Reporting

Reports Scheduling

Reports Scheduling allows for the frequency of running a report to be scheduled, such as daily, monthly, weekly, end of period, or start of period.

This activity is available on the Smart Client ONLY.

How Do I Schedule Reports?

Reports can be scheduled by using Report Scheduler and To Do Setup

How Do I Determine What Report I Want To Deliver?

Once you have opened Reports Scheduling, perform the following

  1. Select the report you wish to deliver in the 'REPORT DESCRIPTION' column
  2. Select the login you wish to use to run this report (This will run the report defaulting to the permissions of the login you select) in the 'RUN AS' column
  3. Put a check in the 'HIDE' column
    1. You can delete reports from this list, but if you choose to keep this report in this list but no longer want it to send
    2. Easy mode does not have an option to show hidden rows. Carefully consider this before selecting the Hide option.
  4. Select an option in the 'REPORT SCOPE' column
  5. Put a check in  'SEND IF EMPTY' column box if you would like to send this report even if it is empty.
    1. This only works on Standard reports. Pivot reports still show data but no values, therefore it is not consider “empty”.
  6. Select the parameters you wish for this report delivery in the 'REPORT PARAMETERS' column
    1. When selecting parameters, the limits that are set for the Run As will trump what parameters are set.
    2. Any parameters that are grayed out cannot be changed in this form. You have to change them or make them available in Reports Setup.

How Often Do I Want My Report Delivered?

Once you have opened Reports Scheduling, perform the  following

  1. Select an option in the ' CALENDAR' column which should be used as a basis for the delivery frequency
  2. Put a check in the 'INTRA-DAY MODE' column box if you would like to have this report delivered multiple times within a day
  3. Select one of the following options in the 'FREQUENCY' column:
    1. Daily
    2. Weekly
    3. Monthly
    4. End of Period
    5. End of P&L Period
    6. Start of Period
    7. Start of P&L Period
      1. Select an option in the 'FREQUENCY OPTION' column, This is only active you select Weekly or Monthly in the 'FREQUENCY' column.
  4. Enter a time in the 'NOT BEFORE TIME' column
    1. This is the first time you would like to have this report delivered
  5. Enter a date in the 'START DATE' column
    1. This is the first day you would like to have this report delivered
  6. Enter a date in the 'END DATE' column
    1. This is the last day you would like to have this report delivered

Intra-Day Band

The columns in the band will be grayed out unless you have put a check in the Intra-Day Mode column.

  • 'NOT TIME AFTER' column: This is the last time you would like to have this report delivered

  • 'WAIT AFTER ALERT' column: This is how many minutes you would like in between report deliveries. The default is 15 minutes.

  • 'MAX ALERTS' column: This is the most amount of deliveries you would like have sent of this report.

    Change Max Alerts=0 . Max Alerts=0 will deliver the report an unlimited number of times during the day based on the Wait After Alert minutes until the Not After Time is reached which is unnecessary for most reports and puts unnecessary stress on the system.

You enter Max Alerts and Wait After Alert values to coordinate the number of deliveries you want for a report between the defined Not Before Time (start time) and Not After Time (end time):

  • To schedule an hourly report between 8 AM (Not Before Time) and 6 PM (Not After Time), you would enter 60 (number of minutes) for Wait After Alert and 10 in Max Alerts(10 is the number of hours between 8 AM and 6 PM).
  • To schedule it each half hour, the Wait After Alert would be 30 and the Max Alerts would be 20 (the number of half hour time periods between 8 AM and 6 PM).
  • To schedule the report every 2 hours, the Wait After Alert would need to be 120 and the Max Alerts would be 5 (the number of two hour time periods between 8 AM and 6 PM).

How Do I Want To Deliver The Report?

Once you have opened Reports Scheduling, you are given two options on how you prefer to deliver your report. Select one of the following

  • No Deliveries
    • If you would like to have the report run, but do not need it actually delivered to anyone, put a check mark in the box No Deliveries.
  • Reply Email
    • If you would like to have the report run with a reply email address in which the recipient can send a reply email, enter the email address in the 'REPLY EMAIL' column.

Note:

  • When CLICK HERE is pressed, an email which references the report name in the subject line will be created and sent to the Reply Email address entered.
  • When report responsible person is pressed, an email which references the report name in the email message body will be created and sent to the Reply Email address entered.
  • When PAR OPS Support is pressed, an email which references the report name in the email message body will be created and sent to the PAR OPS support address.

How Do I Setup Report Schedule Delivery?

