How do I create an automatic report?

Various circumstances can trigger the sending of a report. Currently a "time-controlled" as well as an "event-controlled triggering" is available.

 

To be able to make these settings, you must have the appropriate rights in the portal.

 

A scheduled notification is always sent at a fixed time in a fixed rhythm set by you (no empty reports are sent if there have been no events such as checkpoint scans or tour completion).

If the notification is "event-controlled", the selected event must have occurred beforehand, otherwise no report is sent. How to create a notification rule to send an event-triggered report is explained in this article

Creating a scheduled report

Please click on "Reporting" in the main menu on the left. Then click on "Reports".

 

 

 

In the middle of the picture you will see any reports that may already have been created and a blue button "+ create report" in the upper right corner, which you should click on.


Next, please enter a name for the report and select the basis of the report in the following window.

The basis is more or less the actual content of the report. In addition, you also have to specify the assignment of which customer/area the report is to be recorded for.

Once you have made all entries and assignments, please click on "Continue" at the bottom right

to get to the next view, where you first have to specify the desired period of time for the report...

The following options are available:

Roughly kept in the upper line:

  1. "Last month" (covers the period from the 1st of the previous month from 0:00 hrs to the last of the previous month 23:59 hrs)

  2. "Last week" (covers the period from last Monday, 0:00 hrs to last Sunday, 23:59 hrs)

  3. "Yesterday" (records yesterday's day from 0:00 hrs to 23:59 hrs)

  4. "Current Month" (covers the period from the 1st of the current month from 0:00 hrs to the current date and time of viewing)

 

If you want a daily report, please ignore the top line and enter 24 for 24 hours in the line below.

The advantage is that a shift after 0:00 am in the report is not "torn apart" (this would be the case with "yesterday"). So the last 24 hours are recorded independently of the time.

In the lower part of this view, you can now specify which data should be included in the report. By default all data fields are always active and on the right side.

If you do not want certain information in the report (e.g. employees), click on the field you want to remove and then on the small black arrow in the middle of the columns pointing to the left. The line "Employees" will now be moved to the left into the inactive column.

If you would like to have the inactive columns in the report again, simply click on the green arrow to the right of the row and the row will be moved to the right again.

With the small arrow symbols in the right column you can determine the order in which the data fields should be arranged in the report.

 

After clicking on "Create" you will be shown the overview for this report

 

General information

At this point, you could change the name of the report and the assignments, if necessary, and also enter a table heading for the report.

The report preview

 

Please click on "Report preview" and then on "Generate preview" to see the last report of the period you entered. If no data has been entered yet, you will get a message that the report is empty

At this point, you can filter the report more specifically, for example, if you do not want control points for time recording to appear in the report.
In the dropdown menu of the master data simply select the control points that should be included in the report

You can also filter by employee if required. Then only the checkpoint scans of the employee who was selected will be included in the report.

If you do not use the filters (there is a zero behind each filter), all data is always recorded depending on the previously selected columns of this customer or area.

If you set filters, the page refreshes automatically and you will be shown a preview if data has already been entered.

Here you can also "Download as PDF file" and send the report manually or archive it at your place.

 

Dispatch settings for the automatic sending of reports

Click on the tab "Dispatch settings"

and then click on " + Add dispatch rule" to set up automatic report shipping

Please click on "Edit rhythm" and you can make your scheduling in this dialog window:

 

The default setting is always "Daily", as this is the most commonly used setting.

The individual fields contain explanations of which time setting you can use and when. For more information on scheduling or time planning, please click here.

 

In our example we use the daily dispatch of the report. Please click on the field in the lower right corner where it says "Continue" and a window will appear where you can set the repetition rule:

 

If you click on the arrow symbols  above and below the time, you can correct them as you wish.
But it is more comfortable if you double-click into the time (then it will be highlighted in colour) and then type it in directly via the keyboard.  Once you have set your time, click on "Continue" at the bottom right, now you can see when the report will be sent:

Just click on "Continue"

Finally, all you have to do is enter the senders and recipients and their e-mail addresses:

 

If a note about the "SPF Record" is displayed under the sender's e-mail address, you can usually ignore it.

Once you have made all the necessary entries, click on "Save", the settings are complete and you will receive your e-mails automatically as soon as data has been entered.