How to Schedule a Report Export

A scheduled export delivers a report on a repeating schedule, as a CSV or Excel file. It goes to Google Drive or Dropbox, or to a person on your team as a download link by email. Each run covers a date range that moves with the calendar, so a run set to Last Week always shows the week before it.

Before You Start

You need the Export data permission. If Schedule Export doesn’t appear on a report, you don’t have it, or scheduling isn’t available to your store.
Your plan sets how many schedules can be on at once. At the limit, New Schedule is grayed out until you turn one off or delete it.
To send files to Google Drive or Dropbox, you connect that account from the same window. The files go to the account you connect, so use one your team controls.

Steps

Open the report you want and set it up the way you want the file to look: segment, sales channel, filters and the report’s own options.
Click Schedule Export. You can also open Exports and click New Schedule.
Under What to Export, check the Report, choose a Date Range and pick a Format: CSV or Excel (XLSX). A cohort grid also has a Metric to choose.
Under Where It Goes, choose Email, Google Drive or Dropbox. For email, choose a person on your team under Send To.
Under When It Runs, choose Repeats: Every Day, Every Weekday, Every Week or Every Month. Then choose the Day or Day of the Month, and the Time.
For Google Drive or Dropbox, choose Each Run: Saves a New Dated File or Replaces the Previous File.
Change the Name on the Exports Page if you want, then choose Create Schedule.

When a report already has a schedule, its page shows a link in place of Schedule Export, such as Exported weekly to Email or Scheduled Export Paused. The link opens Exports. To add another schedule for that report, use New Schedule there.

What Gets Exported

Each run uses the segment, sales channel, advanced filter and report options the report had when you scheduled it. The Schedule an Export window lists them under Filtered By. To widen the export, remove one with its ✕ before you save.

Date ranges are always relative. A report with a short range offers Yesterday through Last Quarter. A long-range report offers Trailing 2 Months through Trailing 3 Years.

A fixed range you picked with Custom isn’t carried over, because it would send the same file every time. A report with no date range, such as a snapshot of the store as it is now, exports as it stands when the run starts.

Weekly schedules run on the day you pick. Monthly schedules run on a day from 1–28, or on the first weekday of the month. Times use your store’s time zone, which the window shows.

Email sends a download link that works for 7 days.

Google Drive files go to a By the Numbers / Exports folder, and Dropbox files to Apps / By the Numbers / Exports. Replaces the Previous File keeps one file at one address, so a spreadsheet linked to it stays current. Saves a New Dated File keeps every run, named with its date and time in UTC.

Manage Your Schedules

Exports lists every schedule on its Schedules tab. Each row shows the report, destination, recipient or folder, who created it, how often it runs, the format, and its last and next run. A line under the report name lists its date range and filters.

Use the switch on a row to turn a schedule off or on. A schedule that’s off shows Paused and doesn’t count against your plan’s limit.
Open a row’s menu and choose Edit to change it. Changes apply from the next run.
Choose Delete to remove a schedule for good. Files it already delivered stay where they are, and its past runs stay in History.

The History tab lists every scheduled run, and every one-off export emailed as a download link, such as a segment export. It doesn’t list Export CSV downloads. It shows the status, rows, size and duration of each, and the error when a run failed.

What Happens Next

The first run happens at the next time you set. There’s no button to run a schedule early.

A schedule can also be turned off without you. The row shows a tag that says why:

Owner Left or Permission Removed: the person who created it left the team or lost the Export data permission. Choose Take Over on the row to make it yours and turn it back on.
Destination Disconnected: the Google Drive or Dropbox account was disconnected. Connect it again, then turn the schedule on.
Over Plan Limit: your plan now includes fewer schedules than you had on.
Source Deleted: the segment it exported was deleted.
Paused by Support: By the Numbers support turned it off.
Repeated Failures: 10 runs in a row failed.

How to Run a Report