3. Reports


MIS

Report Generator

Smart Report

Smart Report

Smart Reports - User Documentation

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Table of Contents

    1. Introduction
    2. Smart Reports List
    3. Creating a Smart Report
    4. Basic Configuration
    5. Report Execution Schedule
    6. Columns Configuration
    7. Scheduling Filters
    8. Workflow Scenarios
    9. Validations and Restrictions
    10. Download and Email Functionality
    11. Editing and Duplicating Reports

Introductionimage.png

Smart Reports is a powerful feature that allows you to create customizable reports with dynamic data filtering, automated scheduling, and email distribution. Reports can be configured with specific columns, filters, and execution schedules to meet your business needs.

Key Features

Smart Reports Listimage.png

The Smart Reports list page displays all available reports for your organization. This page provides several options for managing your reports.

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Page Layout

The list page contains:

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Search Functionality

Location: Top right of the header

How to Use:

  1. Type your search query in the search box
  2. Press Enter to search
  3. The system searches across:
    • Report Name
    • Report Code
    • Description

Note: To clear the search, delete all text and press Enter.

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Table Information

The reports table displays the following information:

  1. Name

    • The display name of the report

  2. Code

    • Unique identifier code for the report

  3. Description

    • Brief description of the report
    • Long descriptions are automatically shortened with "..."

  4. Status

    • Shows two status indicators:
      • Report Status:
        • 🟡 INCOMPLETE: Report has no columns configured yet
      • Enabled Status:
        • 🟢 Enabled: Report is active
        • 🔴 Disabled: Report is inactive

  5. Options

    • Action buttons for each report (see below)

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Action Buttons

Each report row has action buttons in the "Options" column. Available actions depend on your permissions and the report status:

1. Edit

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2. Duplicate

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3. Download Report

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4. Delete

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Permissions

Actions are controlled by your user permissions:

If you don't have the required permission, the action button won't appear, or a warning message will be shown.

Pagination

The table includes pagination controls at the bottom to navigate through multiple pages of reports.

Creating a Smart Reportimage.png

Accessing the Creation Page

Method 1: From the Smart Reports list

  1. Click the "NEW SMART REPORT" button in the header
  2. You'll be navigated to the creation page

Method 2: By duplicating an existing report

  1. Click the "Duplicate" button on an existing report
  2. The creation page opens with pre-filled data

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Page Structure

The creation/edit page is divided into three main sections:

  1. Basic Report Information (Top section)

    • Name, Code, Description
    • Advanced fields (emails, subject, body)
    • Enabled toggle

  2. Report Execution Schedule (Middle section)

    • Only visible after saving the report for the first time
    • Configure automated report execution

  3. Columns Configuration (Bottom section)

    • Select columns to include
    • Configure filters for each column
    • Save configuration

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Status Indicators

At the top of the page, you'll see status icons:

These indicators appear for:

Basic Configurationimage.png

Required Fields (Marked with *)

1. Smart Report Name

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2. Code

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3. Description

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Advanced Fields (Collapsible Section)

Click "Show Advanced Fields" to expand/collapse this section.

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Email Configuration

For whom email
For whom email CC
For whom email CCO

Email Template

Subject
Template Body Email

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Enabled Toggle

CREATE/EDIT Button

Saving Basic Configuration

When you click "CREATE" or "EDIT":

  1. System validates all required fields
  2. If validation fails, error messages appear
  3. If validation passes, a confirmation dialog appears
  4. After confirmation, the report is saved
  5. Important: After first save, the report enters "edit mode"
    • Code field becomes disabled (cannot be changed)
    • Report Execution Schedule section becomes visible
    • Columns Configuration can now be saved

Report Execution Scheduleimage.png

Overview

The Report Execution Schedule allows you to configure automated report generation and email sending at specified intervals. This feature is only available after the report has been created (in edit mode).

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Accessing the Schedule Configuration

  1. Create and save the basic report information (click "CREATE")
  2. The "Report Execution Schedule" section appears below the basic configuration
  3. Click "Show Report Execution Schedule" to expand the configuration panel

Schedule Status Indicator

The schedule section shows a status icon:

Configuration Options

Organization Display

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Execution Time

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Time Zone

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Periodicity Selection

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Choose how often the report should run:

Daily

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Weekly

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Monthly

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Yearly

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Manual Cron Expression

For advanced users, you can enter a cron expression directly.

