Tag Archives: Scheduled Reports

Lightly Used Feature – Open Smart Report from Email

Customers find that Scheduled Reports are an excellent method to provide recipients with valuable information, without the need to access the application and search for the desired data. Smart Email Reports take this capability a step further, providing access to additional data and capabilities through the use of defined smart elements.

With the Smart Email Feature, the report is sent with a Smart Mode Button. Clicking on this button prompts users to log in (if so specified), and then presents the report form in the Report Preview Window. Smart features defined on the report can then be used to access additional information, or even update records. Users only have access to the report form and defined “smart elements”; they will not have general access to system features or report setup.

Let’s take an example of a report sent out to supervisors each morning listing corrective work orders received on the previous date, with a smart popup to each work order to access more information if needed. If you would like to create a similar report to test this feature, refer to the first blog topic in the Smart Report Series for instructions.

To set up a report for “smart emailing”, open Report Setup and go the Schedule Tab:

  • On the default Email Sub-Tab, you can set up the distribution schedule like any other scheduled report. For our daily Corrective Work Order Report, the schedule might be defined as follows:

  • Click on the Smart Email Sub-Tab and check the indicator in the upper left that instructs the system to include an “Open Report in Smart Mode” Button on the report:

Note: The Smart Email Sub-Tab is accessible from both the Schedule and Smart Elements Tabs.

  • On the right side of this page, you can specify the type of login security you want in effect for the report. In most cases, this control is set to “No Automatic Login“, prompting users to enter their standard login credentials in order to access the report.

Note: Additional options are available to support automatic login using the user’s email address or allowing for a default user to be used. Refer to the User Guide for instructions on using these options.

To test this feature, we can manually email the report using the Email Button displayed in the Report Preview Window:

  • Run the smart report to be emailed so that it is presented in the Report Preview Window. Then click the Email Button.

  • The Email Report Dialog will display, prompting you to enter a recipient. You can enter your own email address in the “To Address” box to send the report to yourself for testing. You can also click to “To..” button to retrieve an address from the system (e.g., your labor record):

  • Click Apply when a recipient email address has been entered. You should receive a confirming message indicating that the report was successfully sent to the recipient.
  • To view the email from the perspective of someone not logged into the system, be sure to log out of the system first!

The email that is received might appear as follows, with the report content displayed in the body of the email, and the “Smart Mode” Button presented in the upper right corner:

  • Click the Open Report in Smart Mode Button:

  • If so defined in the report, you will be prompted to log into Maintenance Connection. Enter your standard login credentials.
  • The Report Preview Window will open displaying the report content.

Since the report was defined with a pop-up, note how individual rows can be selected to open the corresponding work order. This allows the recipient to drill down to additional data on any records as needed. Also note how the toolbar at the top is limited to only allow printing, exporting and refreshing of the report data. Options to modify Report Criteria and Setup are hidden.

  • Click the Log-Off Button in the upper right to observe how the report content is closed, ensuring the email link only provides access to the intended report content:

Stay tuned next week for a live update from the Checkpoint Training Seminar!

Report Preferences

It’s Your Preference – 1 of 3 – Reports

Maintenance Connection’s System Preferences are a great way to tailor the system to meet the unique needs of your organization. Once the focus on system set up has passed, these valuable preferences can be overlooked. To refocus attention on this feature, we are publishing an “It’s Your Preference” Blog Series to highlight popular settings in three areas. In this first post we will cover several helpful Report Preferences. In the next two posts in the series, we will review the preferences available to tailor the appearance of the printed work order and purchase order.

Report Preferences

To access Report Preferences, select Tools->Preferences from the Menu Bar, and then select the Report Folder. Since several preferences are repair center based (the ones that do not display a globe), these settings can be unique for each repair center as needed. In the following example, the XYZ University has defined their report preferences, some of which are unique for their “Athletics” Repair Center.

Return Path for Bounced Email: This preference allows you to list a specific individual to receive messages from bounced emails. Listing “SENDER” will result in the individual sending the report receiving the “bounce” notification.

BCC/CC Email List for All Outgoing Emails: These preferences define the email address of any individual who should be copied (or blind copied) on reports sent via email. Listing “SENDER” will result in the individual sending the report receiving a copy (or blind copy).

Email Address FROM/FROM NAME: These preferences determine the Email from Name (and Address) that is used when a report is manually emailed (using the Email Button on the Report Preview Window). If a value is not set, the email address of the logged in user will be used.

Number of Lines Per Report Section: This preference determines the default number of rows (records) that will be displayed before another “report section” is generated. Records included in the same section are displayed on a single HTML Page, allowing you to scroll down to view other records without moving to another section using the control available on the Report Preview Toolbar. This preference is set to 1000 records by default. If you would like to have more records displayed on a single “HTML Page” to avoid navigating to different sections, you may wish to increase this value (e.g. to 2000). It should be noted, however, that there are performance implications to increasing this value, as the system must retrieve and present more data at once.

Replacement/Additional Logo for Reports: The logo preferences allow you to have a logo displayed on reports that is different from the one displayed on your MC Home Page (or in addition to). This setting is often used when a different logo is desired for a particular repair center’s reports. In the following example, XYZ University uses a different logo to display on reports generated by the “Athletics” Repair Center:

Report Features – 3 of 3

In this last blog in the series on Report Features and Tips, we will review the options available to automate the distribution of scheduled reports. Report scheduling is used for many purposes including weekly status updates for shop supervisors, expiration reminders (e.g., for licenses or certifications), and executive/management updates. Reports can be scheduled on a wide variety of intervals:

Note:  Only customers that have the MC Agent Service can use this scheduling feature. Also, if the Schedule Tab is not displayed, you may be a member of an access group that does not have access to this feature.

To schedule a report for automated distribution:

  • Access Report Setup for the report on which automation will be scheduled.
  • Select the Schedule Tab. The Email Sub-Tab will be selected by default, allowing you to specify email instructions.
  • To define automated generation and distribution, change the Email Schedule Dropdown Control to “On“. The remaining controls on the page will display.

  • Select the desired frequency from the Frequency dropdown controls. For example, to schedule a management report for distribution the first of each quarter you could select: “Every 3 Month(s)“.
  • In the Begin On dropdown controls, specify the first date you would like this report to be sent. In our example, you could select “10/1/2011“, as this is the next date that corresponds to the first of a calendar quarter.
  • Specify the Attachment Type. For most reports, the HTML option is preferable. The XML and CSV options are most often used when reports are to be opened in Excel or another software system.

  • The “Do not send if report returns no records” option is especially valuable for conditional notifications. For example, you could send a license expiration report only if there are individuals with licenses expiring or a list of work orders pending approval only if there are work orders in this state.
  • In the Email Recipients area, you can directly enter the email addresses of the individuals who should receive this report, separated by commas. Alternatively, if email addresses are already defined for these individuals in their Labor or Requester Records, it is best to add the addresses using the Add Button.
    • Click Add and the Select Recipients Dialog will display.
    • Change the dropdown control at the top of the page to locate the desired individual(s), typically “Labor“.
    • All individuals of the chosen type will be displayed. Those with valid email addresses specified will be selectable.
    • Select the individuals that you wish to receive this report.
    • Click Apply when finished.


  • In the area on the right of this page, specify the Email Address and Name that should appear on the email that distributes the report. It should be noted that a default value for “new reports” can be specified in System Preferences.

Click Apply when finished and the MC Agent will prepare and distribute the report to specified recipients on the next scheduled date.