Workflow: Setting Up and Using Scheduled Reports

Do not be concerned if the report doesn't have the selection criteria you want. After adding the report to the Scheduled Reports list you can click the report name to open the report selection form and choose your criteria.

1. Choose the primary Distribution Approver from the list of employees. When the report is generated, it will appear on this employee’s My Reports tab for approval before it is sent to the people on the distribution list. (Each report generated using this feature must be approved before it is sent to the members in the distribution list.)

2. You can choose one or more Back up Distribution Approvers, but it is not required. When the report is generated, it will also appear on these employees’ My Reports tab for approval. When one of the approvers chooses to approve and send the report, the report disappears from the Scheduled Reports to Distribute section for all approvers.

3. Purge Days sets a timer on how long the report will appear on the recipients My Reports tab before AMS 360 automatically deletes it. The number must be between 1 and 365. (The recipient can save the report to their local or network drive or delete the report at anytime.)

4. Select the Report Schedule Frequency for the report to be generated. Note how the Report Schedule options change based on the selected Frequency.

5. You can limit the running of the report to a specific number of times (max 999) or set an end date. If you choose a number of occurrences use the Calculate button to show the End by date.

6. A scheduled report can be suspended. See Scheduled Reports for more information about this feature.

7. If desired, enter a Subject and Body Text for the email message in which this report is sent. (Applies to email recipients only.)

Scheduling a report involves a one-time setup process. For example, if you want to print a Balance Sheet on a weekly basis for the agency owner you would enter a scheduled report as follows:

1. Access the Scheduled Reports setup form from any center or data entry form that has a Toolbox menu. Click Toolbox > Scheduled Reports.

2. From the Scheduled Reports setup form, click New. The data entry fields appear.

3. In the Report Selection group choose General Ledger from the Group list and Balance Sheet from the Name list. The name of the report defaults to the Description, but can be changed.

In the Electronic Distribution List choose who you want to receive the report. You can add recipients in the following three ways:

1. After selecting the recipients, choose the delivery method and format for each recipient. Here are some things to keep in mind when making your selections:

• To Report Tab – Use (by checking the boxes) only for employees.

• To Email – confirm that an email address appears in the grid. When using this option you can also select an Email Method.

• PDF or CSV Format – you can choose to send one or both formats.

3. When you have finished making your selections for this report click Addat the top of the form. The report is added to the list of reports in the grid.

4. If you need to change the report selections you can select the report in the grid and click Editfrom the section menu to make the necessary changes.

If you are on the distribution list for a scheduled report, the report appears in this section after it has been approved and distributed. If you are sent both PDF and CSV you will see one line for each format. To view the report click the Reporting Date link. PDF format opens in Adobe Acrobat Reader and the CSV format opens in Microsoft Excel® .

When the report opens you can choose File > Save As to save the report locally. You can also delete the report from your list at anytime. The report is automatically deleted on the Purge Date listed.

This section lists the reports created with you as the primary or backup approver. You can do one or more of the following:

• View the report by clicking the Reporting Date link.

• View and modify the Recipient List by clicking the icon in the Recipient List column.

• Approve and Send the report by checking the Select checkbox and clicking Approve and Send.

• Delete the report by clicking the Delete checkbox and clicking Delete. (Deleting a report removes it from all approvers Scheduled Reports to Distribute list.

This section displays all of the scheduled reports that you have created. From this area you can do one or more of the following:

• Click Run Now to run the report immediately and make it available on the Scheduled Reports to Distribute tab for all of the designated approvers.

• Click the date link under Next Occurrence to open the Scheduled Reports setup data entry form to edit the information for the report.

• Choose to Suspend or Suspend Until. Use these options to temporarily stop the automatic creation of the report. If you choose Suspend you must manually remove the check from the Suspend box before the report resumes its schedule. If you choose SuspendUntil and a date, then the report automatically resumes its schedule on that date.

This section lists the reports that you have created in Reports and saved as a User type report. You can quickly view reports that you run frequently from this area of the My Reports tab. For information on creating and saving a user level report see Reports - All.

This section is similar to the View Options on tabs throughout AMS360. It contains selections that allow you to customize the information that appears on your My Reports tab. You can hide either the My Scheduled Reports and the My User Reports sections. You can also view a list of reports based on date or choose to display reports where you are the primary approver.

The Scheduled Report History report provides the following information about reports that have been approved and distributed:

• The list of recipients.

• The date the report was approved and sent.

• Who approved the reports.

• The format in which they were sent.

Use the Scheduled Report Management report to review the following information about currently scheduled reports:

The information presented on this report is based on the security of the employee running it.

• A list of reports setup in Scheduled Reports

• Who created the scheduled report

• The frequency that the report is run

• The recipient list

• The format in which the report is sent to each recipient

• The primary and backup approvers

• The current status of the report – Active, Suspended, Suspended until.

The Scheduled Reports Recipients / Approvers report allows you to quickly identify the Scheduled Reports you are receiving, and those reports for which you are the Primary or Backup Approver. Information presented on the report is:

• Name of the report and description.

• The frequency of the report.

• The Primary, Backup, and Recipient of the report.

• The delivery method, either User Center or Email.

• The format, either PDF or CSV.

• The name of the person who setup the report.

• The status (active or suspended) of the report.

Scheduled Reports are an Automatically Scheduled List of Reports that can be distributed to pre-determined recipients. Your AMS 360 security access login determines the reports available to you for scheduling. See Scheduled Reports > Security Access to Scheduled Reports for more information.

The reports can be set to run at one of the following intervals:

2. Daily

3. Weekly

4. Monthly

5. Annually

Scheduled Reports can be generated in the following formats:

• PDF

• CSV (Excel)

Users are notified in the following ways:

• For AMS 360 users, the report appears on the My Reports tab on the User Center.

• The report is sent as an email attachment for external users (only option available). You can also send the report via email for AMS360 users.