How to set up an Automated Report

There are often reasons to have the same report emailed to different Teams or Groups of Vehicles depending on how the database is configured.

The following guide will show how to create a custom report from a built-in report, as well as, how to automate the Report so it will be emailed out to Users.

Login to your Database and go to Administration > Reports... > Report Views.

For this example we will use Exception Detail Reports. Exception reports show when an Exception Rule has been triggered and the details of the Exception.

The settings for these exception rules can be found under Rules & Groups > Rules.

Select the which Report to use depending on the detail needed. This example will be with the Advanced Exception Details Report.

To access the Report Template click Export from the top bar.

This will download the Excel Template. If you know how, you can change details of the report in Excel or add logos and presentation.

At minimum all you need to do it change the file name to something useful. The name that you save the template as, will be the default name of the new report.

To import this new template into the database, drag the renamed excel file into the browser window.

Once uploaded you will be taken the Email Report tab in your new report, set the Email Options to Yes.

And you will have the following:

Display Options - These are options for who will receive the Report.

There are two ways to have a report emailed. Users that have access to the report can set the report to send directly to themselves or you can set the report to send to users that are in a Group. To send directly to yourself set the Email the Report to Me to Yes. To send to users in a Group, select the Group in the Recipient List. If you don't select either option you will get an error when you try to save the report.

Be aware that access to the database is managed by Groups. Users that are in a Group will only be able to see Vehicles in that Group. The Database will automatically remove any Vehicles from a Report before it is sent if the User that is set to receive the Report doesn't have permission to view those Vehicles. Reports sent to Users will only contain data for Vehicles that the User is permitted to view.

Selecting All in Company Group will send the Report to all Users in the database. Only in Company Group will send the Report to all Users on the database that aren't in a Group.

DO NOT USE THE REDIRECT REPORT OPTION - This is used for testing the functionality of specialised custom reports that use formulas to determine when they should be sent.

Report Data Configuration - These are the options for how the report is automated.

Type of Report - Excel is default

Date Range - This is the date range for the data set to be gathered from the Next Run date. 

Refresh Period - How often the email is sent. 

Next Run - The date and time the report will be emailed next. Once the Automated Report has run this will automatically move forward based on the Refresh Period, one day if daily, a week if weekly, etc.

Belonging To - This allows you to select which Groups will be included in the Report.

Additional Report Options - These are options specific to the type of Report.

Run Report By - Device is default. If using Key Readers, Driver can be an option. 

Exception Rules - If you want to include all Exception Rules leave this blank, or you can select specific Exceptions Rules from this list. 

Once finished be sure to click Save at the top of the page and the Automated Report will be sent at the Next Run date.