Table of Contents
Introduction
Join Brian Hatch as he walks through the steps to schedule almost any report in RecTrac to run automatically.
Recording
Transcript
00:00:01:7 - 00:00:22:2
Brian Hatch
In this video we’ll walk through the process for scheduling a report in RecTrac. in RecTrac in all report screens. You have the ability to schedule a report for any reports that are needed on a reoccurring basis, and this can eliminate the need potentially to even log into RecTrac if that's the one thing you need to pull out of RecTrac each day, or just eliminate the need for how many manual reports you need to run again on a recurring basis.
00:00:22:6 - 00:00:40:2
Brian Hatch
In our example, we're going to use the GL distribution report as our walk through and the way of the report set up as just a common set up for showing me all GL records for all users. And then I'm using as a posting date range. I'm using our dynamic today settings. It's very typical, especially if you're scheduling a report.
00:00:40:5 - 00:00:56:2
Brian Hatch
You want to make sure you don't use the actual date settings. Typically, because this is going to be running on a daily basis is the way we're going to walk through this scenario and we want to make sure it's a sliding scale. So the today setting is going to give us that dynamic setting that we're going to need for a scheduled report.
00:00:56:5 - 00:01:16:0
Brian Hatch
I've actually put in a negative one in both field selection isn't going to run for today’s transaction. It's going to run for yesterday's transactions. And you can obviously use the parameters that are needed in your scenario. So all transactions for all users for yesterday's date is how I have this set up at the bottom already have my output selections made.
00:01:16:0 - 00:01:39:6
Brian Hatch
I'm just going to run our standard GL distribution dynamic report in a summary type. At this point, I'm a hit process just like I would if I was running this report manually on a report output or option screen. We have another selection for how we want the file format to come out. And typically, if you're going to be scheduling a report, you're scheduling it for the purpose of emailing someone to make sure the email report options turned on.
00:01:40:1 - 00:02:00:5
Brian Hatch
And again, I can choose which format I actually want the attachment to be. And if you choose multiple formats, you'll get multiple attachments on that email below. There you can put in the email address you want to go through and you can actually list multiple email addresses separated by a comma, and then you can list the email subject and again, an email body if desired for the schedule.
00:02:00:6 - 00:02:18:0
Brian Hatch
Then at this point, if I hit schedule at the bottom, it'll bring up a schedule generator screen. It's going to ask for a name of the scheduled event. So in our case, we'll just keep it simple, called our Daily GL report. And at this point we can choose when we want the process to start running and then when we want to end.
00:02:18:0 - 00:02:36:5
Brian Hatch
So for something like this, it could just run indefinitely. So I'll just push it out starting today and running into the future. You can choose what specific months you want. You can choose the day option. So this could be specific weekdays specific days of the month or specific number of days. In our example, I'm going to leave it under specific weekdays.
00:02:36:5 - 00:02:54:5
Brian Hatch
I'm just going to select all weekdays. I just want a daily email always showing me the transactions from the previous day. The next section is our fixed time, so I get to choose what time I want this event or this report to actually run. But one thing to keep in mind here is your settings from the previous screen.
00:02:55:0 - 00:03:14:3
Brian Hatch
So because I'm using that today, minus one setting that yesterday's setting, I just want to make sure I pick a time that's after 12 a.m.. So in our example, I'm just going to keep it simple again and go with 1 a.m. and that'll automatically email me the report. With yesterday's transactions, it will automatically fill in the run as user.
00:03:14:3 - 00:03:31:6
Brian Hatch
As the user logged into in retract and that can be switched if desired. The final field is the email to an event complete. So this is really just a confirmation email letting us know that the event ran and we typically want to leave this blank because you're automatically going to get the email with the attachments. This would be only in an addition.
00:03:31:6 - 00:03:51:3
Brian Hatch
Another email that just tells you that the event ran, which is often not needed. So I'm going to leave that blank and just hit save on the screen. So now that report is actually scheduled. You can review scheduled events and make changes to them in our scheduled events management program. So from the menu, you can type in scheduled events and you'll see that it will launch this program.
00:03:51:3 - 00:04:13:3
Brian Hatch
This will show you all scheduled events in the database and let’s just narrow it down to our new scheduled event that we just ran. And since I already had it open, I'm just going to put in my filter and then hit refresh. So here's our new scheduled event for the report, our GL report. And if I highlighted the different options, if I just want to change the run settings for the event itself, I can hit change event.
00:04:13:6 - 00:04:38:2
Brian Hatch
So that'll be maybe adjusting the days of the week or the start and time or the time of the event itself. If you're looking to change more. So you're looking to either update report criteria or output settings, maybe you're looking to add or move an email address or any of those other settings. You'd go to more at the bottom and you can use the update event settings that's going to bring you back to the very first step in that process, specifically for the scheduled event.
00:04:38:5 - 00:04:54:0
Brian Hatch
And then you can just make any adjustments that you need to as it walks you back through those different screens that we we just went through. So update event settings, it's a trick for that. And that is the process for scheduling a report and actually managing scheduled event in RecTrac.