In this article, we will review the Schedule Distribution settings of the Project Story report for Planner Premium.
The Schedule Distribution feature in Project Story for Planner Premium lets Project Managers automatically send plan status reports as PDFs via email. This helps ensure that all key stakeholders receive the latest plan updates on a regular schedule, without manual effort.
What Is Sent?
The data included in the report delivered via email depends on what’s currently selected for the Project Story:
If the Multi-page template is selected, the report will be generated based on this template when it is sent. Only the enabled sections will be included in the email with the Multi-page report. The report will always reflect your saved configuration (Settings -> Configure Report). For example, if some sections of the report, such as Risks or Milestones, were disabled, they would not be included in the report. You can modify the selection at any time, and the next distributed report will follow the new structure.
If the Single-page template is chosen, it will be used instead.
Custom saved template. For example, you can modify the Multi-page template by removing certain sections and saving it as a new template. If this custom template is selected for the plan, the report will be sent via email in PDF format using that exact template.
How to Set It Up
In the Schedule Distribution settings, you can configure:
- Recipients: Who will receive the report. The number of recipients is not limited.
- Time & Day(s): Specify when and how often the report should be sent. At least one weekday must be selected. Please note that the delivery Time is based on the time zone set in the Project Story -> Tenant Settings.
Additional options:
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Notify PM in Advance: This toggle enables early notifications for Project Managers. When turned on, the Project Managers of the plan will receive a reminder email before the report is distributed (24 hours before the report is sent to the recipients).
This email will remind them to review and update the plan in Planner Premium to ensure that the report reflects the most current information. This gives managers time to make necessary adjustments, such as updating statuses, risks, or tasks, so that the report is accurate and relevant when it’s delivered. - Pause Distribution: You can temporarily disable report delivery for a specific plan. This is useful during holidays, maintenance, or if updates are paused. When you're ready to resume, toggle the setting back on, and your previous configuration will be retained.
Send Now: This option allows you to send the current version of the report immediately, without waiting for the scheduled distribution time. It regenerates the report whenever the Send Now button is clicked.