How to Switch:

  1. Click "MANUAL EXPRESSION" button
  2. Enter cron expression in the text field
  3. Click "CONFIGURE EXPRESSION" to switch back to visual mode

Note: When switching back to visual mode, the system attempts to parse and display your cron expression in the visual interface.

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Enabled Toggle

Configuration Summary

The schedule section displays a summary of your configuration:

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Saving the Schedule

  1. Configure all required fields (periodicity, time, etc.)
  2. Ensure "Enabled" is checked if you want it to run
  3. Click "SAVE CONFIGURATION" button
  4. System validates the configuration
  5. Success message appears
  6. Status indicator updates to "Configured"

Schedule Behavior

Columns Configurationimage.png

Overview

The Columns Configuration section allows you to:

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Accessing Columns Configuration

  1. The "Columns Configuration" section is always visible
  2. Click "Show Columns Configuration" to expand
  3. The section shows:
    • Search bar for available fields
    • Available fields (chips)
    • Selected fields table
    • Action buttons

Status Indicator

Available Fields

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Field Chips

Available fields are displayed as clickable chips:

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Field Types

Fields can be of different types:

Selected Fields Table

View Modes

You can switch between two view modes:

Vertical View (Default)
Horizontal View

Field Management

For each selected field, you can:

Reorder Fields

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Remove Field

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Field Options (Checkboxes)

Depending on the field type, you may see these options:

Group

Visible

Multivalue

Order

Filters Configuration

Adding a Filter

  1. Find the field you want to filter
  2. Click "Add Filter" button (only visible if field supports filtering)
  3. A filter card appears
  4. Configure the filter (see below)

Filter Card

Each filter has:

Filter Header

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Filter Configuration

Condition (Operator)

Value

Filter Validation

Filters are validated when saving:

Expanding/Collapsing Filters

Saving Columns Configuration

Prerequisites

Before saving, ensure:

  1. At least one column is selected
  2. All filters are valid (if any are configured)
  3. Basic report information is saved (for new reports)

Save Process

  1. Click "Save" button at the bottom of the Columns Configuration section
  2. System validates:
    • At least one column selected
    • All filters are valid
    • Basic report is saved (if new)
  3. If validation fails:
    • Error messages appear
    • Invalid filters are highlighted
    • System scrolls to first error
  4. If validation passes:
    • Confirmation dialog appears
    • After confirmation, configuration is saved
    • Success message appears
    • Status indicator updates to "Configured"

Save Button States

Help Text

The columns section includes helpful information:

Scheduling Filtersimage.png

Overview

Scheduling Filters are a special type of filter available only for Date fields. They allow you to create dynamic, time-based filters that automatically adjust based on when the report runs.

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When to Use Scheduling Filters

Use Scheduling Filters when you want to:

Accessing Scheduling Filter Configuration

  1. Add a Date field to your columns
  2. Add a filter for that date field
  3. In the "Condition" dropdown, select "SCHEDULING"
  4. Click "Configure" button that appears
  5. A modal dialog opens with scheduling filter options

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Scheduling Filter Configuration Modal

Modal Header

Configuration Tabs

The modal has four tabs for different time periods:

Daily Tab

Configure filters based on daily time ranges.

Periods Back

Time Range

Example:

Weekly Tab

Configure filters based on weekly day ranges.

Periods Back

Day Range

Example:

Monthly Tab

Configure filters based on monthly day ranges.

Periods Back

Day Range

Example:

Yearly Tab

Configure filters based on yearly date ranges.

Periods Back

Month Range

Day Range

Example:

Time Zone

Preview Section

Validation

The modal validates:

Saving the Filter

  1. Configure all required fields
  2. Review the preview
  3. Click "Save Configuration"
  4. Modal closes and filter is saved
  5. Filter card shows "Scheduling filter configured" message

Canceling

Using Scheduling Filters with Execution Schedule

Scheduling Filters work independently of Report Execution Schedule:

Combined Example:

Workflow Scenariosimage.png

This section describes the complete workflows for different use cases.

Scenario 1: Create a Normal Report

Goal: Create a basic report without scheduling or dynamic filters.

Steps:

  1. Navigate to Smart Reports

    • Go to Smart Reports list page
    • Click "NEW SMART REPORT"

  2. Fill Basic Information

    • Enter Name: "Monthly Sales Report"
    • Enter Code: "MONTHLY_SALES_01"
    • Enter Description (optional)
    • Click "CREATE"

  3. Configure Columns

    • Click "Show Columns Configuration"
    • Search and select desired fields
    • Add filters if needed (regular filters, not SCHEDULING)
    • Click "Save"

  4. Download or Send

    • Click "Download" to get the report file
    • Or click "Send Email" (if emails are configured)

Result: A report that can be downloaded or sent manually, but won't run automatically.

