Tag Archives: Smart 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!

Smart Reports – 3 of 3

Smart Reports – 3 of 3

In this last post in the series on Smart Reports, we will review a valuable feature that lets you update the status of work orders directly from a report. Customers have found this feature especially useful for quickly reviewing and issuing requested work orders, or even closing out work orders that have been completed by technicians.

Let’s walk through an example of an “actionable” smart report that allows supervisors to review and close out completed work orders:

  • Copy an Open Work Order List/Report to test out this feature. The Smart Report Test recommended in the first post in this series can be used.
  • Select and Run the report, modifying Report Criteria as desired. When the report displays in the Report Preview Window, click on Setup to define your smart action:

  • Modify the Display Fields List to include the “WO.Complete” and “WO.LaborReport” fields:

  • Click on the Smart Elements Tab and ensure Smart Mode is set “On”.

  • Select the Smart Button(s) Sub-Tab to specify the “actionable” button to display. Select “Close (No Dialog)” from the Smart Button(s) Dropdown Control and “[WO]WO” from the Smart Button Field Value Dropdown Control:

  • Click Apply when you are finished to view the report. Notice how an option to “Close” each work order is now displayed.

  • When the “Close” Button is clicked, the page refreshes with the record displayed in bold text and the “Close” button for the row disabled:

Smart Reports can even be set up to include multiple smart actions. Building on the example discussed in last week’s post on Editable Smart Reports, a report could be set up that allowed you to edit the content of the Labor Report and close out the work order:

Remember to refer to the Tips and Troubleshooting: Advanced Reporting
Tips Section of the Reporter Guide for additional guidance on smart reports. Also, for more information on linking to records/reports from a report row or column, be sure to check out the first post in this series.

Smart Reports – 2 of 3

In this second post in the series on Smart Reports, we will review the benefits of creating “editable reports” to update field values. Providing editable fields on a report is a very convenient feature, as multiple records can be updated on a single page.  In addition, since the report form is set up to include only the fields of importance to the intended audience, it can provide an expedient and intuitive data entry point, eliminating the need to navigate to different records and tabs. Let’s review some examples of smart reports that customers have found to be beneficial.

In our first example, a smart report has been set up to enter or update Serial Numbers on Assets. After the Serial Number has been entered and the user clicks “Save”, the record refreshes in green, indicating that the change has been saved:

In the next example, a smart report has been set up to edit the Account and Target Date on work orders targeted for completion on a given date. During smart report editing, users can even access lookups to retrieve acceptable values. As shown below, double clicking in the AccountID brings forward the Account Lookup from which the correct account can be selected. If an invalid entry is typed directly into a field, a warning will display upon “save”, ensuring the integrity of your data.

This last example shows a report created to allow supervisors to review and edit entries technicians have made to the Labor Report, ensuring that work order feedback displayed in the Service Requester or emailed through a notification rule is presented as desired.

Also note the “Save All” Button shown above the first record. This new feature, added in V5, allows changes made to multiple rows to be saved in a single step. After saving, the page refreshes showing the records that updated correctly in “green” and highlighting rows with errors in “red.” It is important to note that this feature saves all records displayed in the report, not just those for which an update has been entered. As such, it is wise to carefully define report criteria when performing a “Save All’ to ensure performance efficiency.

Editable Smart Reports must be carefully defined to ensure that only desired data is updated. For assistance in setting up a report for editable fields, contact Maintenance Connection Support.

Smart Reports – 1 of 3

Did you know that Maintenance Connection Reports can include “smart” actions, allowing you to click on a row/column displayed in a report and open the respective record or a defined report? You can even use “smart” features to allow editing of report fields from within a report, or updates to status (e.g., Issue work orders). In this three part series on Smart Reports we will review each of these capabilities.

In this first blog in the series, we will demonstrate how to directly access the Workcenter tabs of a work order by clicking on an associated row listed in a “smart” report.

Tip: It would be a good idea to copy an “Open Work Order List” to use for testing out the features in this Blog Series. Consider naming the report: Smart Report Test.

  • Select and Run the report on which you will be setting up this feature (e.g., the copied “Smart Report Test”). When the report displays in the Report Preview Window, click on Setup to define your smart action:

  • Click on the Smart Elements Tab and turn Smart Mode “On”:

  • Select the Smart Actions Sub-Tab. From this sub-tab, we can specify the type of smart action to enable.

  • Select “Row (Single Smart Action per Row)” from the Smart Action Type Dropdown Control:

  • Additional fields will display to define the desired “action.” From the Smart Action Dropdown Control, ensure “Popup WorkCenter” is displayed.
  • In our example, we will allow the user viewing the report to open the work order listed. To enable this, scroll to the bottom of the Smart Action Field Value Dropdown Control and select “[WO]WO“:

  • In the Smart Action Tool Tip field, enter “Click here to open this work order“. Your page should appear as follows:

  • Click Apply when you are finished to view the “smart action” in the report.
  • Hover your mouse over a report row. Notice that the row becomes highlighted and the “tool tip” you specified is shown:

  • Click on a desired row. The Work Order WorkCenter should pop up, displaying the work order identified in the report:

Be sure to refer to the Reporter Guide for additional instructions. The Tips and Troubleshooting: Advanced Reporting Tips Section includes specific examples for connecting fields and rows to both WorkCenter Popups and Reports.