Crystal Reports Distributor: Setting up Automatic Report Scheduling

If you’re here, chances are you’re tired of running the same reports over and over again. Maybe you’re the go-to person in your company for generating Crystal Reports, and every Monday morning (or worse—every day), you find yourself clicking the same buttons, exporting files, and emailing reports to your team. It can get tedious and time consuming.

What if you could automate the whole process? Imagine reports being generated and sent automatically—like clockwork—without you having to lift a finger. That’s exactly what a Crystal Report Scheduler does. It takes the manual work out of reporting, so you can focus on more important tasks.

In this guide, we’ll cover:

✅ What a Crystal Report Scheduler is and why it’s a game-changer
✅ How it can save you time, reduce errors, and keep stakeholders happy
✅ A step-by-step guide to setting up automated scheduling
✅ Best practices to get the most out of your reporting automation

What Is Crystal Reports Scheduler?

Crystal Reports is widely used for designing and generating reports from various databases. While the tool itself is powerful, it does not offer built-in automation for scheduling and distribution. Crystal Reports Scheduler or Distributor fills this gap by allowing users to set up automated schedules for report generation and delivery.

These schedulers integrate with Crystal Reports, execute reports at predefined times, export them in various formats, and distribute them through email, FTP, shared drives, or printers. This eliminates the need for manual execution, ensuring reports are consistently delivered to the right stakeholders.

Top Benefits of Using CRD Software

Save Time

Manually running reports can take up a significant portion of a workday, especially when multiple reports need to be generated regularly. Automating the process saves time, allowing employees to focus on more strategic tasks.

Accuracy and Consistency

Manual reporting increases the risk of errors such as selecting the wrong parameters, exporting incorrect formats, or missing scheduled reports. Automation ensures reports are generated accurately and consistently.

Timely Report Delivery

Stakeholders rely on timely reports for decision-making. A scheduling tool ensures reports are delivered as scheduled, whether daily, weekly, or monthly. This prevents delays and improves operational efficiency.

Improved Compliance

Many industries require regular reporting for compliance purposes. Automating report generation ensures that reports are always generated, stored, and distributed according to regulatory requirements.

Reduces IT Dependency

Without automation, IT teams or designated employees often have to manually generate and distribute reports. A scheduler reduces this dependency, allowing non-technical users to manage report distribution efficiently.

Step-by-Step Guide: Automating Report Scheduling with CRD Software

After installing and configuring CRD, the best Crystal Reports Scheduler, you can use it to automate Crystal Reports scheduling. Here is a step by step guide to export reports in PDF format and email them to recipients regularly:

Step 1: Launch CRD and Create a New Schedule

1. Open CRD on your system.
2. Navigate to "Schedules" and click "Single Schedule" to create a new automated task.

Step 2: Select the Report File

1. In the Schedule Wizard, click "Browse" to select the Crystal Report (.rpt) file you want to schedule.
2. Click "Next" to proceed.

Step 3: Set Parameters (If Required)

1. If your report requires parameters, input the necessary values.
2. Click "Next" to continue.

Step 4: Define Export Settings

1. Under "Export Format", select "HPDF" from the available options.
2. Specify the destination folder where CRD should save the exported report.
3. Click "Next" when done.

Step 5: Configure Email Delivery

1. Go to the "Email"section and check "Send via Email".
2. Enter the recipient’s email address in the “To” field.
3. Add a subject line and message body for the email.
4. Attach the PDF file by selecting the previously exported file as an attachment.
5. Click "Next"to save email settings.

Step 6: Set Up the Schedule

1. In the "Schedule"section, select "Recurring" as the scheduling type.
2. Choose "Weekdays"to ensure the report is sent Monday through Friday.
3. Set the execution time(e.g., 8:00 AM).
4. Click "Next"to finalize the schedule.

Step 7: Save and Activate the Schedule

1. Review all settings to ensure accuracy.
2. Click "Finish"to activate the schedule.
3. CRD will now automatically generate and email the report every weekday at the specified time.

Best Practices for Automating CRD Reports

To maximize the benefits of a Crystal Report Scheduler, consider the following best practices:

Organize Reports Efficiently

If you’ve ever wasted time digging through a messy report library, you know how frustrating disorganization can be. Keeping your reports structured makes scheduling and automation a breeze. Use clear, consistent naming conventions so you can identify reports at a glance—no more guessing what "Report_Final_v2_NEW" means.

Organize reports into logical folder structures by department, frequency, or function. CRD’s grouping features make it easy to keep related reports together, so you can quickly adjust schedules or troubleshoot issues. Regularly audit your reports to delete outdated or duplicate versions, keeping your system clean and efficient. A little organization now saves major headaches later.

Optimize Report Performance

Slow reports can bring everything to a crawl, delaying decision-making and frustrating teams. To speed things up, optimize database queries by removing unnecessary joins and pulling only the data you actually need. Schedule reports during off-peak hours to avoid system overload—CRD makes this easy with flexible scheduling options.

Using pre-aggregated views and stored procedures can also give performance a major boost. If a report suddenly starts lagging, check the logs and refine the query structure. Keeping things optimized ensures reports run smoothly, land in inboxes on time, and don’t hog system resources.

Monitor Scheduled Reports

Automation is fantastic—until something goes wrong, and no one notices. Make it a habit to check logs and alerts in CRD to catch any failed or delayed reports before they become a bigger issue. Set up email or SMS notifications for unsuccessful runs so you can fix problems fast.

Use CRD’s delivery logs to verify that reports are actually getting to the right people. If processing times start creeping up, investigate the cause before it impacts performance. A proactive monitoring routine ensures your reports are delivered on time, every time, without any nasty surprises.

Secure Sensitive Data

If you're distributing financial reports, HR data, or other sensitive info, security isn’t optional—it’s critical. Use encryption and access controls to keep reports safe from unauthorized eyes. With role-based permissions, you decide who gets access to what, reducing the risk of data leaks.

CRD works with secure email protocols (SMTP, MAPI, and Exchange) to ensure encrypted delivery. Store reports in restricted-access folders and, when needed, use password-protected formats. Don’t forget regular security audits—keeping permissions up to date helps prevent unauthorized access. Protecting your data means you can automate with confidence.

Regularly Review and Update Schedules

What worked six months ago might not make sense today. Keep your automated reporting relevant and efficient by regularly reviewing schedules. Use CRD’s Email Log to see a list of delivered emails and keep track.

If a report isn’t providing value, drop it or adjust the frequency—not every daily report needs to be daily! Business needs change, and your reporting should too. Regular check-ins with stakeholders help ensure your automated schedules are delivering the right data at the right time—without flooding inboxes with reports no one reads.

Book a Discovery Meeting for Crystal Reports Distributor (CRD)

Time-consuming, manual report distribution is a thing of the past. With CRD, the number one Crystal Reports Scheduler, you can automate your Crystal Reports scheduling and delivery—saving time, reducing errors, and ensuring your stakeholders always have the data they need.

For over 20 years, ChristianSteven Software has been at the forefront of business process automation. CRD is designed to work seamlessly with Crystal Reports (8.5 and newer), Windows environments, and a wide range of databases. Whether you need dynamic report scheduling, event-based triggers, or mass distribution via email, SharePoint, or SMS, CRD has you covered.

Why Wait? Automate Today!

• Eliminate manual report scheduling
• Deliver accurate insights on time, every time
• Integrate with your existing systems effortlessly

👉 Start Your Free Trial | Book a Discovery Meeting

The future of Crystal Reports automation is here. Take control today!