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Schedule report exports by email

Send Basic Reports and Cost Recovery reports to your inbox, or your team's, on a recurring schedule.

Scheduled exports send a Page Vault report to one or more email addresses on a recurring schedule. They're a great fit for reports you pull regularly, like monthly usage tracking or cost recovery billing.

Who can use scheduled exports

  • Anyone with access to Reports can schedule Basic Reports.
  • Anyone with access to Cost Recovery can schedule Cost Recovery reports.
  • Recipients don't need a Page Vault account.

Create a scheduled export

  1. Go to Reports and open the Basic Reports or Cost Recovery tab.
  2. Choose a report type and apply your filters, such as case matter or capture visibility. Click Apply to run the report.
  3. If you want, turn on Exclude header rows or Exclude month column to leave those out of the CSV. You can't change these after the export is scheduled, so set them now.
  4. Click Schedule exports next to Export. The dialog uses the report type, filters, and CSV settings you applied.
  5. Enter a name for the export. Page Vault suggests one based on the report, so you can keep it or change it.
  6. Choose a frequency: Weekly, Monthly, Quarterly, or Yearly. For Yearly, pick the month and day. The dialog shows when the first export will send.
  7. Choose your recipients:
    • Send to me sends the report to your own email address.
    • Send to others accepts one or more email addresses separated by commas, semicolons, or spaces.
  8. Leave Attach CSV to email checked to include the report file. Attachments are limited to 10 MB. Every email also includes a download link, so you can still get reports larger than 10 MB.
  9. Click Schedule exports. Your export now appears on the Scheduled tab.

What recipients receive

Each email includes:

  • A summary of the report
  • A link to view the report in Page Vault
  • The CSV attachment, if you left that option on

Each send covers the most recent complete period for its frequency. For example, a monthly export sent on October 1 covers September.

All emails send at 14:00 UTC. That's 10:00 AM Eastern and 7:00 AM Pacific during daylight saving time, or 9:00 AM Eastern and 6:00 AM Pacific the rest of the year.

Send a test

On the Scheduled tab, open the actions menu next to your export and choose Send test now. A copy goes to every active recipient right away.

If you send several tests in a short time, you may be asked to wait before sending another one.

Manage scheduled exports

The Scheduled tab lists every scheduled export in your account, including ones your teammates created. Each row shows the name, report type and filters, frequency, recipients, creator, status, next send, and last send.

For exports you created, you can:

  • Edit: Change the name, recipients, or CSV attachment setting.
  • Pause and Resume: Stop sends temporarily without losing your setup.
  • Cancel: Permanently delete the schedule. This can't be undone.

You can't change the report type, filters, CSV settings, or frequency of an existing export. To make those changes, cancel the export and create a new one.

Exports created by teammates are view-only.

Unsubscribe and resubscribe

Every email includes an unsubscribe link for that recipient. The link opens a confirmation page, and the recipient is removed once they confirm. Everyone else on the list keeps receiving the report.

If someone unsubscribes by accident, they can use the same link to resubscribe.

Unsubscribed recipients are marked in the recipient list on the Scheduled tab.

Troubleshooting

I don't see Schedule exports.
Run a report first by clicking Apply. Then check that you have access to Reports or Cost Recovery.

A recipient didn't get the email.
Ask them to check their spam or quarantine folders, and confirm their address on the Scheduled tab. Their IT team may need to allow mail from Page Vault. You can use Send test now to check delivery.

I can't edit an export.
Only the person who created the export can edit it. Ask them to make the change, or create your own export.

The CSV is missing column headers or the month column.
The report was scheduled with Exclude header rows or Exclude month column turned on. Create a new schedule with those settings turned off.

Frequently asked questions

Does the scheduled CSV match a manual export?
Yes. It uses the same report type and filters as a manual export from the Reports page.

Can I get a PDF instead of a CSV?
Not right now. Scheduled exports send CSV files only.

Can I choose what time the export sends?
Not right now. All exports send at 14:00 UTC.

Can an admin manage other users' exports?
Admins can see every export in the account, but only the creator can change one.