SAP Crystal Server: Step-by-Step Guide - Schedule Reports
Automated report scheduling with SAP Crystal Server allows efficient report distribution while minimizing repetitive database access. Schedule reports to run at specific times, view instances, and email outputs in various formats to enhance business decision-making. Download the DocumentPUBLIC
Step-by-Step Guide:
Schedule Reports
With SAP Crystal Reports and SAP Crystal Server
SAP Crystal Solutions
SAP Crystal Reports and SAP Crystal Server
Step-by-Step Guide:
Schedule Reports
With SAP Crystal Reports and SAP Crystal Server
SAP Crystal Solutions
SAP Crystal Reports and SAP Crystal Server
© 2025 SAP SE or an SAP affiliate company. All rights reserved. See Legal Notice on www.sap.com/legal-notice for use terms, disclaimers, disclosures, or restrictions related to this material. 2 / 4
Schedule Reports
Automated report scheduling allows you to run standard reports on a flexible schedule. This permits efficient
report distribution while minimizing repetitive “hits” against your data sources and databases.
For example, you might schedule a report to run daily at 2 a.m., which can then be viewed by potentially
hundreds of viewers who come in at 8 a.m. Hundreds of viewers can make business decisions with only one
access to the database!
The sample report ‘World Sales Report’ has been used as an example in this guide. You can download this
report along with a sample database, from https://crystal-reports-downloads.s3.amazonaws.com/SAP-
Crystal-Reports-sample-reports.zip
1. Click Folders at the top of the screen to change to Folder View.
2. Navigate to the Report Samples à Demonstration folder.
3. Click the ellipses in the far-right column of the World Sales Report and select Schedule from the
context menu.
4. The schedule window will appear, with the Schedule Panel appearing at the left.
5. Click Recurrence. Click the Run report dropdown list.
6. Notice the variety of recurrence intervals. Select various options to explore.
7. After exploring, select the Once recurrence. Notice that the current date and time of day (in the demo
server’s time zone) will appear. Click the Schedule button in the lower right.
Whenever you schedule a report, an instance of that report will be kept in SAP Crystal Server history.
For example, if you schedule a report to run every six hours, four report instances will be retained for each
day, plus a “recurring” instance that contains the scheduling information for the report.
1. Click the ellipses in the far-right column of the World Sales Report and select History from the
context menu.
2. The report’s history list will appear. As you wait, you may notice the instance’s status change (you may
click at the upper right of the history list to refresh the instance status manually).
3. When the report is finished running, Success will appear in the Status column. Click the date and time
under the Instance Time column, or the word Success, to view the report instance.
4. Note that all the drill down and group tree interactivity that was demonstrated in the View Interactive
Reports section is available in a report instance. Experiment with drilling down and using the group tree.
5. When finished, click the small down-arrow to the right of the BI Launch Pad at the top center of the
screen. Click the small x to close the report.
Schedule Reports
Automated report scheduling allows you to run standard reports on a flexible schedule. This permits efficient
report distribution while minimizing repetitive “hits” against your data sources and databases.
For example, you might schedule a report to run daily at 2 a.m., which can then be viewed by potentially
hundreds of viewers who come in at 8 a.m. Hundreds of viewers can make business decisions with only one
access to the database!
The sample report ‘World Sales Report’ has been used as an example in this guide. You can download this
report along with a sample database, from https://crystal-reports-downloads.s3.amazonaws.com/SAP-
Crystal-Reports-sample-reports.zip
1. Click Folders at the top of the screen to change to Folder View.
2. Navigate to the Report Samples à Demonstration folder.
3. Click the ellipses in the far-right column of the World Sales Report and select Schedule from the
context menu.
4. The schedule window will appear, with the Schedule Panel appearing at the left.
5. Click Recurrence. Click the Run report dropdown list.
6. Notice the variety of recurrence intervals. Select various options to explore.
7. After exploring, select the Once recurrence. Notice that the current date and time of day (in the demo
server’s time zone) will appear. Click the Schedule button in the lower right.
Whenever you schedule a report, an instance of that report will be kept in SAP Crystal Server history.
For example, if you schedule a report to run every six hours, four report instances will be retained for each
day, plus a “recurring” instance that contains the scheduling information for the report.
