Configure Automated Reports

EMS can send reports daily to selected email addresses. Reports that can be automated to send are Reservation and Sales\Statistics Queries and all Saved Daily and Statistics Reports under the EMS Reports menu. Learn more about creating Queries or Saved Reports

Automated Reports can be set up and emailed to selected individuals. They use predefined Queries and Saved Reports. An email will be sent to the users defined in the Automated Report Delivery with either the information requested through the report or with an email stating there was no data to display.

For Automated Reports to be sent, the EMS Automated Report service needs to be installed and configured. Learn how to Install the EMS Automated Report Service.

To configure automated reports:

  1. On the EMS menu bar, click ReportsAutomated Report Delivery

    The Automated Report Delivery window opens. This window lists all Automated Reports that are currently configured in your EMS database and that have a status of Active.

    To view any deactivated Automated Reports check the Inactive checkbox in the Show section of the window.

  2. Click New

    The Automated Report window opens.

  3. In  Description, enter a name or description. 

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

  4. In the Automated Report Type area, specify if this report is a Query or Saved Report.

  5. Specify the Frequency using the options described in the following list:

    • Daily/Weekly/Monthly – Determines the frequency that the report will send.

      • Daily – Sends every day at the specified time.

      • Weekly – Can be set to a single day every week or multiple days every week.

      • Monthly – Can specify a specific day each month (1-28) or the last day of the month.

    • Send Report At – Determines the time each day that the Automated Report will send.

    • Time Zone – Determines the time zone for the time selected for the report to send. Time and Time Zone correlate to the database server and the server on which the Automated Report Service is installed.

    • Reporting Period – Determines the dates which the report will be automated for. Choose from multiple options in the field to customize the reports.

  6. Specify Email Settings and Email Recipients using the options described in the following list:

    • Email From – Enter the Email From address for the Automated Report.

      • If you leave the Email From field blank, then the Email From address entered in the EMS Automated Report Service is used.

    • Email Subject – Enter the title for the email that will contain the Automated Report.

      • If the Subject line is left blank, the Automated Report description will be used as the email subject.

      • A variable can be used to put information into the subject line as described in the Legend. %1% is the code for the Reporting Period, so "Event Schedule for %1%" results in "Event Schedule for Tomorrow" being displayed in the subject line.

      • To look up Email Addresses click Add. It selects from the Global Address Book. In Email Address, for each user and/or group that is to receive the Automated Report, enter an email address, and then click Add.