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Department
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IT Development
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Purpose
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Explain how you can create automated reports by applying all the parameters and filters to receive the report when you want.
At the moment only can be applied to commissions and orders.
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Estimated Time
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5 minutes
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The Estimated time can be in m,h,d (Minutes, Hours, Days) |
Introduction & Previous Concepts
An automated report helps the user to create recurring reports by adding custom filters, the period, and the date that you want that be executed.
To create new automated reports, you have to add orders or commissions so you can read the documentation to generate orders and configure the commissions.
Procedure
¿How to create automated reports?
When you want to add a new automated report, you have to go to the commission’s dashboards or the orders page to select the button with the filter icon.
Commissions dashboard
Orders dashboard
You have to add your custom filters and click on the icon with 3 dots and select “the create automated reports” option and it will open a drawer like this:
In this drawer, we can see the fields that are necessary to create an automated report.
*Alias: Name or title of the automated report.
*Period: Range of dates that the report will take to be executed.
1the available options are:
Last seven days
Last fourteen days
Last thirty days
Last week
Last two weeks
Last three weeks
Last month
Last two months
Last three months
Last quarterly
Last half of the month
Custom Period: When you select this option, then you can set up a custom period days and a custom period type. There are two validations to it: If you select the week type, then the number of weeks can not be more than thirteen. On the other hand, if you select the day type, then the number of days can not be more than ninety.
Note: You can not add more than ninety days or thirteen weeks.
Repeat: This field indicates how often the automated report will be executed.
The available options are:
Daily
Every seven days
Every fourteen days
Every twenty-one days
Every thirty days
Weekly
Every two weeks
Every three weeks
Every half of the month: When you select this option, then you can set up how many days after the half of the month will the automated report be executed.
Monthly
Every two months
Every Quarterly
Custom repeat: When you select this option, then you can set up a custom period days and a custom period type.
*Start On and time delivery range: This field indicates when the report will be executed for the first time(date and time).
Note: All fields marked with an “*” are mandatory
When you finish setting up all parameters, you will be able to see in the “examples” section an example of the next four times they will be executed and the date ranges they will be applied.
To create a new automated report, you can click the green save button.
Automated Reports section.
To see all automated reports created for you, go to the “automated reports“ section, Here you will be able to see a list of the all records. If you have the “manage all automated reports” permission you will be able to see other users' records.
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If you have the “manage all automated report” permission you will see two available filters:
Search by user: it will search all the reports created by the user you type.
See only my automated reports: it will search all the reports created by you.
Report type: it will search by report type. Those could be commissions or orders.
On the other hand, if you do not have the permissions, then, only the following filter will appear:
Report type: it will search by report type. Those could be “commissions“ or “orders”.
The reporting table looks like this:
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User: The person who creates the automated report.
Alias: The name of the automated report.
Type: Commissions or orders.
Period: Range of dates that the report will take to be executed
Repeat: Indicates how often the automated report will be executed
Schedule at: The next date it will be executed.
Executions: How many executions there are.
Created at: The date it has been created.
You will see the following options:
View generated reports (If you have executions).
Delete automated reports.
Click the “Delete” option and accept the delete confirmation to delete the record.
Generated automated report
To see the generated reports select the option “View generated report” and a drawer with reports will open.
You can filter a generated report by search date range
If you want to download the report, click on the downloadable icon button and it will do the download.
On the other hand, if you want to see the added filters, click on the eye icon button and this will open a drawer with all the filters.
General reports
Automated reports and general reports both are in my reports section but when a report is generated by an automated report then you will be able to see an indicator.
Go to the account menu and select my reports option.
If the report has been generated by the automated report then an icon will appear in the item row with the name of the automated report and also see the filters and download the report.
Best Result
If the scheduled automated report runs successfully, the report will be generated, sent to the user's email, and appear in my reports sections.
Worst Result
The application will throw an Error and you will need to check if the data is not corrupted.
