Creating and auto-sending a report/query in EMS

Owned by Denise Kidd
Last updated: Apr 10, 2023
3 min read

 

Creating/editing a query

Reports > Queries > Query Builder

Query Definitions > New (or select an existing query and Edit)

Set up the tabs

Query Builder Filter: Name the query.

Display fields: Identify the data fields you want to include.

Filter: Identify the specific values for each data field you want returned in the results of the report.

Note that the following sample query doesn’t want to display ALL confirmed bookings in these specified rooms - only the bookings of Start Time at or later than 5:30pm.

Sort: Arrange the columns of data according to how you want them to display in the generated spreadsheet.

Chart: Not used

 

Users: Not sure

 

Results: Click the Preview button.

Preview

Note that this Preview will display only the first 100 records shown (and will display for all dates UNLESS that was a filter in the query itself); the full number of records to display could have been defined in the Query Builder Filter tab, “Return First 'xx' Number of Records.

Email the query

Reports > Automated Report Delivery

Automated report delivery > New (or select an existing one and Edit)

Set up the data

  • Description: name the automation.

  • Query Type: Reservation (we don’t use Sales Statistics)

  • Query: Browse for your query, created in the first steps.

  • Frequency: Options include Daily, but Weekdays only (checkbox)

  • (If editing an existing automation, the date/time of the Last Execution will display in this box.)

  • Send Report At: select time.

  • Reporting Period

    • If “Today” is selected, make sure the report includes some kind of time filter (like “Event Start Date: Greater than or Equal to 5:30pm”) and then be sure the Send Report At field is before that time (like 2:00pm, in the sample above)!

    • Another option, depending on the report: Send Report At the end of the day (4:00pm), and then set the Reporting Period to “Number of Days After Today” and enter a value of (at least) 1.

  • Email From: Can set to a department email.

  • Email Recipients: Can have multiple emails.

OK: Click when set-up is done.

If you ever want this automation to stop running (even temporarily) but don’t want to delete the automation, click the “Inactive” box at the bottom-left.