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 (xls) that compares roughly 100 characteristics, including prices. There is also a feature glossary to define some of the more complex features so the comparisons are 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.

A note on version support.  I have asked the vendors to list the version of the Crystal runtime engine that is used in their product.  Some vendors provide the engine while others use the runtime engine in your own copy of Crystal Reports.  The engine version is usually not an issue, but it becomes important if you are using the very newest features.  All of the tools here can run reports from any version of CR.  But if the tool uses an older engine then some new features will not be supported.  So if you rely on the newest features you should use a tool that has the latest engine.

A 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. I then list the price and features of that configuration.   For many tools you can pay for additional 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.

ReportServer by InfoFabrik GmbH
ReportServer covers all of the basics except for including multiple reports in one scheduled job, although this missing item is possible with their scripting language.  It adds event based scheduling and Web based administration.  It can be used to schedule non-report tasks (like batch files) and provides for a basic audit trail of user actions. It can also handle Jasper Reports, Eclipse BIRT and several other types of files.

To use it you will need to have both a valid CR license and one of their supported databases (SQL Server, Oracle, MySQL, PostgreSQL or DB2). Documentation and an active support forum are available on the website reportserver.net.

The cost is $2,220 when converted from Euros at the time of this article (€ 1,999).

R-Tag Crystal Scheduler by R-Tag:
R-Tag covers all the basics and adds many additional features. It provides single-pass bursting and has the ability to dynamically use report fields for things like the export file name, folder name, Email body and Email headers (subject, from, too, cc, etc). It also provides exception handling and empty report handling. You can do event based scheduling (run a job when a data condition is true).  The scheduling engine includes Business Day schedules, Holiday exclusions and 4-4-5 scheduling.

R-tag’s Excel functionality includes exporting to multiple tabs, creating pivot tables and charts and exporting Excel formulas. This functionality is not dependent on having Excel installed. R-Tag also includes sophisticated workflow management that can determine which reports to send, and which external files to include, based on data retrieved at runtime. It can send multiple Emails and generate multiple files from a single task. It is available in both 32-bit an 64-bit versions and is UAC compliant for all Windows versions.

R-Tag Crystal Scheduler is $749.

Navarre Report Scheduler by PCS Programming:
This is one of the lowest priced tool in the bunch ($700). They have even lower priced configurations if you want to give up some features. It covers all of the basics and adds bursting (multi-run), and a multi-threaded engine.  It can be used to schedule non-report tasks (like batch files) and can deliver to Secured FTP.  To use it you will need to have both CR 2008 and SQL Server (2000 or later) installed.

cViewSERVER by Chelsea Technologies:
Chelsea Technologies is based in New Zealand.  cViewSERVER covers all the basics and can do bursting (multi-run) and 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.  The cost is $750 with several optional add-ons available for an additional fee.

CrystalKiwi Scheduler by CrystalKiwi Ltd:
CrystalKiwi is based in New Zealand.  It covers all the basics and adds bursting (multi-run) and provides a detailed audit trail for logging who is scheduling which reports.  It adds package delivery, empty report handling and the ability to schedule SQL updates.

CrystalKiwi provides options for Web based administration as well as abilities to run reports from the command line.

CrystalKiwi Scheduler costs $780.

Crystal Scheduler by ITANCIA:
ITANCIA is based in France.  They have produced Crystal Reports software for many years. Their scheduler covers all of the basics.

They add the ability to do bursting (multi-run) and provide a basic audit trail of user actions. They can also authenticate users using either Windows authentication or Active Directory authentication. Each schedule is able to manage up to 1000 scheduling parameters, including selection formulas, fields, report parameters, and file types. Their evaluation period is 60 days.

Softline Crystal Reports Scheduler costs $860 when converted into US Dollars.

ToolSched by Modal Logic Business Solutions:
ToolSched is designed to leverage the bursting engine and command line functionality of Visual Cut from my desktop tools list.  ToolSched covers all the basics.  It adds ‘one-pass’ bursting, package delivery and empty report handling among other features.  It can even schedule SQL updates and other non RPT actions.

It also does archive management and provides a basic audit trail of user interactions with the product.

ToolSched costs $1995 for the base server with a single user.  Add $200 for each additional user.  You will also need to purchase a copy of VisualCut ($360 with support).

Liaison Messenger EDD by Liaison Software Corp:
This tool is designed to work with Microsoft Dynamics and Sage Software ERP/Accounting products.  It provides electronic distribution of both application and custom reports.  It covers all the basics.   It adds bursting, package delivery, empty report handling and exception handling among other features.  It can even schedule SQL updates and other non RPT actions.

One special feature is that it can monitor an Outlook “Hot Folder”.  This allows it to respond automatically to inbox Emails. It provides a basic audit trail of user interactions with the product.

Pricing is based on the number of user set up in your accounting in your accounting package.  Anything up to 10 users is $2,595.

rePORTAL SCR by rePORTAL Software:
This scheduling engine covers all the basics and adds bursting, package delivery, empty report handling and exception handling. It can compress and encrypt your attachments and can even schedule SQL updates and other non RPT actions.

rePORTAL SCR can be administered from a browser, and provides a basic audit trail of user interactions with the product.  It costs $700.

Support for SSRS and Microsoft Power BI reports available for an additional fee.

CRD Premium Edition by ChristianSteven Software:

CRD has the most features, but the price varies based on volume of your output. The price listed here, $5,995, covers up to 200 report outputs per day. You can upgrade to the full version if you need more.   In either case there is an additional 18.63% required each year for maintenance and support. This provides major & minor version updates as well as unlimited support calls.

CRD 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 does  “one-pass” bursting and has web-based administration.  It can be used to schedule other non-report actions, like 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.

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.

They offer comparable tools for running reports in SQL Server Reporting Services, Power BI and MS Access.

Report Runner Batch Enterprise by Known Keep:
This tool has a large feature set, covering all the basics and adding features like event based scheduling (reports triggered by queries), bursting (multi-run and one-pass) 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 set parameter values via VBScript Expressions, Constants, or SQL Select statements.

The $7500/year price includes a worldwide site license to all products, updates, and support. Known Keep also has staff available 24x7x365 for critical support. Critical tickets send pages out to on-call support every night 24×7×365. They also provide support by phone, email, and online chat.

This product is sold in many configurations. The price above is an all-inclusive price selected by the vendor, but you can remove features and capacity to get a lower priced product. And, it is available in 4 different Crystal versions so that you can choose the one that matches your version of Crystal Reports. And, it is available in 4 different Crystal versions so that you can choose the one that matches your version of Crystal Reports.