Auto Email Report
Email Reports Automatically
The Auto Email Reports feature lets you send reports of certain documents to certain people by email on a regular basis. This is very helpful for keeping team members, managers, or stakeholders up to date without having to send reports by hand every time.
You can set Auto Email Reports to send at certain times (daily, weekly, monthly, or yearly), and you can use filters to choose what data is sent.
You can use different report formats to make reports, such as:
• Reports from Report Builder
• Reports on Scripts
• Reports on Queries
You have to save these reports first before you can send them by email.
📍 Path to Navigation:
To set up Email Digest, go to:
1. How to Make an Email Report That Sends Itself
To make an Auto Email Report, follow these steps:
1.Go to the list of Auto Email Reports
To make a new auto email report entry, click on "New."
2.Choose the Report
From the list, pick the type of report you want to send by email (Report Builder, Script, or Query).
3.Choose the User
Choose the user for whom the report will be made. Remember that the selected user will have different system permissions. The report will only show data that the user has permission to see.
4.Put in your email addresses
Put in one or more email addresses where you want this report to be sent. You can use commas to separate more than one email.
5.Set Frequency
Pick how often you want the report to be sent: daily, weekly, monthly, or yearly. At midnight, emails will be sent out on their own.
6.Use Filters (Optional)
Set filters on the report to change the content if you need to. The report will only show the data that is relevant.
7.Keep the Report
To turn on the auto email report, click the "Save" button.
Tip: Before saving, you can check the setup by clicking "Download" or "Send Now" to make sure everything looks right.
For example:
You can set up a report like "General Ledger Summary" to be sent to the accounts team every month without them having to do anything. The email will have a link to a file (like XLSX or HTML) that you can download.
2. Characteristics
2.1 Filter Data
This part has a lot of controls that let you decide how and when data is sent:
• Only send if there is data
If this option is turned on, the system won't send the report if there are no records in the data.
This stops people from sending empty emails and helps keep inboxes clean.
• Only Send Records That Have Been Updated in the Last X Hours
You can use this setting to filter the data by the last time it was changed. If you set it to 24 hours, for example, the system will only show records that were changed in the last day.
• Number of Rows
You can choose how many records (rows) you want to send by email. To keep email attachments from getting too big, the maximum is 500 rows.
2.2 Filters for Reports
You will see filter options on the report setup screen if the report you chose has them.
• To change or set the filters, click on the table.
• For example, if you choose "Project Billing Summary" as the report, you might need to set the Project name and Date Range.
• These filters determine what specific data will be included in the report.
⚙️ Note: Filters make sure that only useful data is sent in emails. This is very helpful when you need to make reports for a specific project or department.
2.3 Message
You can add a custom message that will show up in the body of the email when the report is sent.
• For example:
"This is your monthly report on project billing:"
• This message is helpful for letting people know what the report is about or giving them any other relevant information.
2.4 Choices for File Format
You can choose the format of the report that you send by email. Here are the choices:
• HTML (can be seen in the email body or in a browser)
• XLSX (Excel file format that can be used for analysis)
• CSV (comma-separated values, which are used to bring data into other systems)
Pick the format based on what the person receiving it wants or what you need for reporting.