Scenario 2: Create Report with Execution Schedule

Goal: Create a report that automatically runs and sends emails on a schedule.

Steps:

  1. Create Basic Report (Steps 1-2 from Scenario 1)

  2. Configure Columns (Step 3 from Scenario 1)

  3. Configure Execution Schedule

    • Click "Show Report Execution Schedule"
    • Select Periodicity: "Monthly"
    • Choose mode: "Specific Day of Month"
    • Select day: "1" (first of month)
    • Set Execution Time: "09:00"
    • Check "Enabled"
    • Click "SAVE CONFIGURATION"

  4. Configure Email Recipients

    • Click "Show Advanced Fields"
    • Enter "For whom email": "manager@company.com"
    • Enter Subject: "Monthly Sales Report"
    • Enter Template Body: HTML email content
    • Click "EDIT" to save email configuration

Result: Report automatically generates and sends via email on the 1st of each month at 9 AM.

Scenario 3: Create Report with Scheduling Filter

Goal: Create a report with dynamic date filtering that adjusts automatically.

Steps:

  1. Create Basic Report (Steps 1-2 from Scenario 1)

  2. Configure Columns

    • Add a Date field (e.g., "Order Date")
    • Click "Add Filter" for that field
    • Select Condition: "SCHEDULING"
    • Click "Configure"

  3. Configure Scheduling Filter

    • Select tab: "Daily"
    • Start Periods Back: 7
    • End Periods Back: 0
    • Start Time: 09:00
    • End Time: Click "Now" (or enter specific time)
    • Review preview
    • Click "Save Configuration"

  4. Save Columns Configuration

    • Click "Save" in Columns Configuration

Result: Report always shows data from the last 7 days, regardless of when it's run.

Scenario 4: Create Report with Both Scheduling Filter and Execution Schedule

Goal: Combine dynamic filtering with automated execution.

Steps:

  1. Create Basic Report (Steps 1-2 from Scenario 1)

  2. Configure Columns with Scheduling Filter

    • Add Date field
    • Add SCHEDULING filter (as in Scenario 3, Step 2-3)
    • Save Columns Configuration

  3. Configure Execution Schedule

    • Set up schedule (as in Scenario 2, Step 3)

  4. Configure Email Recipients

    • Set up emails (as in Scenario 2, Step 4)

Result: Report automatically runs on schedule, always including the last 7 days of data, and sends via email.

Example:

Scenario 5: Create Report and Send Email Directly

Goal: Create a report and send it immediately via email without scheduling.

Steps:

  1. Create Basic Report

    • Fill all required fields
    • Click "CREATE"

  2. Configure Columns

    • Select columns
    • Add filters if needed
    • Click "Save"

  3. Configure Email Recipients

    • Click "Show Advanced Fields"
    • Enter "For whom email": "recipient@company.com"
    • Optionally add CC and BCC
    • Enter Subject and Body
    • Click "EDIT" to save

  4. Send Email

    • Ensure report is saved (no unsaved changes)
    • Ensure at least one email in "For whom email"
    • Click "Send Email" button
    • Confirm success message

Result: Report is generated and sent immediately via email to specified recipients.

Note: The "Send Email" button is only enabled when:

Validations and Restrictionsimage.png

General Validations

Required Fields

Field Length Limits

Code Format

Download Restrictions

You CANNOT download a report when:

  1. Report not saved

    • Message: "Please save the report first before downloading."

  2. No columns configured

    • Message: "Please add at least one column to download."

  3. Unsaved changes exist

    • Message: "You have unsaved changes. Please save changes before downloading."
    • Applies to:
      • Unsaved column/filter changes
      • Unsaved basic information changes

  4. Report status is INCOMPLETE

    • Download button doesn't appear in the list
    • Report must have at least one column configured and saved

Email Send Restrictions

You CANNOT send email when:

  1. Any download restriction applies (see above)

    • Must be able to download first

  2. No email recipients

    • Message: "Please add at least one email in For whom email field"
    • At least one email must be in "For whom email"

  3. Report not fully configured

    • All configurations must be saved

Columns Configuration Restrictions

You CANNOT save columns when:

  1. No columns selected

    • Error: "Please configure at least one column before saving."

