How do I setup a Schedule Report?

There are two job types:

• Group Notifications
  Group Notifications allow users to attach Lists to scheduled emails, in addition to Reports. A List can either be a .CSV file attachment or rendered HTML embedded into the email body.
• Mail Merge Notifications
  Mail Merge Notifications allow users to send emails to recipients who are part of the data contained in an existing list view. The list view would contain an email column for the recipient’s email address, and other data columns to be used in the email’s subject and body. For example, send a PO Authoriser a notification when they have an event assigned to them with a status of ‘Ready To Authorise’.
  The user can construct an email using a mail merge style interface, whereby they insert a tag representing a column name in the list view. The recipient will then receive the row-column value from the list view, via email at runtime. For example, the tag {#FirstName#} will be replaced with ‘John’ for the row in the list view corresponding to John Smith.

1. Group Notifications

Adding a New Scheduled Report

• Go to the Report Centre from the System menu option.
• Expand the All Reports Expand the Scheduled Jobs option then select Add Schedule.
  Enter a unique Name for the schedule, (this cannot be amended once saved). Enter a short Description of the schedule.
• In the Job Type field select Group Notifications from the drop-down list.
  In the Editable By field select the User Group which will have permissions to modify the job.
• Select Next.

To add a Report:

• Select the Reports tab then select Add Report.
• In the Report Selection window select the report you wish to schedule from the dropdown list, then select the report filter required.
  Select OK. The Report is added.
• You can Edit the report via the  icon, and Delete the report via the  icon.
  Select Next.
• The next screen allows you to set up the email to which the report will be attached.
• Add a Subject Line then enter the email Body
• The Use Plain Text Editor (Formatting will be lost) link and Upgrade to HTML Editor link enable you to switch between formatting editors
• Select Next.
• The final screen enables you to set the schedule for the report. In the Scheduling section select the date range in the Schedule begin and End Then set the frequency in the Repeat job every fields and the time range fields.
• The Schedule relative to actual last run (rather than scheduled run time) tick box allows you to specify that the frequency should be applied from the actual time that the report was last run.
  In the tick boxes select the days of the week on which the report should be run. Optional Suppression Options are available on this screen.
• Tick the Notify only when records exist in box then select a report to suppress when no records are present.
• Tick the Suppress repeated records box to suppress the report if data is the same as when the report was last run. You then need to select the column or columns needed to determine the ‘uniqueness’ of data. For example, if you select ‘Event ID’ column, the data will only be sent if that field’s data has changed.
  You can also choose whether to enforce the suppression forever or only for a certain period of time (select the radio buttons). For example, if you are repeating the job every minute but don’t want to see the repeats every minute, you could choose to suppress for just 24 hours so that you do get the repeated record but only once a day.
• Finally, select Save then click (Run Now) to start the scheduler. This will send the emails out initially and then schedule the next run date.

Adding a New Scheduled List

• Go to the Report Centre from the System menu option.
• Expand the All Reports Expand the Scheduled Jobs option then select Add Schedule.
• Enter a unique Name for the schedule, (this cannot be amended once saved). Enter a short Description of the schedule.
• In the Job Type field select Group Notifications from the drop-down list.
  In the Editable By field select the User Group which will have permissions to modify the job.
• Select Next.
• To add a List:
  Select the Lists tab then select .

• The List Selection window displays a tree view structure of available lists. Locate the list you wish to send and select a view under that list.
  Note: You must select a view, not the list itself.
  You then need to select an Include Method. This determines how the list will be included in the accompanying email. By selecting Attachment, the list will automatically be attached to the email (as with reports) as a CSV file. If you select HTML, you will have the option to embed the list as HTML in the body of the email (and no attachment).
  Note:    If you select ‘Attachment’ you can do both.Select OK. The List is added.
• You can Edit the list via the icon, and Delete the list via the   icon.
  The Include Method is also displayed; either  for Attachment, or  for HTML.
  Select Next.
• The next screen allows you to set up the email to which the list will be attached.
• Add a Subject Line then enter the email Body text.
• The Use Plain Text Editor (Formatting will be lost) link and Upgrade to HTML Editor link enable you to switch between formatting editors.
• You can embed a list/s in the email by selecting it from the Formatted Lists drop-down field on the Plain Text Editor; all lists created are listed for selection. (This adds a tag that will be replaced with the actual data at runtime).
• Select Next.
• The final screen enables you to set the schedule for the list. In the Scheduling section select the date range in the Schedule begin and End then set the frequency in the Repeat job every fields and the time range fields.
• The Schedule relative to actual last run (rather than scheduled run time) tick box allows you to specify that the frequency should be applied from the actual time that the list was last run.
  In the tick boxes select the days of the week on which the list should be run.
• Optional Suppression Options are available on this screen.
• Tick the Notify only when records exist in box then select a list to suppress when no records are present.
• Tick the Suppress repeated records box to suppress the list if data is the same as when the list was last run. You then need to select the column or columns needed to determine the ‘uniqueness’ of data. For example, if you select ‘Event ID’ column, the data will only be sent if that field’s data has changed.
  You can also choose whether to enforce the suppression forever or only for a certain period of time (select the radio buttons). For example, if you are repeating the job every minute but don’t want to see the repeats every minute, you could choose to suppress for just 24 hours so that you do get the repeated record but only once a day.
• Finally, select Save then click Run Now to start the scheduler. This will send the emails out initially and then schedule the next run date.

2. Mail Merge Notifications

Adding Mail Merge Notifications

• Go to the Report Centre from the System menu option.
• Expand the All Reports Expand the Scheduled Jobs option then select Add Schedule.
• Enter a unique Name for the schedule, (this cannot be amended once saved). Enter a short Description of the schedule.
• In the Job Type field select Mail Merge Notifications from the drop-down list.
  In the Mail Merge List field select the Select
• The List Selection window displays a tree view structure of available lists. Locate the list required then select a view under that list.
  Note: You must select a view, not the list itself. The view must include an ‘email’ column.
• Select OK.
• In the Editable By field select the User Group which will have permissions to modify the job.
  Select Next.
• The next screen allows you to set up the email to which the notification will be attached.
• In the Pick Email Column field select the column name which contains the email address; this may not necessarily be ‘Email’. (The system will attempt to automatically select a value which has ‘email’ in its name).
• Add a Subject Line then enter the email Body
• The Use Plain Text Editor (Formatting will be lost) link and Upgrade to HTML Editor link to enable you to switch between formatting editors.
• Create your email as required and select the column values you wish to use from the Mail Merge List Columns drop-down field on the Plain Text Editor. (This adds a tag that will be replaced with the actual data at runtime).
• Select Next.
• The final screen enables you to set the schedule for the job. In the Scheduling section select the date range in the Schedule begin and End Then set the frequency in the Repeat job every fields and the time range fields.
  The Schedule relative to actual last run (rather than scheduled run time) tick box allows you to specify that the frequency should be applied from the actual time that the job was last run.
  In the tick boxes select the days of the week on which the job should be run.
• Optional Suppression Options are available on this screen.
  Tick the Suppress repeated records box to suppress the job if data is the same as when the list was last run. You then need to select the column or columns needed to determine the ‘uniqueness’ of data. For example, if you select ‘Event ID’ column, the data will only be sent if that field’s data has changed.
  You can also choose whether to enforce the suppression forever or only for a certain period of time (select the radio buttons). For example, if you are repeating the job every minute but don’t want to see the repeats every minute, you could choose to suppress for just 24 hours so that you do get the repeated record but only once a day.
• Finally, select Save then click Run Now to start the scheduler. This will send the emails out initially and then schedule the next run date.