After you have completed the steps in How Do I Determine What Report I Want To Deliver, How Often Do I Want My Report Delivered, and How Do I Want To Deliver My Report, perform the following

  1. Click Report Schedule Delivery tab

  2. Select a Destination type in the 'DESTINATION TYPE' column

    • Document Locker
      • The report will be delivered to Document Locker. You must then drag the Document Locker Message Options band out of the Column Chooser to select the Message Creation Option.
        • If you select this option, you then get to click "..." to expand details to select a Smart Group
    • Auto Launch:
      • This will launch the report each time you open PAR OPS.
        • If you select this option, click the + next to Auto Launch which will allow you to select a Smart Group in for which this report should run
    • Network Path
      • The report will be delivered to a designated Network Path
    • Email
      • The report will be delivered to a designated email address or a group of email addresses as an attachment.
    • Email (HTML Embedded)
      • The report will be delivered to a designated email address or a group of email addresses with the report being embedded into the message.
    • FTP
      • The report will be delivered to a designated FTP path. We support sending documentation using ftp, ftps and sftp.
    • SMS
      • An alert that the report was delivered will be sent to the SMS recipient.

  3. Select an Output Format option in the 'OUTPUT FORMAT' column

    • Comma Delimited (*,cvs):
      • Comma Delimited (typically used for the purpose of delivering a DC report as an export to another system)
    • DC Native(*, dcr):
      • DC report (can only be run in DC so the typical instances you would use this is for Auto Launch or Info Central)
    • Excel (*, xlsx)
      • Excel attachment for versions prior to 2007
    • Excel 2007/2010 (*,xlsx) :
      • Excel attachment for versions after 2007
    • Excel Embedded format (*,xls):
      • Excel embedded in email not as an attachment
    • Webpage, HTML only (*,html):
      • Web format (opens in a browser and helps with viewing of large pivot reports)
    • Web Archive( *, mht):
      • Web format (opens in a browser and helps with viewing of large pivot reports)
    • PDF (*,pdf):
      • Adobe Acrobat
    • Rich Text Format (*, rtf):
      • Rich Text (for standard reports to be delivered as exports when tab delimited is necessary)
    • Text Document (*, txt):
      • Text (for standard reports to be delivered as exports when tab delimited is necessary)
    • Xml Dataset (*,xml):
      • xml (typically used to export large sets up data that will be used by another program)

  4. Type the name of what the report attachment is called in the 'FILE MASK' column

  5. Select the Destination of how you want your report to be send with one of the following options in the 'DESTINATION' column

    • If you select Email or Email (Html embedded) in Destination Type, then you will select the email or group you wish to send this report.
    • If you selected Network Path in Destination Type, then you will select the Network Path to send this report.
    • If you selected Ftp in Destination Type, then you will select the ftp address to send this report.
    • If you selected SMS in Destination Type, then you will select the SMS recipient to send the alert.

  6. Type a message you want to include email body in the 'MESSAGE' column

  7. Allow Special Symbols in the 'FILE MASK' column if necessary

    1. Put a check in this box if you have symbols in the File Name that you would like to have included. No check means that any symbols will be ignored.

  8. Enter Custom Fields in the 'FILE MASK' column if necessary

    1. These are for you to enter information that perhaps you would like to use to organize your deliveries or that would like included in the File Mask.

Who Do I Want To Deliver The Report?

Open Network Credentials and perform the following to set-up destinations that can be used in Reports Scheduling

  1. Select Network Path
  2. Enter the name for the path in the 'DESCRIPTION' column
  3. Enter the network path address in the 'DESTINATION' column
  4. Enter the login name in the 'LOGIN' column
  5. Enter the password in the 'PASSWORD' column.
  6. Enter the name of the person in the 'DESCRIPTION' column
  7. Enter the email address in the 'DESTINATION' column
    1. You can enter multiple email addresses in the 'DESTINATION' column
  8. Select Ftp Address
  9. Enter name for the address in the ' DESCRIPTION' column
  10. Enter the ftp address in the 'DESTINATION' column
  11. Enter the login name in the 'LOGIN' column
  12. Enter the password in the 'PASSWORD' column.
    1. We support sending documentation using ftp, ftps and sftp. We support receiving documents using ftp and ftps.
  13. Select Enterprise Analytics
  14. Enter the necessary Enterprise Analytics credentials.
    1. If you do not have this service, you will get an error message

Determine if it is a Single Login or a Login List then follow accordingly below

  1. Select Single Login
    1. Enter the name of the person in the 'DESCRIPTION' column
    2. Select the login from the drop down box in the 'DESTINATION' column.
  2. Select Login List
    1. Enter the name of the list to reference in the ' DESTINATION' column
    2. Select the smart group from the drop down box in the 'DESTINATION' column

How Do I Setup Scheduled Reports For User Logins?

