Automatic Emailing Reports

Standard Reports and Custom Reports can be scheduled to be emailed automatically.

The report will be sent as a CSV attachment in a CommTrak notification email.

You can schedule reports only for yourself; you cannot specify alternative recipients.

Automatic Emailing Standard Reports

To schedule emailing of a standard report:

1. Create or select a Favourite Report
2. Select Every in the Email field
3. Specify the schedule criteria

Automatic Emailing Custom Reports

To schedule emailing of a custom report:

1. Create or select a Custom Report
2. Choose Selected Staff in the Visible To field
3. Select Every in the Email field
4. Specify the schedule criteria

Specifying the Emailing Schedule Criteria

When the Email field in the report is changed to Every, the scheduling criteria fields will be presented:

The above image is a screenshot from a Standard Report; the same fields are presented when scheduling Custom Reports, but they are displayed

The scheduling options are as follows:

Email (default Never)

Select either:

• Never
• Every

Frequency (default 1)

Select an option 1 to 9 from the drop-down list

Period (default days)

Select the period from the drop-down list; the options are:

• days
• weeks
• months
• years

Start Date (default today's date)

Select the date on which the email schedule is to start.

If the start date is cleared (by pressing the 'C' icon), the Email field will reset to Never when Save is clicked (i.e. the schedule will not be saved).

End Date (optional, default none)

Select the date on which the email schedule is to end.

If no End Date is specified, the report will be emailed indefinitely until the schedule is cancelled (i.e. Email field is set to Never), or until the user's CommTrak account is deactivated.

Do not email if no results (default unticked)

By default, if the report does not contain any results, a notification email will still be sent.

To prevent an email notification being sent for a report containing no results, tick this option.

Saving the Schedule

Click Save to confirm the changes.

For Standard Reports, this will save the Favourite report, including the specified email schedule

For Custom Reports, this will save the changes to the report, including the specified email schedule

Automatic Emailing Reports Considerations

• If an end date is not specified, the report will be emailed according to the schedule, indefinitely, until the schedule is cancelled (Email field is set to Never), or the CommTrak user's account is deactivated.
• Report email notifications are sent shortly after midnight on the morning of the schedule days.
• The email notification for the report will contain a direct link which, when clicked, will open the relevant CommTrak report screen in the user's web browser. This feature is intended to enable the user to easily locate the Custom Report / Favourite Report, to modify or delete the schedule.
• CommTrak sends scheduled reports to the email address of the CommTrak user who configured the schedule; a report cannot be scheduled to be sent to other CommTrak users.