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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!

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