You can group selected reports that need to run at the same time for a particular purpose, e.g. end of month, location reports, management reports, etc. The group can be scheduled or triggered manually, and each report can be emailed, printed or saved as required.
Groups of reports are known as Jobs. Each job is set up with reports and the required parameters. Reports can be included multiple times in a job to meet different reporting requirements, e.g. running the reports based on location for each location manager.
Set up a Report Job
Go to Common, Maintenance, Report Job Manager.
Click Add Job.
Enter a Name for the group of reports, e.g., Management reports, End of Month, Personnel reports.
The Properties tab displays scheduling information.
As most reports require a period end date or date range to be defined, it is unusual to schedule jobs.
Report Jobs do not have to be scheduled; they can be run as required.
For a scheduled report job to run, the Report Job Manager must be open at the scheduled time.
To define a schedule:
Tick the Enabled checkbox.
Click the Scheduler button. The Scheduler button opens a wizard that allows you to set when the job runs.
Click Add Report to select standard reports. You may select multiple reports by holding the <CTRL> key and clicking on the required reports.
Click OK to save the selection.
To add a report multiple times, click Add Report again or right-click on the report under the job and select Copy.
From the Job list on the left, expand the job.
Select the report, this will show the Properties tab.
The Report Name defaults to the report name but can be changed.
Tick Include in Job Run.
Under Output, select to Save, Print or Email the report. You can select multiple. If you select:
Save Output to File
Enter or browse to the Output Folder.
Enter the Output File Name. This defaults to the report name but can be changed. If you use the same name for each instance of a report in a job, it will overwrite the existing file when the next report is created. To avoid this, give each instance its own file name, for example, Payroll MTD, Payroll YTD.
Select the File Format. PDF is recommended.
Tick Append Date + Time, which will add the date and time you run the report to the file name, which will avoid reports being overwritten.
Email Output, enter email addresses in Recipients. You can add multiple by separating each address with a semi-colon (;).
Repeat from Step 7 for all reports in the Job.
Click Save.
Run a Report Job
When running a Report Job, it is necessary to specify the parameters, most importantly, the date range(s) to print.
Go to Common, Maintenance, Report Job Manager.
Select the Job from the list on the left.
Parameters can be set in two places.
To set the same parameters for all reports, e.g. Period End Date:
Click on the Parameters tab for the job.
Tick Use Job Defaults. When ticked, these parameters will be greyed out on the individual reports.
Select the parameters.
To set report-specific parameters (options not available in the Job Parameters) or to enter the parameters for each report:
Expand the job and select the report.
Click on the Parameters tab for the report and click Report Defaults.
Complete the report selection screen as required. Parameters will be greyed out if Use Job Defaults is ticked in the job.
Click OK to save the report parameters.
Repeat steps 2 to 5 for all reports in the Job.
Once the parameters have been defined, click Save.
Select the job and click Run Job.
All reports in the Job will be produced to your specifications.
The Report Job Manager produces one report at a time.
A green arrow appears next to each report as it is being generated.
Share the Job with other users
In Common, Maintenance, Report Job Manager, right-click on the Job you want to export and select Export Job. Export the job to a shared drive.
The user (who needs access to this job) then goes to Common, Maintenance, Report Job Manager. Right-click anywhere in the Job (Reports) section, select Import Job, and browse for the Job that was exported.