If after checking this you still have an error please contact support@webforcehq.com
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Introduction
With this feature, you will be able to generate several customized data exports using filters and parameters in the system.
The automated reports feature offers the ability to automate these exports, generating them repeatedly based on a set configuration that meets your needs.
This feature is particularly useful when you need to retrieve this data periodically.
Right now you can use this ability on this modules with more to come in the future
Orders
Commissions
To be able to create automated reports, you need to have one of the following roles in the system:
Super Admin
Admin
Sales manager
If you need to enable this for a person who does not have any of these roles, you can manually attach the permission to 'Create automated report' under the General module.
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Create an automated report
We will use the Orders export as an example, but the same logic will apply to others.
Click on the Advanced Search button.
Select the filters you will apply. If you select a date range, it will be ignored. We will show later how to define it.
Click on the vertical dots.
Click on Create automated report.
You will see a form with the following fields:
Alias: It is a name to identify your automated report.
Period: The period or range of dates that the report will use, the current day is not being considered in this range, you have many options here:
Last 7 days
Last 14 days
Last 30 days
Last week
Last 2 weeks
Last 3 weeks
Last half of the month: It divides the month into 2 periods, from day 1 to 15 and from day 16 to the end of the month. When being calculated the current day is ignored.
Last month
Last 2 months
Last 3 months
Last quarter: The last quarter that has ended.
Custom period: You can define a custom period of days or weeks, if days are selected you can put a maximum of 90, in the case of weeks max allowed range is 12.
Repeat Period: Here you can define how often the export will be autogenerated, available options are:
Daily
Weekly
Every 2 weeks
Every 3 weeks
Every half of the month
Monthly
Every 2 months
Every quarter: Run the report every 3 months.
Custom period: Run the report every x days/weeks, you will define the period.
Start on: The date when the first run will start. This field is not visible if you selected Every half of the month.
After days: If in the repeat period, you selected Every half of the month you need to specify how many days after the current half of the month finishes the report will run. The maximum value is 13.
Time delivery range: An estimated time when the report will be scheduled and delivered. This is only an approximation, there could happen some situations where the report is delivered later, for example, the report is too heavy, or the server is handling other heavy processes.
Finally, you will see when the following 4 schedules will be executed along the range of dates to be applied.
Click on save.
Manage automated reports
You can manage the reports that you have created. If you want to see/delete automated reports created by other people, you should have the permission called Manage all automated reports (enabled in Super Admin and Admin roles by default), such permission can be found in the General module when updating employee permissions.
To manage the automated reports, you should follow these steps:
Click on the user icon on the top right of the screen, then click on My automated reports.
If you have the Manage all automated reports this would be your view:
By default, the enabled checkmark indicates that you are watching only records created by you, if you disable it, you will see all the records created.
Additionally, you can filter in the search user field by inputting a user's name.
Also, you can see the user who owns the report in a column.
If you don’t have that permission, your view would be:
You will have the columns:
Alias: The alias to identify the record.
Type: The type of report to generate, it can be Orders or Commissions.
Period: The period selected by you when you created the record.
Repeat: The repeat period selected in the creation form.
Scheduled at: The date of the next schedule.
Executions: The number of successful executions.
Created at: The date when this record was created.
If you click on the 3 vertical dots in the last column, you will see a couple of actions:
If the record has at least 1 execution, you can see the generated reports. If you click on that option, you will see this UI:
You can also delete the automated report by selecting Delete, if you delete it the current generated reports will still be available in the My reports section.
Notifications for reports
Like a single data export in the system, when a report is autogenerated, you will receive an email notification and an in-app notification (the bell on the top right section) to download your report.
You will also be notified if the report fails and is not generated. We will try to generate it again in one hour. We only make 2 extra tries. If the report fails 3 times we only schedule the next execution, and you would need to contact support to get more info about why the report was not generated.