Generating and Scheduling Reports

IRM allows users to generate and schedule the reports and upload the results to an SFTP Account or send them via Email.

Running a Report

IRM allows users to generate a report and download the request in a CSV format. To run a report, follow these steps:

From the Requests page, click the Download icon and select Run a Report.

The Applied Request Filters displays the filters set on the Requests page. If no filter is set, the Applied Request Filters will display an empty state.

In the Report Columns section, you have the option to include the Data Subject Request Details. When selected, this will include all details in the request as submitted by the Data Subject. Click the Request page columns drop-down and select the fields you wish to be included in the report. Then, you can customize and rearrange the order of the columns and edit the name of the columns in your report, except for the Data Subject Details column.

In the Send Report via section, you can specify where the report is sent to. To send the report via E-mail Address, enter the e-mail address in the field provided. Users can add up to a maximum of ten email addresses. A download link of the report is sent to the specified e-mail address.

To send the report via SFTP, enter your SFTP account in the fields provided. This will upload the report directly to the specified SFTP site.

NOTE: You can create only one SFTP account, and this account will be per user and per report level. When you update the SFTP account after it is created, the existing scheduled reports will also be updated.

Once all details are complete, click the Run Now button. A notification displays that the report is being generated. Once done, the system sends the report download link through email. Note that the download link is only valid within seven days.

To schedule a report, follow the steps outlined below.

From the Requests page, click the Reports icon and select Schedule a Report.

The Applied Request Filters displays the filters set on the Requests page. If no filter is set, the Applied Request Filters will display an empty state.

In the Report Columns section, you have the option to include the Data Subject Request Details. When selected, this will include all details in the request as submitted by the Data Subject. Click the Request page columns drop-down and select the fields you wish to be included in the report. Then, you can customize and rearrange the order of the columns and edit the name of the columns in your report, except for the Data Subject Details column.

In the Send Report via section, you can specify where the report is sent to. To send the report via E-mail Address, enter the e-mail address in the field provided. Users can add up to a maximum of ten email addresses. A download link of the report is sent to the specified e-mail address.

To send the report via SFTP, enter your SFTP account in the fields provided. This will upload the report directly to the specified SFTP site.

NOTE: You can create only one SFTP account, and this account will be per user and per report level. When you update the SFTP account after it is created, the existing scheduled reports will also be updated.
In the Set Schedule section, specify the specific date and time the report should be run.

When the Repeat Download checkbox is enabled, the user can select the frequency when to run the report by selecting either Daily, Weekly, Monthly, or Yearly. If no end date is specified, it will continue to send the report based on the period selected.

Once all details are complete, click the Save button. A notification displays that the report schedule is set.

To view all pending and completed reports, follow these steps:

From the Requests page, click the Reports icon and select Scheduled Report.

Choose whether the report you wish to view is in Pending or Complete status.
Click the report to display the report details.

If you wish to delete the scheduled report, simply click the Delete button. Otherwise, click Close.