  2. Invalid filters

    • All filters must have:
      • Valid condition selected
      • Valid value (if required)
    • Error shows which filters are invalid
    • System scrolls to first invalid filter

  3. Basic report not saved (for new reports)

    • Must click "CREATE" first
    • Then can save columns configuration

Execution Schedule Restrictions

You CANNOT save schedule when:

  1. Missing required fields

    • Execution Time: Required
    • Periodicity: Required
    • Periodicity-specific fields: Required based on selection

  2. Invalid configuration

    • Time format must be correct
    • At least one day/week/month must be selected
    • Manual cron must be valid

  3. Report not in edit mode

    • Schedule configuration only available after report is created

Filter Restrictions

Filter-specific validations:

  1. Is between (date/number)

    • Requires both "From" and "To" values
    • "From" must be before or equal to "To"

  2. Is one of / Is not one of (select fields)

    • Requires at least one option selected

  3. Is null / Is not null

    • No value required
    • Value field is hidden

  4. SCHEDULING

    • Must click "Configure" and save configuration
    • Cannot be used without configuration

Permission Restrictions

Actions require specific permissions:

If permission denied:

Status-Based Restrictions

INCOMPLETE reports:

COMPLETE/PARTIAL reports:

Download and Email Functionalityimage.png

Download Report

When Available

How to Download

From List Page:

  1. Find the report in the list
  2. Click "Download" button in Options column
  3. File downloads automatically
  4. Success message appears

From Edit Page:

  1. Ensure report is saved and configured
  2. Click "Download" button (bottom of Columns Configuration)
  3. File downloads automatically
  4. Success message appears

File Details

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Send Report by Email

When Available

How to Send

  1. Configure Email Recipients

    • Click "Show Advanced Fields"
    • Enter "For whom email" (required)
    • Optionally add CC and BCC
    • Enter Subject and Body
    • Click "EDIT" to save

  2. Send Email

    • Click "Send Email" button
    • Button shows "Sending..." while processing
    • Success message appears with details

Email Details

Recipients:

Email Content:

Success Message: Shows detailed information:

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Email Processing

Button States

Download Button

Send Email Button

Editing and Duplicating Reportsimage.png

Editing a Report

Accessing Edit Mode

From List Page:

  1. Find the report in the list
  2. Click "Edit" button in Options column
  3. Edit page opens with existing data

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What Can Be Edited

Can Be Changed:

Cannot Be Changed:

Edit Process

  1. Modify Fields

    • Change any editable field
    • Status indicator shows "Modifying" when changes exist

  2. Save Changes

    • Click "EDIT" button for basic info
    • Click "Save" for columns configuration
    • Click "SAVE CONFIGURATION" for execution schedule
    • Each section saves independently

  3. Unsaved Changes Warning

    • If you try to go back with unsaved changes
    • Warning dialog appears
    • Options: "Continue anyway" or "Cancel"

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Status Updates

After editing:

Duplicating a Report

When to Duplicate

Use duplication to:

Duplication Process

From List Page:

  1. Find the report to duplicate
  2. Click "Duplicate" button
  3. Creation page opens with:
    • Name: "[Original Name] (Copy)"
    • Code: "[Original Code]_COPY"
    • Same description
    • Same columns configuration
    • Same filters
    • Same execution schedule
    • Same email settings

Note:

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After Duplication

  1. Review Pre-filled Data

    • Check all fields
    • Modify as needed

  2. Update Required Fields

    • Change Code (must be unique)
    • Update Name if desired
    • Modify other fields as needed

  3. Save

    • Click "CREATE" to save
    • New report is created
    • Original report remains unchanged

What Gets Duplicated

Duplicated:

Not Duplicated:

Additional Notes

Best Practices

  1. Naming Conventions

    • Use descriptive names for reports
    • Use consistent code patterns

  2. Email Configuration

    • Always test email sending with a small group first
    • Use clear, descriptive email subjects
    • Include context in email body

  3. Filter Configuration

    • Test filters before saving
    • Use SCHEDULING filters for time-based reports
    • Validate filter combinations

  4. Schedule Configuration

    • Consider timezone differences for recipients
    • Test schedules with short intervals first
    • Monitor initial scheduled executions

  5. Column Selection

    • Only include necessary columns
    • Consider report size and performance
    • Use appropriate field options (Group, Visible, etc.)

Support

If you encounter issues not covered in this documentation:

  1. Check the validation messages and tooltips
  2. Review the FAQ section
  3. Contact your system administrator
  4. Check system logs for error details

Document Version: 1.0
Last Updated: 16 December 2025
Applicable To: Smart Reports Module

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