Scheduled Reports

This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package.

Scheduled Reports

Use Scheduled Reports to help you manage important information in your agency. This enhancement enables you to schedule a report and distribute it to predefined recipients at selected intervals. In addition to generating a report on a set schedule, reports created using this feature are run at night avoiding interference with system performance during office hours.

TheScheduled Reports data entry form can be accessed in two ways:

From any Center with a Toolboxmenu. ClickToolbox>Scheduled Reports.
From the User Center > My Reports > My Scheduled Reports > Next Occurrence. Click a date on the Next Occurrence column to open the Scheduled Report form in Edit mode for a specific report.

Each user has their own Security Access for Scheduled Reports. This is setup via the Security Group Setup form. There are three security levels for Scheduled Reports.

The default security access is set to Full Access for those users in the Owner security group. All other security groups, including agency-defined groups, are set to No Access. You can change these settings. For more information see Security Group Setup.

Level	What is this?
No Access	Users will not see Scheduled Reports in the Toolbox menu.
Full Access	Users will be able to View All Scheduled Reports, and Create/Edit Scheduled Reports that they have Report Access to. ALL means any Scheduled Report that has been setup by any user. Report Access is determined by Security Group Setup. In order to have Full Access on a Report the logged in user must be assigned a Security Group that has given access to this specified report. Example: This means that if employee one created an Expiration/Renewal scheduled report and employee two has report access to that report and Full Access to scheduled reports, employee two will be able to edit that scheduled report.
User View Only	Users with this Security will be able to View/Create/Edit only their own Scheduled Reports.

The Scheduled Reports Menu

File

Menu Option	Icon	Function
Save		Saves the information you have entered on the data entry form without closing the form.
Save & Close		Saves the information you have entered on the data entry form and closes the form.
Sign Off & Close		Closes the data entry form without saving the information you have entered and signs you off of AMS360.
Close		Closes the data entry form without saving the information you have entered.

Operation

Menu Option	Icon	Submenu Options	Uses
Activity		New	Opens the Activity/Suspense data entry form so you can enter a new activity.
Activity		View	Opens the View Activity form.
Contacts			Opens the Contacts data entry form.
Doc360		Check Out Status	Opens the Doc360 Check Out Status form.
		Distribute Documents	Opens the Document Distribution form.
		Find Documents	Opens the Doc360 Search form.
		Get Documents	Opens the Get Documents form.
		Match Pending Attachments	Opens the Doc360 Match Pending Attachments form.
Distribution Group Setup			Opens the Distribution Group Setup form.
Form Letters			Initiates the Form Letters data entry form.
Notes		New	Opens the Notes data entry form so you can enter a new note.
Notes		View	Opens the View Notes form.
Suspense		New	Opens the Activity/Suspense data entry form so you can enter a new suspense.
Suspense		View	Opens the View Suspense form and lists suspense that are incomplete and due within 30 days.

Toolbox

Help

Menu Option	Function
Context	Displays help for the active data entry form or center.
Search	Opens the AMS360Searchfeature.
Help Center	Displays the AMS360Help Center that contains system news and links to other resources.
Keyboard Shortcuts	Opens the Help topic that details the keyboard shortcuts available in AMS360.
Email Event Logs	Use under the direction of Vertafore Customer Care. This feature sends Customer Care one or more reports of events occurring in AMS360, your System, or the Application you were using. These reports are used to troubleshoot errors and problems.
Web-Based Training	Launches the login page for AMS Learning and Performance System.
About	Shows you the current version information for AMS360.

The Scheduled Reports Toolbar

Icon

Feature

Uses

Save

Saves the information you have entered on the data entry form without closing the form.

Save & Close

Saves the information you have entered on the data entry form and closes the form.

Form Letters

Opens the Form Letters data entry form.

Contacts

Opens the Contacts form.

Activity

Opens the Activity/Suspense data entry form so you can enter a new activity.

Suspense

Opens the Activity/Suspense data entry form so you can enter a new suspense.

Notes

Opens the Notes data entry form so you can enter a new note.

Doc360

Field/ Link	What is this?
Check Out Status	Opens the Doc360 Check Out Status form.
Distribute Documents	Opens the Document Distribution form.
Find Documents	Opens the Doc360 Search form.
Get Documents	Opens the Get Documents form.
Match Pending Attachments	Opens the Doc 360 Match Pending Attachments form.

