Navigation:  How To Guide > How to set up the automated reports

 

•Setting up the automated reports

•Setting up report recipients for non-timed triggers

•Setting up report recipients for timed triggers

 

Setting up the automated reports

 

To set up automated reports, go to Menu > Common Maintenance > Automated Report Triggers.

 

Populate the form (the required fields are marked with a red asterisk*) then click the Save button.

 

 

You can use the report placeholders from the right toolbar to replace texts in the email Subject & Message Body (e.g. Location Path, Audit Date, Overall Score):

 

 

For Example:

 

Message Body:

"Please see attached, a copy of the audit reports for @LOCATION_PATH completed on @AUDIT_DATE with an overall score of @OVERALL_SCORE."

 

The above message body will be converted to:

"Please see attached, a copy of the audit reports for Sample Site 1 / Block A / Ground Level / Ward 101 completed on 01/08/2023 with an overall score of 95.70%."

 

 

Timed Automated Trigger and Warning Triggers

 

If you have selected any of the timed or warning trigger e.g. Timed Audit Report, Audit Failure Warning, Asset Ticket Warning, etc., then you will need to fill in the form from the Staff Group & Frequency tab.

 

Fill in the Item Count, Length, and Frequency fields as shown below:

 

 

The above values translates to: Send an email when the functional area audit failed 3 times in the last 2 Month/s.

 

You will also need to select a Staff Group from the grid to indicate which group you want to send the report to.

 

 

How to setup the trigger reports

 

Once saved, click on the Reports tab. Click on the Add Report button and select 1 or more reports from the pop-up box:

 

 

 

After adding the reports in the list, you can choose to activate the Send URL flag.

 

If this flag is activated, a download URL will be appended at the bottom of the message body instead of a report attachment.

 

This is useful for big reports with images like the Cleaning Actions Required Report, which can sometimes get over the 20MB limit on the email.

 

 

Sample generated email:

 

 

Setting up report recipients for non-timed triggers

 

There are several configurations required to set up which user gets included in the list of recipients.

 

Staff - Receive Reports flag and Location Configuration

 

To configure the Receive Reports flag and Location, go to Menu > Staff  > Staff Details. Load the Staff record on the view by clicking on the search icon, this will open the Staff Lookup window. Find the staff from the lookup and select the record by double-clicking or highlighting the row and clicking the [ Select ] button:

 

 

Once the Staff record is loaded on the Details form, check the Receive Reports flag:

 

Note: The automated reports will get sent to the same email address defined on the Email field in Staff Details view.

 

 

After setting the Receive Reports flag, navigate to the Location tab. Assign the staff record to one or more locations by checking the Selected column.

Assigning a Staff record against a location means that every time a user signs off an audit against the location, the user will get an automated report sent their email e.g.:

 

 

The configuration above means that an automated report email will get sent to support@fmfirst.co.uk for all audits carried out on Sample Site 1 and Sample Site 2.

Alternatively, if you want to assign the Staff to specific functional areas, expand the tier by clicking on the [ + ] button and to find the functional area:

 

 

 

System Security - Report access

 

Another configuration required is to give the Staff record access to the reports configured in the Report Triggers.

 

Go to Menu > Security > Security Control view, navigate to the Access Rights tab and open the Staff lookup by clicking on the search icon on the Staff Id field. Find the Staff record to load it on the view.

 

For this example, we have created a System Group called Automated Reports, then gave the group access to Cleaning Action Required Report and Cleaning Audit Score Sheet Report (If you want to find out how to create a System Group access, click here):

 

 

Assign the Staff to the Automated Reports group by filtering the Available list with Access Type = Group, then drag and drop the Automated Reports group from the Available list to the Selected list:

 

 

If you want the user to receive specific reports, instead of assigning them to an access group, you can filter the Available list by Access Type = Report, then drag and drop the specific reports to the Selected list:

 

 

 

Setting up report recipients for timed triggers

 

To set up the recipients for the timed or warning triggers will need to assign staff to a group. You can do this by following the steps in this link.

 

Once you have assigned the staff to a group, go to Maintenance > Automated Report Triggers view.

 

Select the trigger from the left menu, then navigate to the Staff Group & Frequency tab. Select the group from the grid by ticking the relevant boxes as shown below: