Let's understand what they are and how they work.
You can create a Scheduled Report from any report in Service Geeni, including those in the Reports, KPIs, or the SSR section in Business Intelligence. Based on your requirements, you can automate these reports to be emailed in various formats, such as Excel, PDF, or CSV.
The Scheduled Report module is only available if it is enabled.
Getting There
You can access Schedule Reports by:
Heading to the Records menu
Select Customer & Site Records.
Select the customer for whom you want to schedule a report and click on the Customer Account Number.
Open the Communications Centre tab.
Navigate to the Scheduled Report tab.
Creating a Schedule Report
Now that you are in Schedule Reports, you can manage any existing reports or create a new one.
Let's get started and create a new one:
Click on +Add New Report Schedules.
This opens the Add New Schedule window which has four sections:
Report
Schedule
Contacts
Settings
If you would like to schedule SSR reports, they must be highlighted as favourites within SSR.
Reports
Once you select a Category, the Report column is populated.
Select the category to which the report belongs.
This populates a list of currently enabled reports in the reports column.
Select the required report from the report section.
Click Next (arrow right button - bottom right) to move to the Schedule section.
Schedule
Here you can set the rules for this scheduled report, you can select the range/type of schedule daily, weekly etc.
Now, choose the frequency from the list on the left.
Complete the range - Start Date and End Date and how often to repeat (Occurrence).
Some frequencies will have different fields to fill in.
Contacts
This is where you can choose where/who the report is sent to.
You can add a new contact to the report with any of the three options:
+Add Site Contact
When you use the +Add Site Contact option, it will add this contact to the Customer and Site Records.
+Add New Recipients to the report
You can add a new contact to the report with the +Add New Recipients.
Enter the Contact name and email address here - you can also enter a mobile and telephone number if you want to.
Click the Save button (floppy disk) to save the record on the Action Tray.
+ Add New Service Geeni user to the report
You can add any currently enabled Service Geeni User to receive the report.
Pro Tip: If you would like to send a report to an engineer use the +Add New Recipients to the report button.
Once you have selected who will receive the report.
Click Next (arrow right )
Settings
This section lets you choose who the email should be sent from, select an email template and what format the exported data will be in, this will be sent as an email attachment.
You can choose who the email should be sent from by clicking the ellipsis.
Your system may have default settings configured. If not, refer to the guide on How to Set Up Send-From Accounts (see link).
Select the format you want the report to be sent in, such as CSV, Excel, or PDF.
Finally, choose the Email Template Name.
The email template is the Subject and Body of the email that the report will be attached to.
This can be changed and saved, you can have multiple versions as required which can be applied in different circumstances i.e. to Customer and Sites Communications.
In some commonly used templates, you will find Data Fields that help you build your template efficiently.
These Data Fields pull data directly from the record.
For example, adding {{Customer_Name}} will automatically insert the customer’s name, saving you time and reducing the margin for error.
Congratulations you have now created a Scheduled Report!
Viewing and changing a Scheduled Report
As mentioned at the start of the article, you can edit and manage existing Scheduled Reports.
To do this, click the Edit icon via the Action Tray.
Run through all the steps like we did above and once happy, click Save.
