Quick Reference

Scheduled reports let you automatically receive case data by email on a regular basis, without needing to log in. You choose what data to include, how often you want it, and who should receive it. IntegrityCounts takes care of the rest.

There are two types of scheduled reports: a CSV report from Case Manager (a spreadsheet you can open in Excel) and a PDF report from Insights (a visual summary with charts and graphs). For a step-by-step guide on setting these up, see How to Export and Schedule Reports from Case Manager.

How Report Delivery Works

Once you set up a scheduled report, IntegrityCounts will automatically check for new activity at the frequency you selected (daily, weekly, monthly, or quarterly). Here is what to expect:

Your First Report

The very first time your scheduled report runs, it will include all cases that match your filters. This is because the system has no previous delivery to compare against, so it treats everything as new. This first report may be larger than what you receive going forward.

Every Report After That

From the second delivery onward, your report will only include cases that have been added or updated since the last time it was sent. This means you only see what has changed, making it easy to stay on top of new activity without re-reading old information.

What Happens When There Are No New Cases

If nothing has changed since your last report, you will not receive an email. This is normal and does not mean anything is wrong with your report. It simply means there is nothing new to report. Once a new case is submitted or an existing case is updated, your next scheduled delivery will pick it up automatically.

Setting Up a Scheduled Report

You can schedule a report directly from Case Manager. Click the Case Reports tab at the top of your case list, then click Schedule Report on the right side. From there, you can name your report, choose how often it runs, and add the people who should receive it.

For detailed instructions on choosing columns, setting filters, and configuring your schedule, see our full guide: How to Export and Schedule Reports from Case Manager.

Understanding Frequency

The frequency you choose controls when the report runs, not what time period it covers. Here is what each option means:

Keep in mind that the reporting period filters you see on screen when setting up your report are not applied to scheduled deliveries. The frequency setting is the only thing that determines when your report is sent.

About the "Send Test Report" Button

Before activating your schedule, you can click Send Test Report to preview what the email will look like. This is helpful for making sure your columns, filters, and recipients are set up correctly.

There is one important difference to be aware of: the test report does not follow the same rules as your live scheduled reports. When you click Send Test Report, it will return all cases that match your current filters, regardless of when they were created. This means your test email may include older cases that would not normally appear in a scheduled delivery.

This is expected. The test is designed to confirm that your setup is working, not to simulate exactly what your next scheduled email will contain.

What If I Need a Report Even When Nothing Has Changed?

If your team needs a regular snapshot of all cases regardless of whether there is new activity, you have two options:

• Download from Case Manager: Log in, set your columns and filters, and click Export CSV to download a spreadsheet of everything on screen.
• Generate a PDF from Insights: Go to the Insights dashboard, apply your preferred filters, and click Generate PDF for a visual summary you can share.

Both options give you a complete picture at any time, on demand.

Common Questions

I got a big report the first time, but nothing since. Is it broken?

No. Your first report included all historical cases that matched your filters. After that, reports only include what is new or updated. If there has been no new activity, no email is sent. Everything is working as expected.

My test report showed old cases. Why?

The Send Test Report button returns all matching cases regardless of timing. It does not follow the same rules as your live scheduled reports. This is normal and helps you verify that your setup is correct.

Can I change this so I always get an email, even with no new cases?

This is not currently an option. Scheduled reports are designed to highlight new activity so you can focus on what needs attention. If you need a full report at any time, you can always log in and export manually.

I stopped getting reports a while ago. What should I do?

First, check whether there have been any new cases submitted since your last delivery. You can do this by logging into Case Manager and looking at the dates in your case list. If there truly have been no new cases, that explains why no email was sent. You can also click Send Test Report on your schedule to confirm it is still active and configured correctly. If you are still unsure, contact our support team at support@integritycounts.ca and we will take a look.