Customer

Opens the Customer Center so you can search for and open another customer.

Reports

Launches the Reports - All selection form where you can select to print reports.

Distribution Group Setup

Opens the Distribution Group Setup form.

Scheduled Reports

Field

What is this?

Grid

Group/Field	What is this?
Name	Name of the Scheduled Report. See Name field list below under Report Selection.
Description	Description of the Scheduled Report. This defaults from the name of the report, but can be changed. AMS recommends changing thisDescriptionso the report can easily be found.
Group	Name of the Group. See Group field list below under Report Selection.
Start Date	Date report is scheduled to start.
End Date	Date report is scheduled to finish.
Frequency	The four frequencies that can be selected when creating a Scheduled Report. Daily Weekly Monthly Annually
Next Occurrence	Date of the next occurrence.
Scheduler	Name of user who created the Scheduled Report.
Run Now	Click Run Now icon to generate the report now. Lower left status bar displays "Scheduled report is submitted for processing". Once complete, if the report is successful the status bar will display "Report is processed". If the report is unsuccessful, the status bar reports "Error has occurred". See the detail error message on the User Center's My Report tab for more information on failed reports. Run Now will not work when form is in Add or Edit mode. Clicking Run Now will force a save of the report if it has not been saved.

Report selection

Group/Field	What is this?
Group	This list includes all of the Groups setup in the Reports - All form. To add a group, click New on the Reports - All form and click the Add New Report Group link. Select the desired group.
Name	The Namelist includes all reports associated with the selected group. Select the desired report.
Description	The Descriptiondefaults from the selected reportName. AMS recommends that you change this description to something that will help you more easily find this report.

Scheduler

The name of the employee setting up the report. This field is grayed and cannot be changed.

Purge Days

Enter the number of days before the report is purged.

Default is 30 days.
Minimum 1 and Maximum 365

Any number greater than 365 or less than 1 will display a message: "Please enter number of days between 1 to 365".

Distribution Approver

What is this?

Primary

The Primary Approver defaults to the logged in user. This can be changed. The List contains all active employee names.

Backup

Select one or more Backup Approvers. The list contains all active employee names. The Scheduled Reports will initially go to all Primary and Backup employees for approval.

To select more than one Backup Approver, click Edit to open the Multiple Employees form.

Report Schedule

Group/Field

What is this?

Frequency

Notice the options change when you select different frequencies.

Group/Field

What is this?

Daily

Group/Field

What is this?

Every

If you select Every, then enter in the number of day intervals in which the report will be run.

Example:

If you select (2), then the report will run every other day.

Every weekday

If you select the Every Weekdayoption, then the report will be run on Monday, Tuesday, Wednesday, Thursday, and Friday.

Weekly

Group/Field

What is this?

Recur every

If you select Recur Every, then enter in the number of week intervals in which the report will be run. Enter a number from 1-52.

Example:

If you select (2), then the report will run ever other week.

Day of the Week

Click one or more boxes labeled Monday, Tuesday, Wednesday, Thursday, and/or Friday. At least one day must be selected

Example:

If you selected (2) in the Recur Everyfield and checked theMondaybox, then your report will run every other week on a Monday.

Monthly

Group/Field

What is this?

Day ___ of every ___ month(s)

Enter a day in a month and enter the number of months interval.

You can enter any number up to 31 for the day of the month, and any number from 1 - 99 for the number of months.

If you enter 29, 30, or 31 for the day of the month, AMS displays the following message: You have entered a date that may not be in every month. A recurring interval will not be created in months without this date."

Example:

If you enter (15) for the day and (2) for the month, your report will run on the 15th of every other month.

The ___ ___ of every ___ month(s)

Select the first interval:

first
fourth
last
second
third

Select the second interval:

day
Friday
Monday
Saturday
Sunday
Thursday
Tuesday
Wednesday
weekday
weekend day

Select the third interval in the number of months.

Enter a number between 1 and 6.

Use the frequency "Annually" for an interval setting greater than 6 months.

Example:

If I selected the first interval of "last", and the second interval of "weekend day", and the third interval of (2), my reports would run the last Sunday of the month, every other month.

Annually

Group/Field

What is this?

Every ___ ___

The first interval is a month of the year.

For the second interval enter a day of the month between 1-31.

If you choose the date 29, 30, or 31, you will get the following message: "You have entered a date that may not be in every month. A recurring interval will not be created in months without this date."

