Capturing & Scheduling Online Reports
Have you found yourself running a specific report with the same parameters a few times? If so, you probably want to take set it up to run automatically each month. We call that Capturing and Scheduling.
Capturing is defining the parameters, just like you do when you run a report. Scheduling is what you'd expect: setting the date and time for the output to be created.
For example, if you need a Services Verification Report for each of your Departments each month, just Capture and Schedule a report for each department once, and they'll be delivered automatically..
The following assumes you have already logged into the online reports portal. If not, please follow the instructions on the main Monthly Reports help page.
STEP ONE: Capturing the Parameters
In the Reporting tab, select the report you would like to work with by clicking on its title.
When you click on the title of a published report, the screen will split (top and bottom), and you'll see a new set of tabs: Run, Capture, and Report Output . Click on the Capture tab in the bottom half of the screen.
Set the parameters for the report you need.
Report Title: This is pre-populated with the name of the published report. It cannot be changed.
Select the Output Format: The only choice here is Adobe PDF, except for the Export format, whose only choice is Excel.
E-mail Notification: You can choose to have a message sent to you when the output for this report is ready for you. Most reports will run very quickly, but if you are requesting a large report, you may want to use this feature.
Duplex printing:
- If you plan to print the output AND you will use a printer that prints on both sides of the paper, select Yes. This will make all your reports come out to an even number of pages.
- If you don't plan to print, or if you only print on one side of the paper, select No.
Report for which month: You can either specify a particular month or use the default value – Current Bill.
Selecting Accounts: The next four fields give you a variety of ways to select the scope of the report you are requesting.
- To limit the output to a single account number, enter the account number in the single account number field and leave the other three fields blank.
- To create output for more than one account, use the multiple account pick-list and leave the other fields blank. To select more than one account, hold down the Control key on your keyboard (Macintosh users: the Command key), then click each account.
- To create output for an entire department, enter a Department Code and leave the other fields blank. The resulting output will show data for all accounts in that department that you are authorized to see.
- To create output for an entire Organizational Code, select an Org. Code from the pick-list. The resulting output will show data for all accounts in that Org. Code. that you are authorized to see.
- Finally, to create output for every account you are authorized to see (regardless of Department or Org. Code), you leave ALL four entry areas blank.
Use only one of these four fields at a time. If you use more than one, your output will have the narrowest interpretation of what you entered. For example, if you specify a single account and a department, your output will be for the single department.
Title: This is the on-screen title for your report with these parameters, for example,
Accounting Dept. Services.
(This is not the title that will appear in the PDF.)
This field is required.Description: Enter anything you'll find helpful for reminding you what this report is for, for example
Monthly Services for account R99-9898.
This field is required.
Click the Capture button.
STEP TWO: Scheduling the Output
Click on the Reporting tab in the top part of your screen.
Click to put a checkmark in the Show Captured Reports box.
The list of reports will now include published reports (the icon just to the left of the report title has a yellow triangle) and your captured reports (the icon has a green triangle).
Click on the title of the captured report you want to schedule.
When you click on the title of a captured report, the screen will split (top and bottom), and you'll see a new set of tabs: Run, Capture, Schedule, and Report Options. Click on the Schedule tab in the bottom half of the screen.
Click Add Schedule. A scheduling dialog box will open.
Fill out the scheduling fields:
Report Title: This is pre-populated with the name of your captured report. It cannot be changed.
Schedule Description: (optional) This will appear on the Schedule tab. Use it to remind yourself of the specifics of this scheduled event.
Schedule Method: Choose Monthly. (The data is updated monthly, so it makes no sense to create output more frequently.)
Start Date: This defaults to today's date, which is usually fine.
Start Time: This defaults to midnight, which is usually fine.
Month Days: Use the checkboxes to indicate which day of the month you want the output created. CIT's data for the previous month will always be available by the 7th of the following month, so we recommend that you schedule your output for the 7th or later.
Click Save when you've filled out the fields.
The output for the report you've Captured and Scheduled will appear on the Report Outputs tab on the schedule you've specified.