Setting up Automated Reports (via Report Setup Module)
Automated reports should be set up on the server, when able. This is because the user running the reports will need to be logged in 24/7 and your Interface Manager User is already running constantly on the server for many other FOS integrations. If you choose to run auto reports on a daily user, not only will they need to remain logged in constantly but as reports are spooling there will be a freeze in performance for said user. Additionally, any report that has a parameter question when ran manually cannot be set up for automation as there is not a live user to answer the question which is required to allow it to proceed. If you have a file with a question and you want it automated, a copy of the file will need to be created by a report writer with the question removed or the answer hard coded.
Report Setup Module
To begin an automated report the report must be set up correctly in the “Report Setup” module. For instance, if you have chosen a report to be e-mailed from automated reporting, you must copy the report setup for the automated instance therefore allowing the ability to run the report manually without it being e-mailed.
To do so, locate the report in the Report Setup module, right click, choose Copy.
You can change the report name and description in the copied file. In the example below, the report setup has been copied and the name and description changed to reflect that this will now be an automated report. The report name field is listed alphabetically on the previous screen so starting with a z will place this at the bottom of the list, out of plain sight from other reports that are ran manually.
An e-mail address has been entered so that the report will be-mailed at a regular interval. Ensure the email addresses, if more than 1, are separated by comma or semi-colon. Do not end the row with a separator. There is a character limit per row and the check box at the start of the row must be selected to email to those listed.
The subject is optional. If left blank, it will utilize the information in the Description field automatically.
Note: When setting up a report for automated reporting using a specific time interval, do not select the “Ask Me When I Print the Report” box or the report will not send until the “Print” button is selected manually.
Reporting Module
Open the Automated Reporting module and choose New at the top of the screen. Nothing will pop-up, it will simply add a line and give you a clean palette to start building on.
All work will now be done on the right-hand side of the screen. Populate the Name field (use the same as what you used in the Report Name field of the Report Setup is a suggestion to help keep your reports orderly) then choose Select Report. Single click to highlight the report. On this page you will also choose a filter, if applicable, and the system chooses the Default Filter automatically. You can also select the specific tails and crewmembers if the customer has specified any. Once selections have been made, choose Set Automatic Printing Options.
You'll be taken back to the Automated Reporting screen and the report you selected as well as any filters, aircraft, or crew will be populated into the fields. Next, work to complete the data as it pertains to (a) send days of the week or (b) dates as well as (c) timing, and (d) the amount of data that should be included. Click Save!
Check the server or computer you are going to run from. Is it set to UTC or local time? This will matter when you set the print time. Example, hosted servers are set to UTC time, so the print time in the report screen should be noted as UTC.
Verify the print times and interval are correct. (i.e. if the Interval is set to 1 hour and the Print time is set to 0900-1100 the report will be sent twice, 1 hour apart). You want to have your interval set to a time that is greater than the spread between the two print times if the report is to be sent one time only (example would be a time interval of 1:00 with a print time of 08:00 - 08:45 would mean the report would try to print at 8:00, with a grace period of 45 minutes. Then print again 1 hour after it first prints which would be outside of the 45 minute window so it would not run a second time).
Review of the fields in the Automated Reporting Setup screen
1. This is the name that applies only to the auto report module on this specific user and is free text.
2. This is the report name that will automatically be pulled in based on the report selected in the steps above.
3. This is the list of crew/tails that will be automatically displayed based on selections made in the steps above.
4. This is the filter name that will be automatically displayed based on the selection made in the previous steps (if your report is in the crewmember group, the filter name will never appear so you may want to note the filter name in the Name field).
5. These are the date ranges for the data you want to be included. X number of days before and after the report generation date.
6. In lieu of the date range values you can use these checkboxes if you want the entire month before, during, or after to be reported on.
6*. This is a free text box in the event you want a certain number of months after the current month to be reported on.
7 and 8. The interval is the hours or minutes you want the report to run (ie. every 1:00 hour) and the Print Time is the range of time you want it to print through. The example would be a time interval of 1:00 with a print time of 08:00 - 08:45 would mean the report would try to print at 8:00, with a grace period of 45 minutes. Then print again 1 hour after it first prints which would be outside of the 45 minute window so it would not run a second time.
9 and 10. The print day of the month is just that, what day of the month you want the report to run whereas the Mon-Sun checkboxes on the right are to be used if you want the report to run on a set day of the week.
Company Data Module
Under the “Reports” tab within the Company Data module, it is best to select the option “Auto Print use SMTP E-mail” if your normal E-Mail option is MAPI or Lotus Notes. Lotus Notes does not send e-mails generated by another program automatically.
Outlook will prompt several questions when sending e-mails from another program which defeats the automated reports feature.
Ensure the proper SMTP address has been input on the “Web” tab.
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