1. Click the ellipses in the far-right column of the World Sales Report and select History from the
context menu.
2. The report’s history list will appear. As you wait, you may notice the instance’s status change (you may
click at the upper right of the history list to refresh the instance status manually).
3. When the report is finished running, Success will appear in the Status column. Click the date and time
under the Instance Time column, or the word Success, to view the report instance.
4. Note that all the drill down and group tree interactivity that was demonstrated in the View Interactive
Reports section is available in a report instance. Experiment with drilling down and using the group tree.
5. When finished, click the small down-arrow to the right of the BI Launch Pad at the top center of the
screen. Click the small x to close the report.
© 2025 SAP SE or an SAP affiliate company. All rights reserved. See Legal Notice on www.sap.com/legal-notice for use terms, disclaimers, disclosures, or restrictions related to this material. 3 / 4
6. Schedule the World Sales Report several more times.
7. Experiment with different recurrence intervals.
8. Explore other options in the schedule pane (note that some destination options will not work properly
because of limitations in the demo server’s configuration).
9. Click the ellipses in the far-right column of the World Sales Report and select History from the
context menu. Notice the various instances that resulted from your schedule options.
10. Click the ellipses in the far-right column of the World Sales Report and select View Latest Instance
from the context menu. Notice the latest report instance will display. Close the report instance from the
BI Launch Pad report list as before.
E-Mail Reports on a Schedule
While viewing scheduled report instances (demonstrated in the Schedule Reports section) is invaluable for
sharing interactive report content, you may also wish to e-mail report output to others who are not able to log
in to Crystal Server directly.
This rich SAP Crystal Server capability permits wide distribution of content, in a variety of file formats, to
anyone with an e-mail program.
1. Navigate to the Report Samples à Demonstration folder.
2. Click the ellipses in the far-right column of the Order Processing Efficiency Dashboard and select
Schedule from the context menu.
3. Select Recurrence in the schedule panel. Note the default Now recurrence. Leave this default as-is to run
the report one time immediately.
4. Select Formats in the schedule panel. Examine the dropdown list of available file formats.
5. Select PDF. Note the ability to select a range of pages, or all pages in the report.
6. Schedule the World Sales Report several more times.
7. Experiment with different recurrence intervals.
8. Explore other options in the schedule pane (note that some destination options will not work properly
because of limitations in the demo server’s configuration).
9. Click the ellipses in the far-right column of the World Sales Report and select History from the
context menu. Notice the various instances that resulted from your schedule options.
10. Click the ellipses in the far-right column of the World Sales Report and select View Latest Instance
from the context menu. Notice the latest report instance will display. Close the report instance from the
BI Launch Pad report list as before.
E-Mail Reports on a Schedule
While viewing scheduled report instances (demonstrated in the Schedule Reports section) is invaluable for
sharing interactive report content, you may also wish to e-mail report output to others who are not able to log
in to Crystal Server directly.
This rich SAP Crystal Server capability permits wide distribution of content, in a variety of file formats, to
anyone with an e-mail program.
1. Navigate to the Report Samples à Demonstration folder.
2. Click the ellipses in the far-right column of the Order Processing Efficiency Dashboard and select
Schedule from the context menu.
3. Select Recurrence in the schedule panel. Note the default Now recurrence. Leave this default as-is to run
the report one time immediately.
4. Select Formats in the schedule panel. Examine the dropdown list of available file formats.
5. Select PDF. Note the ability to select a range of pages, or all pages in the report.
© 2025 SAP SE or an SAP affiliate company. All rights reserved. See Legal Notice on www.sap.com/legal-notice for use terms, disclaimers, disclosures, or restrictions related to this material. 4 / 4
6. Select Destinations in the schedule panel. Examine the dropdown list of available destinations.
7. Select E-mail.
You will find more information related to SAP Crystal Reports and SAP Crystal Server
here: https://pages.community.sap.com/topics/crystal-reports
6. Select Destinations in the schedule panel. Examine the dropdown list of available destinations.
7. Select E-mail.
You will find more information related to SAP Crystal Reports and SAP Crystal Server
here: https://pages.community.sap.com/topics/crystal-reports