I have divided the dozen or so scheduling tools into two groups – desktop and server. Most people who need to schedule reports will be fine using a desktop scheduler, even if they have to deliver reports to many recipients.  You can read my previous blog post for a comparison of desktop schedulers. But in some environments there will be many people scheduling reports and in those cases it might make sense to upgrade to a server-based scheduler.  This post will compare the server-based scheduling tools and should help narrow down your search.  So below is a brief introduction to each product and a link to the vendor’s website.

I have also created a detailed feature matrix (PDF) that compares roughly 70 characteristics. It includes prices and the install base of each product. And with so many complex features I decided to also write a feature glossary to define some of the key features so the comparisons were clearer. What has emerged is a short course in Crystal Reports scheduling technology. If you have any feedback on the features listed or their definitions please let me know. Furthermore, if you have already tried one of these products, or are currently using one, I would love to ask you a few questions, on or off the record.

To avoid repetition, when I say a tool covers “all the basics” I mean that it:
1) Is designed to be installed on a server and used by multiple people simultaneously.
2) Automatically runs a report at a scheduled time using it’s own scheduling engine.
3) Allows you to schedule delivery to either a printer, a file folder or an Email address.
4) Runs as a service so you don’t need to stay logged in all the time.
5) Exports to all of the standard file formats supported by Crystal.
6) Can incorporate multiple reports into one scheduled job.
7) Allows you to name the exported files with a date time stamp.
8) Allows you to specify the report’s parameter values in the schedule.
9) Allows you to complete date parameters with values relative to today’s date
10) Remembers chosen parameter values for reuse.
11) Allows you to specify which data connection to use within the schedule.
12) Allows you to store (encrypted) the passwords needed to connect to a database.

One very powerful feature to consider is bursting.  Bursting takes a single grouped report and exports it to multiple files, one for each group.  These individual exported files can then each be Emailed to the specific Email address or saved in specific folders.  Most server tools, and several desktop tools offer some form of bursting.

I have not tried to compare subjective areas like “ease of use” because in most cases I have not used the tools. I recommend that you use this review to narrow your search to 2 or 3 tools. Then talk to the vendors to confirm your features and pricing. And then use the free trials (they all have one) before making a decision.

One note on version compatibility. I make a distinction between tools that FULLY support Crystal Reports v12 (2008) and those that can only fully support v11 (XI).  This distinction is only relevant if you are using the very newest features of v12 (calculated cross-tab columns, optional parameters, etc). But all of the tools here can at least run v12 reports, albeit ignoring the new features.  So if you rely on the new features of CR v12 you should use a tool that fully supports v12.

One note on pricing.  Many of these tools are sold in modules. To simplify the comparison I asked each vendor to select a single ‘sweet spot’ to use for comparisons to other tools and then listed the price and features of that configuration.   For many tools you can add other features or reduce the price by tweaking the configuration. Some of these configuration options are listed in the comments at the bottom of the feature matrix.

Last, keep in mind that I rely on the vendor for this information. I have not road-tested all of these tools. So if you plan to purchase one, especially the more expensive ones, you will want to confirm with the vendor that they will do what you want in a way that works for you.

Navarre Report Scheduler by PCS Programming:
This is the lowest priced tool in the bunch ($600). They have even lower priced configurations if you want to give up some features. It covers all of the basics except for two items: allowing multiple reports in one job and remembering your parameter and destination choices for re-use. But it can do bursting (multi-run), has a multi-threaded engine and can be used to schedule non-report tasks (like batch files).  To use it you will need to have SQL Server installed (2000 or later).  There is a new version scheduled to come out later this year.  Also note that currently this tool will run v12 reports but does not support any of the new features of v12.

cView SERVER by Chelsea Technologies:
Chelsea Technologies is based in Auckland, New Zealand and this is the only product I have listed this round that is based outside the USA. Their “sweet spot” configuration includes 2 add-on products (GridUFL and XMLUFL) which brings the price up to $995. This configuration covers all the basics, can do bursting (multi-run) and even provides a basic audit trail for logging who is scheduling which reports. It also allows Emails to be scheduled to distribution lists. These can be read from a text file or database query.

Ps Report Scheduler by Perryman Software:
This is the only one of the bunch that does not run as a service. The developer says that this allows the tool to schedule tasks that would not run as a service.  The other basic feature that is missing is allowing parameters to be completed with dates relative to today.  But it does allow you to schedule things other than reports.  This includes SQL queries that can update your data either before or after reports are run.  It supports a “users and groups” security model and even allows you to create your own custom security levels.

Also note that currently this tool will run v12 reports but does not support any of the new features of v12.

Universal Report Server by VersaReports:
This scheduling engine can schedule reports from other vendors, including ActiveReports, XtraReports, Telerik Reporting and any other report engine that has a .NET API. It covers all the basics except for the ability to include multiple reports in the same scheduled job.

URS can use your existing Windows security infrastructure and includes support for Forms authentication as well. Users can enter parameters each time they schedule a report and per-user parameter security is supported.  Old instances of reports are retained until the user deletes them or until a user-configurable retention rule automatically deletes them.  URS costs $4,995.

Note that to use URS, you will need to have a copy of Visual Studio (Express Edition is fine) to compile one required DLL.  This approach allows URS to work with any version of CR or other .NET reporting engine. The folks at VersaReports tell me that they have plenty of documentation and support resources for helping users with this step.

Report Runner Batch Enterprise by Jeff-Net:
This tool has long feature set, covering all the basics and adding features like event based scheduling (reports triggered by queries), bursting (multi-run) and having Email message content set by report formulas. It can schedule other non-report actions.  This includes running SQL Queries to update your data before or after a report is run.  It can also do exception handling for reports that are blank or fail to run.  And it stores a detailed audit log of all user actions.

One last unique feature is the ability to create “constants” for parameter values. These are static values that you define in the scheduler and then you can link them to many different parameters. That way your can change a value in one place and it can automatically update linked parameters in many different reports.

One unusual feature is that the annual support ($500) is required to continue using the product. Based on a price of $1,650 this works out to 30% for required maintenance and support.  But this allows them to have staff available 24/7/365 for critical support: Critical tickets send pages out to two people on call every night 24×365.  They also provide support by phone, email, and online chat.  Also included in the annual fee are all product updates and upgrades.

Also note that this product is sold in many configurations. The price above is the ‘sweet spot’ selected by the vendor but you can remove features and capacity to get a lower priced product.

CRD Premium Edition by ChristianSteven Software:
This is the most expensive tool in the roundup ($9,995) and also the one with the most features. It covers all the basics and adds many key features like event based scheduling (reports triggered by queries) and having Email message content set by formulas. It is the only tool in this review that does “one-pass” bursting. It can schedule other non-report actions.  This includes running SQL Queries to update your data before or after a report is run. It can also do exception handling for reports that are empty or fail to run and stores a detailed audit log of all user actions.

The price above is the ‘sweet spot’ configuration selected by the vendor. There is a $2,995 ‘standard’ edition with fewer features and a limit of 50 reports and 50 recipients per schedule. If you opt for standard edition you can purchase some of the other features individually.  In either case there is an additional 25% required each year for maintenance and support.

Their internal customer care team delivers support by phone, Email, web chat, GoToMeeting or in-person.  Support is also provided by their international network of certified partners.

Similar tools are available for running reports in SQL Server Reporting Services and MS Access.