Example:

If I select "August" as my first interval and (15) as the second interval, my report will run on August 15th annually.

The ___ ___ of ___

Select the first interval.

first
fourth
last
second
third

Select the second interval.

day
Friday
Monday
Saturday
Sunday
Thursday
Tuesday
Wednesday
weekday
weekend day

Select the third interval which is a month of the year.

Example:

If my first interval is "first", my second interval is "weekend day" and my third interval is January, my report will run the first Saturday of January, annually.

Range of interval

Group/Field	What is this?
Calculate	Click to calculate the next Start Date if your option is End After. If you option isEnd Bythen theCalculatebutton is disabled.
Start Date Next Occur Date	Populates with the system calculated date after you click the Calculate button. You can also use the arrow to access the date picker and select a date On a new report, the label is displayed as Start Date. On an existing report, the label is displayed asNext Occur Date.
End after ___ occurrences	This field defaults to 12 occurrences. Enter a value from 1-999. System then calculates the actual End by date after you click the Calculate button.
End by	When the End byoption is selected, this field defaults as blank. A date is required if this option is selected. Use the drop down to access the date picker and select the End bydate..

Suspend scheduled report

You are able to suspend the scheduled reports and enter a Suspend until date. When Suspend until date is reached, the scheduled report resumes.

When Off (default) is selected, the report is not suspended.
WhenOnis selected, the report is suspended and you must provide aSuspend untildate.

Email Text

Allows you to add email Subject and Body Text for reports to be sent via an email address.

Electronic Distribution List

Field

What is this?

Select Recipients from Contacts

The form that appears when you choose Select Recipients from Contacts is a modified version of Contacts. You see only a limited number of items in the name list.

Select Distribution Group

Opens the Distribution Group form where you can add pre-defined Groups to the distribution list. You can also access Distribution Group Setup from this form.

This link is disabled if the logged in user has No Access to Distribution Setup.

There are two ways you can add a group to the list.

Add as a group When chosen the group appears as one row on the Distribution List with a link that opens Distribution Group Setup with the group members listed. Any changes to the group automatically update the distribution list.
Add as individual Choosing this option adds each member separately to the Distribution List. Any changes to the group do not update the distribution list.

Add New Email

Opens the Add New Email form where you can manually enter a name and email address.

Grid

Group/Field	What is this?
Name	Name of recipient.
Title	Recipient's title.
Type	Employee or Other Contact
Email Address	Any Email entry requires the correct email syntax. Correct syntax looks like: name@address.com. When using this option you can also select an Email Method, see below.
To Report Tab	Use for Employees only. Once the scheduled report is created, the report will go to the ApproversandBackupemployeesMy Reportstab in theUser Center.
To Email	Confirm an Email address appears on the Email Address column when choosing this option.
Email Method	Bcc Cc To
PDF Format	Report will be sent using .PDF format for viewing.
CSV Format	Report will be sent using .CSV (Excel) format for viewing. You can choose one or both formats.

What are Scheduled Reports?

Scheduled Reports are an Automatically Scheduled List of Reports that can be distributed to pre-determined recipients. Your AMS360 security access login determines the reports available to you for scheduling. See Scheduled Reports > Security Access to Scheduled Reports for more information.

Account Current Statement
Activity List
Balance Sheet
Checks to Print/Preview
Claim Management Report
Commission Payable Statement
Customer Aged Accounts Receivable
Customer Received Activity
Direct Bill Statement
Download Electronic Email Report
Download Report
Expiration/Renewal Report
General Ledger
Income and Expense Statement
Policy Book of Business
Producer/Broker Report
Production Analysis Report
Statement of Premium Trust
Transaction Report
Unbilled Policies

What is the order of recurrence in which the scheduled reports can be set?

What is the format for scheduled reports?

Delivery method and how recipients are notified they have a scheduled report?

What's Next?

Do you want more information on viewing reports sent to you? See the My Reports tab in the User Center.

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© 2015 Vertafore, Inc. and its subsidiaries. All Rights Reserved. Vertafore, the Vertafore design, AMS360, Vertafore Producer Advantage, Producer Plus, AgencyEDGE, ReferenceConnect, BenefitPoint, Engage, and WorkSmart are registered trademarks of Vertafore, Inc. or its subsidiaries. Third party marks belong to their respective holders. AMS360 Classic Help updated 5/18/2016 11:02 PM