Automatic Reporting

The Job Scheduler's Automatic Reporting feature provides the ability to have reports automatically created and e-mailed to employees and clients on a one-time or recurring basis. Reports can be e-mailed in PDF, Word, Excel, RTF or CSV formats.

To create an automatic reporting job:

Click the Job Scheduler button located in the Tools section of the side navigation bar.
Select Reporting from the drop-down list at the top left corner of the screen. If Reporting was previously selected, then click the New button on the toolbar.

The Job Scheduler window opens.

On the Data (Step 1) tab
Enter a name for this reporting job (up to 100 characters). This is the name that will appear in the email's subject line.
(Optional) Enter a description (up to 250 characters).
To the right of the Reports to be sent list, click the Add button to add a report to the list.

Clicking the Add button launches a procedure similar to that used in the Reports Explorer view. Locate and double click on the report and select the reporting parameters as required.

Note: If the Filter by Date range option is used when selecting report parameters, this date range will automatically advance for reporting jobs scheduled to run daily, weekly or monthly. Example: If you select a 7 day range (Monday, May 1 to Sunday, May 7) using the Filter by Date Range option and you schedule the report to run weekly, the first weekly report will include data from May 1 to May 7, the next weekly report will include data from May 8 to May 14, etc.

When the report is displayed, select a report format in the Export format drop-down list (default PDF).
(Optional) When reports contain client or company costing information, options to hide the cost information in the final output are made available - at the top of the PDF viewer. Select whether to show/hide cost information from the report by selecting the applicable checkboxes. These options are made available for those occasions where the report is being e-mailed/distributed to individuals who should not have access to client or company cost information.
Click the Add to report job button located near the top of the print preview screen.

The report is now displayed in the list of Reports to be sent.
(Optional) You can remove, edit or preview any report displayed in the Reports to be sent list by clicking the appropriate buttons to the right of the list.
Add additional reports as required (step 5).
(Optional) Modify the text shown in the e-mail by clicking on the Change Notification Text... link.

On the Recipients (Step 2) tab

From the lists displayed on the left, select the employees or clients that will receive the e-mailed reports and move them to the Employees or Clients selected lists using the Move button .

Note: Only employees and clients with e-mail addresses entered in their respective properties windows are displayed in the lists.

On the SMTP (Step 3) tab

Verify (or enter) the SMTP server, the SMTP port and Reply address information. Optionally check the Use SMTP Authentication box for secure SMTP communications. The default information displayed for these fields is established in the Database Options view's Notifications tab.

On the Schedule (Step 4) tab

Set the Run schedule properties. This establishes when the Job Scheduler runs the job.

Once: run once at a specified date and time
Daily: run once per day at a specified time
Weekly: run on one or more days of the week, at a specified time. Note: You may select more than one day from this drop-down list. Use this option to run jobs on weekdays only (e.g. run on Mon, Tue, Wed, Thu and Fri but exclude Sat and Sun)
Monthly: run once per month at a specified day and time

Note: For customers using DOVICO's Hosted services, all job scheduler run times are based on the time zone where the server hosting your database is located. This is US Central Time for most North American and South American clients. It is Greenwich Mean Time (GMT) for most clients in Europe, Africa, Asia and Australia/Pacific. If you set a job to run at 23:00 it will be run at 23:00 server time, regardless of your local time zone. Please contact your sales/support representative if you have any questions.

Tip: It’s a good practice to set automated job run times when the system demands are low (evenings, overnight or other non-peak times).

Click Done. The reporting job is now displayed in the Job Scheduler's list of jobs.

Note: All time fields in the Job Scheduler must use the 24 hour format; that is 23:00 instead of 11:00 PM.