to the addresses defined inside the Batch File itself. Click Save to activate the schedule.

Note: Batch File scheduling requires that all reports included in the Batch Sheet are checked in and accessible to the scheduling account.