Reporting

All Reports - DRS Reports Configuration

DRS reports are system reports that are configured to email at a set interval to a specific email recipient(s). Reports can be emailed daily, weekly, monthly etc. There is also a flag to determine whether the report should be emailed over weekends.

Important Note: The DRS Reporting Service must be installed in order to email the reports.

Configuration settings for DRS Reports

You have to configure the DRS template repository path, if its already configured, check that the configured path is correct. Your system administrator can help you to configure this. This is the path where the reports templates will be saved.

DRS Report Templates

DRS Report Templates are MS Excel templates. They must be saved in the DRS Report folder in the DRS template repository path location first before DRS reports can be added in the system. The format of the report template can be pulled from the system report you wish to be emailed.

Ribbon Access:   Reporting   >   All Reports

Step 1 Reporting-All Reports

The Reports listing screen will be displayed.

Select Report

1. Select from the list, the report that you wish to email.
• For more information, please refer to introduction to all reports.
2. In this image, the Assets: All with Fees report has been selected.
3. Click on Run Report.

Run Report

• Note 1: If the report you wish to email is not in the system, you can add one.
• Note 2: If you choose a report which requires parameters to be set, the report will pull data according the set parameters every time it runs. For example, if you set date parameters from 1 January 2019 to 1 March 2019, every time you get a report, the data retrieved will be within these date parameters.

1. The Report Screen will be displayed with the name of the selected report in the title bar.

Export to Excel

1. Click on Excel to export the report to MS Excel.

• The report will open in MS Excel.

Edit Report  

1. You can use the toolbar to edit the report according to your preferences. For example, bold any relevant text, or colour particular columns as desired. You can also add a pivot table(s) and rename sheets.

Save DRS Report Template

2. Clear all the data (apart from the headings row) before saving the template to the DRS Reports folder.

• Click on File.

• Click on Save As.

• Click on Browse.

1. The Save As screen will pop up.
2. Search for the DRS Templates folder.

1. Open the DRS Templates folder.
2. Save the new report template in this folder.

• The Save As screen will close and you will return to the Excel spreadsheet.
• Close this screen when you are done.

Step 2 Reporting-DRS Reports

Ribbon Access:   Reporting   >   DRS Reports

• The DRS Reports listing screen will be displayed.
• Click on Add.

The DRS Report Maintain screen will be displayed.

Select Report

• Click on the search button in the System Report field.

1. The Select a System Report screen will pop up.
2. Select the row of the report that you wish to email.
• In this image, the Assets: All with fees report has been selected.
3. Click on Ok.

1. The following fields will now auto populate:
• System Report,
• Report Name and
• Report Description.

Select Workbook Name

2. Click on the search button in the Workbook Name field.

1. The Select File screen will pop up.
2. The template must have the same format with the report you are adding so that data will not be mismatched.
• In this image, Assets_All with Fees MSExcel Template has been selected.
3. The template should be saved in the DRS template repository path location.

1. The Workbook Name field will now be populated.

Select Datasheet Name  

2. Click on the drop-down arrow in the Datasheet Name field.

1. The Datasheet Name drop-down menu will be displayed.
2. Select the relevant data sheet from the list.
• Note: This is the datasheet to which the data will be imported, so it should have the same format as the system report to ensure that the data will not be mismatched. For example, you cannot link a graphical datasheet to this.
3. In this image, Data has been selected.

• Repository Path: This will be auto populated with the repository path configured on the system.
• Frequency: Type in the frequency that you want the emails to be send or you the up and down arrows to select the frequency.
• Note: If you choose 1, it means daily or every month, if you choose 2, it means every second day or second month etc. depending on the selected period type.
• Period Type: Click on the drop-down arrow in this field and select the period type from the menu.
• Report Time: This is the time when the report will be emailed. This field will be auto populated with a default time. Either type in or click on the directional arrows to select an alternative time if required.
• Report Day: Here you can set the day you wish the report to be sent. 1 represents Monday, 2 represents Tuesday etc. You can either type in or use the directional arrows to select the required day.
  • Note: This will be greyed out if the selected period type is set to daily.
• Report Date: This allows you to set the date that you wish the report to be sent e.g. the 25th. You can either type in or use the directional arrows to select the required date.
• Note: This will be greyed out if the selected period type is set to daily or weekly.
• Include Weekends: Select this check box if you want the report to be sent even if the date falls on a weekend.
• Email Subject: Type in the email subject here.
• Email Body: Type in the email body here.

Report Parameters  

1. The Parameters panel

If the report you are adding has parameters , they will be displayed in this panel.

 Report Distribution

2. The Distribution panel

You can add the email address(es) of the recipient(s) of this report in this panel.

Add Email Address

3. Right click anywhere in a blank row (not the filter row).

1. A Process menu will be displayed.
2. Click on Add - Add New Distribution.

• The Report Distribution screen will pop up asking you;
• How will this be distributed, internally or externally?

Internally  

• If you select Internally - when you click on the drop-down arrow in the Employee field, a list of your company's employees and their internal email addresses (company) will be displayed for you to select from.

Externally  

• If you select Externally - the Employee field will be uneditable (greyed out), you will need to type in the recipient's email address in the Email Address field.

 Save DRS Report

• When you have selected the recipients for the report distribution, click on Save.

• You will return to the DRS Reports listing screen.
• A DRS Reports message box will pop up informing you that;
• The DRS Report: [ ] has been saved.
• Click on Ok.

 View DRS Report

• You can now view the saved report in this screen.

Edit DRS Report

• In the DRS Reports listing screen, select the report that you wish to edit.
• Click on Edit.
• In this example, the Assets: All with Fees report has been selected.

• The DRS Report Maintain screen will be displayed.

Edit Report Details

• Make the changes, as required.
• In this example, the Report Time has been adjusted.

Save Changes

• Click on Save.

• You will return to the DRS Reports listing screen.
• A DRS Reports message box will pop up informing you that;
• The DRS Report: [ ] has been saved.
• Click on Ok.

View Edited Report  

1. You can now view the edited report in this screen.
2. In this example, the Report Time is now displayed as 08:00:00.

Delete a DRS Report.

Select the Report  

• In the DRS Reports listing screen, select the report that you wish to delete.

Select Delete

• Click on Delete.
• In this example, the Active Meters report has been selected.

Confirm Deletion  

• A Delete Report message box will pop up asking;
• Are you sure you want to delete this report?
• Click on Yes.

• A Delete DRS Report message box will pop up informing you that;
• Report Deleted.
• Click on OK.

1. The report will be removed from the DRS Reports listing screen.
2. Click on Back or Close the screen when you are done.

Emailing DRS Reports