Open Logins and perform the following to be able to assign user logins to receive scheduled report

  1. Enter the email address for this user in the 'E-MAIL' column
  2. Enter the phone number for this user in the 'PHONE NUMBER' column
  3. Select the appropriate cell phone provider from the drop down list in the 'GATEWAY' column
  4. Put a check in the box if this person should receive text messages in the 'SEND SMS' column

How Do I Setup Scheduled Reports For Smart Groups?

Perform the following

  1. Open Smart Groups and set up delivery report groups and permission groups using the Group Type of either Report or All.
    1. If you already have groups setup, you can use these.
  2. Open Logins and assign the appropriate Smart Groups to the user.
  3. Open Network Credentials and create the login list for this group to apply in Reports Scheduling.
  4. Open Report Scheduling and assign the destination group created in network credentials to the scheduled report.
    1. This will then send the exact same report to a group of people.

How Do I Assign Login Burst Group?

A Login Burst Group is a email group of people whose role is the same. Once you have opened Reports Scheduling, the following screen will display. You may perform the following

  1. Select the Smart Group you wish to use in the 'LOGIN BURST GROUP' column
  2. Send the report according to everyone who belongs to this group, using their email in User Logins and using the permissions that are assigned to this group and user
    1. It is best not to use a Login Burst Group and individual email destinations in a scheduled report. In this situation, the individual email destinations will receive 1 copy of the report for each member of the login burst group

How Do I Setup A Scheduled Report In To Do?

Once you have opened To Do Setup,

  1. Select one of the following options in the 'MODE' column:
    • Smart Launch only runs the activity guide once per day per login
    • Always Launch runs the activity every time you open PAR OPS
  2. Select the calendar in the 'CALENDAR' column which should be used as a basis for the delivery frequency
  3. Enter the group name  in the 'AG SECTOR GROUP' column
  4. Select one of the following options in the 'FREQUENCY ' column:
    • Daily
    • Weekly
    • Monthly
    • End of Period
    • End of P&L Period
    • Start of Period
    • Start of P&L Period
  5. Select an option in the 'FREQUENCY OPTION' column
    1. This is only active you selected Weekly or Monthly in the 'FREQUENCY' column. Weekly = Days of the week; Monthly = Dates
  6. Enter a date in the 'START DATE' column
    1. This is the first day you would like to have this report delivered
  7. Enter a date in the 'END DATE' column
    1. This is the last day you would like to have this report delivered
  8. Select on the following options in the 'STEP MODE' column in the Activity Guide tab:
    • Auto Run runs the report as soon as the Activity Guide is opened
    • Regular runs the report once the step has been clicked on
    • Confirmation Required runs the report once the step has been clicked and it causes the user to click on the step in order to exit the Activity Guide or they will get an error.

What Is A Schedule Report History Log?

Once you have opened Reports Scheduling, perform the following

Note: ReportSchedulerExportLog_Rpt will show when and how all scheduled reports have been run and if there are any errors

  1. Enter the From Date, date from which you are running the report, in the 'FROM DATE' column
  2. Enter the Through Date, date through which you are running the report, in the 'THROUGH DATE' column
  3. Put a check in the 'SHOW PARAMETER TOKENS' column box if you would like to see the parameter tokens listed in the report
  4. Put a check in the 'SHOW DELIVERY DETAILS' column box if you would like to see the delivery details listed in the report
  5. Put a check in the 'SHOW NO LOG STATUS' column box if you would like to see reports that have no log status
  6. Select an option in the 'ROW FILTER' column: Unhidden Only, Hidden Only, All Records
    • 'REPORT' column: Report name found in Reports Setup
    • 'SPONSOR' column: What login is this report to be run as
    • 'FREQUENCY' column: How often is the report scheduled to be sent
    • 'DELAY TIME' column': What time is the report scheduled to be sent
    • 'HIDDEN' column: Is this report hidden in the Reports Scheduler activity

Reports Scheduling FAQ

How Do I Find My Report?

If you cannot find the report you are looking for in the Reports Description column in the Reports Scheduler activity, the report has been hidden in the Reports Setup. Uncheck the 'HIDE' column box.

How Do I Adjust My Parameters?

If there are parameters that are grayed out in the Reports Scheduler activity, these parameters have the Force and Hide option selected under the Apply Default column in the Report Parameters tab for the report in Reports Setup.

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Due to configuration options available with PAR OPS®, any reports or activities shown in the Knowledgebase may appear or be named differently in your database. The processes outlined are recommendations which may be implemented differently for your company.
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