Configure Automated Reports

EMS can send reports daily to selected email addresses. Reports that can be automated include Reservation and Sales\Statistics Queries and all saved Daily and Statistics Reports under the EMS Reports menu.

Automated reports can be configured and emailed to selected recipients. They use predefined queries and saved reports. An email is sent to the recipients defined in the automated report delivery configuration with either the requested report information or a message indicating that no data is available.

Before automated reports can be sent, the EMS Automated Report Service must be installed and configured.

Save an automated report

  1. On the EMS menu bar, select Reports > Automated Report Delivery.

    The Automated Report Delivery window opens. This window lists all automated reports that are currently configured in your EMS database and have an active status.

    To view deactivated automated reports, select Inactive in the Show section of the window.

  2. Select New.

    The Automated Report window opens.

  3. In Description, enter a name or description.

    The Automated Report Delivery description should identify the delivery type, such as Daily Event Schedule Delivery.

  4. In the Automated Report Type section, specify whether the report is a query or a saved report.

    Query options

    • Query Type: Limits the displayed queries to either Reservation or Sales\Statistics.
    • Query: Displays the available queries to automate based on the selected query type. If no query type is selected, all Reservation and Sales\Statistics queries are displayed.

    Saved report options

    • Report Section: Defaults to (all) but can be changed to Daily or Statistics to limit the available report types.
    • Report Type: Defaults to (all) but can be changed to a specific Daily or Statistics report to filter the saved reports.
    • Saved Report: Displays the saved reports that are available for automation.

  5. Configure the report frequency.

    • Daily/Weekly/Monthly: Determines how often the report is sent.
    • Daily: Sends the report every day at the specified time.
    • Weekly: Sends the report on one or more selected days each week.
    • Monthly: Sends the report on a specified day of the month (1–28) or on the last day of the month.
    • Send Report At: Determines the time of day when the report is sent.
    • Time Zone: Determines the time zone used for the selected send time. The time and time zone correspond to the database server and the server where the Automated Report Service is installed.
    • Reporting Period: Determines the date range used for the automated report. Select an option from the list to customize the reporting period.

  6. Configure email settings and recipients.

    • Email From: Enter the sender email address for the automated report.
    • If the Email From field is empty, the email address configured in the EMS Automated Report Service is used.
    • Email Subject: Enter the email subject line.
    • If the subject line is empty, the Automated Report description is used as the email subject.
    • You can use variables in the subject line. For example, %1% represents the reporting period. Entering Event Schedule for %1% results in a subject line such as Event Schedule for Tomorrow.
    • To look up email addresses, select Add to open the Global Address Book.
    • In Email Address, enter the email address for each user or group that should receive the report, and then select Add.