Report Scheduler - Schedule a report
Creating a scheduled report is just as simple a running a report from the
'Quick View' screen.
- To create a new schedule just click on the 'New' button at the top left side
of the screen.
- To edit an existing schedule, just select a schedule in the list and click
on the 'Edit' button at the top left side of the screen.
Schedule box
- Name
Name of the report schedule. It can be any name but it can not
be repeated in the list
- Type
Mode that the report will run in. (Preview, Quick
Print, Export)
- Report File
This is the path of the Crystal Report file you want to run. You can type
it in manually or click the 'Report File' button to browse for the file.
- Printer
This option only applies when running a report in 'Quick Print' mode or 'Export'
mode when the 'Print' box is checked. By default the report will print
out to the default Windows printer. If you wish to override this behavior
you can change the printer for this schedule by clicking the Printer button.
A box will pop up that lets you pick from a list of printers available
on your computer. This setting will only apply to this schedule and can
be different for each individual schedule.
Server Logon Information box
On many systems you ma be required to supply user information so that the
report can login to the database server. In most cases just a user name and
password are all that is required.
- User ID
User name required to login to the database server.
- Password
Password required to login to the database server.
In some cases you may need to supply more information to login to the database
server. In these cases, click the Advanced' button to bring up the advanced
login screen. If your report needs to login to more than 1 database server,
you will always need the advanced login screen.
- Server Name or DSN
Enter the name or IP address of the database server. If the report uses
a DSN to make the connection, enter the DSN name here.
- Database Name
Name of the database on the server.
- User ID
User name required to login to the database server.
- Password
Password required to login to the database server.
Run Times box
- Minute
- Enter the number of minutes to run the report. (e.g. every 15 minutes)
- Enter the number of minutes past the hour to run the report. This
is only used to determine the first run time.
- Hourly
- Enter the number of hours to run the report. (e.g. every 6 hours)
- Enter the number of minutes past the hour to run the report.
- Daily
- Enter the time you want the report to run each day. (e.g. 5:00:00
PM)
- Enter the start date. (e.g. 1/1/2035)
- Check off each day of the week you want to run the report. By default
it will run every day but you may not want to run it on certain days.
- Weekly
- Enter the time you want the report to run each day. (e.g. 5:00:00 PM)
- Enter the start date. (e.g. 1/1/2035)
- Check off each day of the week you want to run the report. Since
the report is only run once weekly you can only check off 1 day.
- Monthly
- Enter the time you want the report to run each day. (e.g. 5:00:00 PM)
- Enter the day of the month to run the report.
- Once
- Enter the time you want the report to run each day. (e.g. 5:00:00 PM)
- Enter the date to run the report. (e.g. 1/1/2035)
Export Options box
- Format
This determines what type of file the report will be exported to. (e.g. PDF,
MS Word, Excel etc)
- Export File
Set the file name and location to save the exported file to each time the report
is run. You can type it in or click the 'Export File' button to browse for
the location and file name. You do not need to have the file extension at
the end of the file name (e.g. .pdf). Easy View will add this on when the
report is run.
- Email File
Check this box to attach the file to an email and send it out automatically.
You will also need to include at least 1 email recipient, subject and message
for the email settings.
- Overwrite File
If this box is checked Easy View will overwrite a file if it already exists
with the same name (e.g. C:\Report.pdf). If this box is unchecked, Easy View
will create a new file name so that the original file is not lost (e.g. C:\Report(1).pdf).
- Delete File
Check this option to delete the exported report file after it is emailed.
This option is only available when the file is sent in an email.
- Print
Check this box to print 1 or more copies at the same time the report is exported.
- Options
Click this button to set any additional export options that may apply to
the export format. This is only available when the export format you are
using has additional options.
Email Options box
- To
Email recipient in the 'To' box.
- Cc
Email recipient in the 'Cc' box.
- Bcc
Email recipient in the 'Bcc' box.
- Mail Type
Select whether to send the email using MAPI or SMTP.
- Subject
Email subject.
- Body
Message text that goes into the body of the email.
- Embed the HTML report into the body of the email
This option is only available when the report will be exported into one of
the HTML formats. When this option is checked, the output from the report
will be embedded into the body of the email instead of being attached to
the email as a file. This option is useful when you are emailing reports
to computers that may not handle attached files easily. This is especially
true for things like PDA's. In these cases it is better to embed the report
into the email body rather than send it as an attachment.
There are some limitations to using this method:
- You must export into one of the HTML formats.
- Any images in the report won't be embedded into the email.
- The report must be exported into a single HTML file. It can't be broken
up into multiple pages of HTML files.
- The size of the file is not unlimited. It is best suited for reports
of about 5 pages or less.
Report Parameters list
For reports that require parameters, you can enter the parameters into the
'Report Parameters' list. See the parameters section for more details.
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