1. Introduction
This manual is a sub-manual to introduce the Auto-Report Setting Page --> Automatic Report Distribution. The section manages the delivery of generated reports to designated recipients. It allows users to define distribution lists, customize email content, and specify how reports are shared.
The Automatic Report Distribution can be accessed via:
Click on the top left corner to open the setting side bar. Click on ‘Automation’ tab, and then click on ‘Auto-Report Settings’ sub tab to access the page.
Click on an existing automation job row, the 'Automatic Report Distribution' section will appear at the bottom.
2. How to Add a new Automatic Report Distribution
Click on ‘+New’ button to create a new report distribution list for this report automation job. Fill in all the fields inside if available to create a new report distribution list.
The fields are explained as below:
2.1 Distribution and Email Contents Set Up
Distribution List: Specifies the group or individual email addresses that will receive the report.
The distribution list will need to be configured in advance in the ‘Setting – Messaging – Distribution List’, please refer to the manual of ‘Distribution List.
Email Subject: Sets the subject line for the email containing the report.
Email Body Content: Allows customization of the email body to include relevant information or context about the report. Suggested to write a detailed explanation or summary of the report being sent, including its purpose or any key highlights.
Email Remark: Adds additional comments or notes that may not fit into the main body content. Include optional remarks, such as "This report covers data from the last 7 days."
Email Signature: Enables the inclusion of a signature for professional communication. Add a formal signature, including the sender’s name, designation, and contact details.
Contact Numbers: Displays the contact information of the sender or relevant personnel for the recipients’ convenience. Input phone numbers or other contact details if necessary.
Single Report Order:
The Single Report Order section allows users to arrange the order of items included in the generated report. This feature is particularly useful for ensuring that the report follows a logical flow or prioritizes certain data.
Drag and drop items to rearrange the order based on the reporting requirements.
Please note, if any report item is missing or not supposed to appear here, please go back to section ‘Automatic Report Items’ to add/delete any report item.
Cover Sheet Enabled: Enables or disables the inclusion of a cover sheet in the report.
2.2 Attachment Set Up
Attachments: Allows users to include additional files or documents as part of the report, such as charts, PDFs, or images, to support the main report content.
Select Attached Items as Report Sections: Attachments that already saved on Sensgrid Geosens will be available here to be added to the report.
Selected Attachments as Report Sections: Displays files that have been chosen to be included.
What to Do: Click Upload to add new files or select files from the list, the selected files will appear in the "Selected Attachments" section to include them in report.
2.3 Sections Re-order Set Up
Sections Re-order in Binder: The above sections like cover sheet, alarm status can be re-structure in different orders to suit the report's purpose or the audience's preference. The order reflects the sequence of information presented in the report. This functionality provides flexibility to:
Highlight critical sections at the beginning of the report (e.g., placing "Alarm Status" at the top for urgent updates).
Ensure related sections are grouped together for ease of interpretation (e.g., "Monitoring Frequency" followed by "Instrument/Station-Group Reports").
2.4 Alarm Displaying Set Up
The following fields enable users to add an extra section into the generated report and show the alarm status and list out all the instruments that triggers the alarm.
Include Alarm Trigger: tick the box to add the alarm status panel into the report, which shows all the instrument points that trigger the alarm.
If ‘Number of Alarm Boundaries (In Hours)’ is configured and enabled, the report will only include monitoring data that exceeds the alarm limit and within the alarm boundary time period.
Include Normal Status Instrument: tick the box to not only report instruments that trigger the alarm but also includes all the instruments that are in normal status (within the alarm trigger threshold).
If ‘Number of Alarm Boundaries (In Hours)’ is configured and enabled, the report will only include monitoring data within the alarm boundary time period.
Include Alarm Over Boundaries: tick the box to report monitoring data in all time periods, even if ‘Number of Alarm Boundaries (In Hours)’ is configured and enabled.
Number of Alarm Boundaries (in Hours): input a number of hours to configure a time period. If this field is filled, the function will be enabled and only report monitoring data that is recorded within the time period.
Alarm Boundaries Before Date: click to select a date and time as the time boundary. If this field is filled, the function will be enabled and only report monitoring data that is recorded from the set date to current time.
Example 1 - configure alarm trigger:
With the following settings, Alarm status section will be included in the generated report: all the monitoring data that exceeds the alarm limit and was recorded within 240hrs (10 days) will be reported.
Example 2 - configure alarm trigger:
With the following settings, Alarm status section will be included in the generated report: all monitoring data (either exceeds the alarm limit or in normal status) will be reported in all time periods (either recorded within the last 240 hrs, between current time to 01-02-2025 17:23, or outside the last 240hrs, or outside the period of current time and 01-02-2025 17:23)
2.5 Report Export Functions
Include Excel Link: Adds a downloadable link of the Excel version of the report to the email notification. Provides recipients with an easily editable version of the report for analysis.
Include PDF Link: Adds a downloadable link of the PDF version of the report to the email notification. Provides recipients with a static, professional version of the report.
Include Binder Link: Adds a link of a binder version of the report to the email notification, consolidating all sections. Allows recipients to access a structured and organized version of the report.
Disabled: Indicates whether this report configuration is active. Temporarily disables this configuration without deleting it.
3. How to Edit/Copy/Delete a existing Report Distribution Entry
In the Automatic Report Distribution Section, tick to select on an existing distribution list setting, and click on ‘Edit’ or ‘Copy’ or ‘Delete’ to open up the setting dialog and make necessary changes.
