Overview of Report Automation
OfficeTools by CARET Report Automation lets users schedule the automatic distribution of select reports. These reports are automatically emailed to the selected recipients on the scheduled dates and time, even if OfficeTools by CARET is not open.
Note that only custom reports can be automated. So, for example, if you wanted to automate the A/R Aging report, you need to check the list of qualifying reports to be sure that report can be automated, and then create a custom A/R Aging report to automate.
Note that there is no limit to the number of reports that can be automated. HOWEVER, don’t set automated reports to be delivered on the same day and time, for example, don’t send all your reports on Mondays at 8:00 am. Reports need to be sent with at least a 5 minute difference between delivery time, for example, 8:00 am, 8:05 am, 8:10 am, and so on.
Qualifying Reports
The following reports can be auto-scheduled for distribution.
Billing Reports
A/R Aging
A/R Realization
A/R Reconciliation
WIP
WIP Aged
WIP Reconciliation
Invoice Reconciliation
Contact Reports
Full Contact
Address Book
Bill to Contacts
Birthday List
Hidden Contacts
Profession
Phone Listing
Contact List
Contact Activity
Rolodex
Custom Field
Portal Contacts
Project Reports
Current Status
Due Date Partial Detail
Due Date Full Detail
Staff Reports
Staff Activity
Requirements
Ensure that OfficeTools Exchange Service (OTX Service) is running.
Scheduling Report Automation
- Select Reports and then select the category of the report you want to automate.
- Under Type, highlight the report you want to automate. Select a View for the report and change the Sort, Filters, or Options settings as desired.
- Click the Add Custom Report
- Enter the name of the custom report and click Save.
- Notification that the custom report is saved appears. Click OK.
- Highlight the new, custom report in the list.
- Make any changes to the report settings as needed.
- For Ending, enter the date that the first report will be automatically distributed. This is the Delivery Schedule
- Double-click the report type for a preview as necessary.
- Click Auto Generate.
- The Automation Setup window appears. For Reporting Period, enter the number and units of data to include in the report both before (Prior) and after (Forward) the Delivery Schedule NOTE: Prior and Forward fields cannot contain zero or blank values.
For example:- To create a report that has 1 day of past data and 1 day of data after the Delivery Schedule date, enter 1 Day Prior and 1 Day Forward.
- To create a report that has a week of past data and 1 day of data after the Delivery Schedule date, enter 1 Week Prior and 1 Day Forward.
- To create a report that has a year of past data and a month of data after the Delivery Schedule date, enter 1 Year Prior and 4 Weeks Forward.
- For Deliver To
- EITHER click the drop-down arrow and select one recipient for the report.
- OR click the browse button and select one or more recipients for the report. Note that the field value is (Collection) when more than one recipient is selected.
- EITHER click the drop-down arrow and select one recipient for the report.
- For Delivery Schedule, select to send the report Daily, Weekly, Monthly, or Yearly. Then, change the settings that appear for that selection. Enter a Delivery Time for each report distribution. For example:
- To send a report at 8:00 am every day, set Delivery Schedule like this:
- To send a report every other Wednesday at noon, set Delivery Schedule like this:
- To send a report on the 15th of every month at 9:00 am, set Delivery Schedule like this:
- To send a report once a year on April 15 at 9:00 am, set Delivery Schedule like this:
- To send a report at 8:00 am every day, set Delivery Schedule like this:
- Once the automation setup is complete, turn on the report automation. Note that you can also select to generate and distribute the report immediately by clicking Generate Now. Check the Next Delivery date to ensure it is correct.
If you make any changes after turning report automation on, turn automation off and then back on again and the settings will refresh.
Editing Automated Reports
- Select Reports and then select the category of the automated report.
- The Reports window appears. Highlight the automated report under Type. Make any changes to the report settings as desired. Double-click the report type for a preview.
NOTE: Once a custom report has been created, View cannot be changed.
- Click Auto Generate.
- The Automation Setup window appears. Make changes as necessary.Turn report automation off and then back on to refresh the settings. Click OK to save.
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