The document provides an overview of the email, scheduling, and exporting functionalities for reports at MC University. It outlines how to email reports, schedule automatic distributions, and export reports in various formats like PDF and CSV. Additionally, it includes hands-on practices for users to run, email, and export reports efficiently.

1. MC University
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!