This session will demonstrate how to share reports with others by covering options like frequency and formatting to ensure optimal end user results.

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R08|Intermediate Reporting: Email, Schedule, and Export

2. MC University
Agenda
Emailing Reports Defined
Scheduling Reports Defined
Exporting Reports Defined

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Emailing Reports Overview
Email Report Dialog
Email Preferences
Emailing Reports Defined

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Report content can be manually
emailed to selected recipients
Access email function from the toolbar
of the Report Preview Window
Emailing Reports Overview

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Email Report Dialog defines email
information
From Name:
• Logged in User
• System preference
To Address:
• Manually enter
• Click “To”
Email Report Dialog

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Add recipient email address from:
• Address Book
• Contacts
• Labor (Employees) or (Contractors)
• Requesters
Email Report Dialog (cont’d)

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Address Book will maintain a list of
email contacts
Only accessible to edit when emailing
reports
Email Report Dialog (cont’d)

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Select recipient from available list
Grey names do not have email
addresses
Email Report Dialog (cont’d)

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Priority selected will alert recipient
Subject automatically filled in with
report name
Email Report Dialog (cont’d)

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HTML or PDF version can be chosen
Message entered will appear above
report content
Email Report Dialog (cont’d)

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Located in Report Preferences folder
Repair Center or personal preference
options available
Email Preferences

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Preferences for emailing reports
include:
• Return path for bounced emails
• BCC and CC email list for outgoing emails
• From information
Email Preferences (cont’d)

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Now let’s practice running and emailing
Reports!
Email Report: Hands-On

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Access the Reporter and select a
Report to run
Select the Email button
Email Report: Hands-On (cont’d)

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Enter your email into the To Address
field
Set the Priority to High
Type your name into the Message
Select Apply
Email Report: Hands-On (cont’d)

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Report will appear in email inbox:
Email Report: Hands-On (cont’d)

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You have now succesfully completed
running and emailing a Report!
Email Report: Hands-On (cont’d)

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Scheduling Reports Overview
Email Sub-Tab
Smart Email Sub-Tab
File Sub-Tab
Scheduling Reports Defined

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Reports can be scheduled for automatic
distribution to specified individuals
Schedule Tab of Report Setup is used to
define parameters
Scheduling Reports Overview

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Email schedule must be set to “On”
from Email sub-tab
Maintenance Connection Agent Service
required
Scheduling Reports Overview (cont’d)

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Schedule settings should be defined:
• Frequency of emailed report
• When report should begin emailing
• Attachment type
• From Name and From Email
Email Sub-Tab

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Options to:
• Limit report sending
• Exclude specific days
• Add specific Recipients
Email Sub-Tab (cont’d)

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Enable Smart elements for emailed
reports
Email editable forms and reports to
users
Smart Email Sub-Tab

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Indicator will add button to Open
Report in Smart Mode
Use only if report has Smart
functionality!
Smart Email Sub-Tab (cont’d)

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Auto-Login options include:
• No Automatic Login
• Use Email Addresses then Auto-Login User
• Use Email Addresses Only
• Use Auto-Login User Only
Smart Email Sub-Tab (cont’d)

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In this example the Smart Email
function is going to be used to edit
fields from an emailed report
Smart Email: Example

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Work Order Reason field made editable
through Smart functionality:
Smart Email: Example (cont’d)

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Indicator is checked to ensure Open
Report in Smart Mode button is on
report:
Smart Email: Example (cont’d)

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Auto-login is set to “No Automatic
Login”:
Smart Email: Example (cont’d)

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Open Report in Smart Mode will open
new web browser to enter login
credentials:
Smart Email: Example (cont’d)

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Report will display with Reason field in
editable state, and Log-off replaces the
usual Close option to exit report:
Smart Email: Example (cont’d)

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Reports can be automatically generated
at specified intervals
• File sub-tab establishes settings
Only supported with On-Premise
installations
File Sub-Tab

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Exporting Reports Overview
Exporting Reports Defined

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To export a report, click on the Export
button in the Report Preview Toolbar
Export Dialog will display with available
Export options
Exporting Reports Overview

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Reports can be exported into a variety
of formats:
• PDF
• HTML
• CSV
• XML
• Excel
• Word
Exporting Reports Overview (cont’d)

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In this example the Open Work Order
List Report will be exported to an HTML
File
Exporting Reports: Example

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Open Work Order List is run and Export
button is selected:
Exporting Reports: Example (cont’d)

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After HTML File (.htm) is selected, file is
created and is ready to save:
Exporting Reports: Example (cont’d)

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When file is opened, Report will appear
in new web browser as an HTML File:
Exporting Reports: Example (cont’d)

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Now let’s practice exporting a base
report to a Comma-Delimited (.csv) file!
Exporting Reports: Hands-On

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Access the Reporter and run a non-
custom Report
Select the Export button
Exporting Reports: Hands-On (cont’d)

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Click on the Comma-Delimited (.csv)
option
Choose a location to save your file and
enter a name
Save and open the file
Exporting Reports: Hands-On (cont’d)

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Excel will open and present the content
of the Report:
Exporting Reports: Hands-On (cont’d)

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You have now succesfully completed
running and exporting a Report to a
Comma-Delimited (.csv) file!
Exporting Reports: Hands-On (cont’d)

45. Thank You for
Watching!