Summary
Schedule Emails can be setup in Workbooks to send reports to a list of email addresses or to an Address List which contains Recipients. In this latter case output of the report will have the restriction filters that have been setup for the recipient applied and in that case each emailed report will be unique to the recipient.
To access the Recipient and Address List setup select User Admin
which will provide access to the Recipient and Address List. To list the Recipients click the tab RECIPIENT USERS.
Please note Recipient User are email recipients only and cannot login to Bi4Cloud.
To add a Bi4Cloud users click on the User tab. Adding Users article link
The list can show Active, Retired and All recipients by changing the USER STATUS
To Add a new Recipient click the Email Recipient icon
Add New Recipient
- Click on Add User icon
- Fill out the the users names, department and email to use to login.
- Restricted Companies
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Reporting Groups limit what report mapping and therefore what workbooks and reports the user will be able to be sent.
- Accounts - include Profit & Loss, Balance Sheet, Trial Balance
- Sales - include Analyse Sales, Sales v Inventory, Accounts Receivables Ageing
- Purchases - include Analyse Purchases, Accounts Payables Ageing
- Inventory - Stock Control, Stock Quantities and Valuations, Replenishment
- Sales Orders - includes Sales Orders, Quotes, Estimates
- Jobs - specific Job Reporting for MYOB AccountRight, ABSS Premier Jobs
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TimeSheets - specific Timesheet Reporting for MYOB AccountRight, ABSS Premier Jobs
- After you select / de-select the Reporting Groups you need to press Save. The program reviews the selected Groups and will refresh the screen displaying a button to enter restriction filters for each Reporting Group. The example here shows a grey Sales button under the Reporting Group Restrictions
- Select the pulldown Current Filter to choose the restriction filter (ex. Customer SalesRep). The chosen filter will display the various values.
- If the value list you can click in the title ie Name to sort it or click the filter icon next to Name, and a search window ill popup. Enter search text and filter to reduce the list size. Tick the appropriate restriction filter value and Save. Ignore those long digits these are internal keys and are used for debugging only.
- The example shows Customer Salesrep restriction is set to Jones,Mary.
- For more detail about setting up restrictions look here User Access Restrictions
- A completed entry looks like below - the yellowed button under Reporting Group Restriction indicate a restiction filter is present
- When the Save button is pressed the New Recipent will be added.
On completion you will see the list of recipient.
Address Lists
Once the Recipients are added they need to be added to an Address List. You can create a new Address List or edit an existing.
New Address List
Select the Address List Icon
Existing Address Lists are displayed. Add new with [+] or click existing to Edit
This form displays
You can set the Address List into Test mode by using the Mode slider to Owner and when the email schedule is run the emails and output is sent to owner (to an email address you set) and NOT the Recipients. This provides a convenient way to test the output reports before sending to the actual recipients.
Also in this form you provide a Name for the address list, add a description and press [Choose Reporting Groups] to continue
The Reporting Groups are now choosen along with the Restriction filter to use. These selections combine with the previously setup Recipients and in the following screen only those Recipient who have the matching Report Groups will be shown
Along the top of this screen the mappings are shown and a green badge shows which Report Group they belong to. This is for verification only. Below this are the Recipients and also any Bi4Cloud Users you may wish to include in the Address List. Tick the Recipients to include in the list. In this example I only chose Peter Parker because I want to show how to add Mary Jones when updating an Address List
After Save the Address List is displayed
Edit Existing Address List
To edit an Address List select the list and click Edit ( see above )
You can edit the Address List Details, press [ Update reporting Groups] to continue
Update the Reporting Groups of the Address List, press [Update Selected Recipients] to continue
Update the selected Recipients. This show the current Recipients. Use the [Hide Unselected Recipients] slider to show others.
Tick the ones you want to include and press [Update Address List] when complete
Testing the Address List
Open up a Workbook and setup a Scheduled Email to test your Address List. See Email Reports Using Schedules