Smart Reports - User Documentation

Table of Contents

1. 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

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Introduction

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

• Customizable Columns: Select which data fields to include in your report
• Advanced Filtering: Apply filters to narrow down data, including dynamic time-based filters
• Automated Scheduling: Configure reports to run automatically at specified intervals
• Email Distribution: Send reports directly via email to multiple recipients
• Download Reports: Export reports as Excel files

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Smart Reports List

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

Page Layout

The list page contains:

• Header Section:
  • Title: "Smart Reports"
  • Search bar
  • "NEW SMART REPORT" button (if you have permission to create reports)

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.

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)

Action Buttons

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

1. Edit

• When Available: When you have permission to edit reports
• Function: Opens the report in edit mode so you can modify it
• Note: Only available for existing reports

2. Duplicate

• When Available:
  • When you have permission to create reports
  • Only for reports that are not INCOMPLETE
• Function: Creates a copy of the report with:
  • Same configuration (columns and filters)
  • Same execution schedule
  • New name: "[Original Name] (Copy)"
  • New code: "[Original Code]_COPY"
• Note: The duplicate opens in create mode for you to modify

3. Download Report

• When Available: Only for reports that are not INCOMPLETE
• Function: Downloads the report as an Excel file
• File Naming: Includes report name and date/time
• Note: The report is generated with current data

4. Delete

• When Available: When you have permission to delete reports
• Function: Permanently deletes the report
• Confirmation: A confirmation dialog appears before deletion
• Warning: This action cannot be undone

Permissions

Actions are controlled by your user permissions:

• Create Reports: Required to create new reports and duplicate existing ones
• Edit Reports: Required to modify existing reports
• Delete Reports: Required to remove reports

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.

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Creating a Smart Report

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

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

Status Indicators

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

• ✅ Green checkmark: Configuration is saved and complete
• ✏️ Orange edit icon: There are unsaved changes
• ⚠️ Red alert icon: Configuration is not complete

These indicators appear for:

• Report Status: Overall report configuration
• Columns Configuration Status: Columns and filters setup

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Basic Configuration

Required Fields (Marked with *)

1. Smart Report Name

• Purpose: Display name for the report
• Example: "Monthly Sales Report"
• Tip: Use a descriptive name that clearly identifies the report's purpose

2. Code

• Purpose: Unique identifier for the report
• Format: Only capital letters, numbers, and underscore
• Example: "MONTHLY_SALES_REPORT_01"
• Important Notes:
  • Automatically converted to uppercase
  • Cannot be changed after creation
  • Must be unique

3. Description

• Purpose: Additional information about the report
• Required: No
• Example: "Monthly sales report for all regions"
• Tip: Add helpful context about what the report contains

Advanced Fields (Collapsible Section)

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

Email Configuration

For whom email

• Purpose: Primary email recipients (To field)
• Format: Multiple emails separated by commas
• Example: "manager@company.com, analyst@company.com"
• Important: At least one email is required to use the "Send Email" button

For whom email CC

• Purpose: Carbon copy recipients
• Format: Multiple emails separated by commas
• Required: No

For whom email CCO

• Purpose: Blind carbon copy recipients
• Format: Multiple emails separated by commas
• Required: No

Email Template

Subject

• Purpose: Email subject line
• Required: Yes
• Example: "Monthly Sales Report - [Month] [Year]"
• Tip: Make the subject clear and descriptive

Template Body Email

• Purpose: Email body content
• Required: Yes
• Default: Body
• Example:
  

  Dear Team,
  Please find attached the monthly sales report.
  Best regards,
  

Enabled Toggle

• Purpose: Activate or deactivate the report
• Default: Checked (enabled)
• Note: Disabled reports won't execute on schedule

CREATE/EDIT Button

• Location: Bottom right of the basic configuration section
• Label:
  • "CREATE" for new reports
  • "EDIT" for existing reports
• State:
  • Enabled when all required fields are filled
  • Disabled when validation fails
• Tooltip: Shows helpful messages when disabled

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

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Report Execution Schedule

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).

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:

• ✅ Configured: Schedule is saved and active
• ✏️ Modifying: Schedule has unsaved changes
• ⚠️ Not Configured: No schedule has been set up

Configuration Options

Organization Display

• Shows: Current organization name
• Purpose: Indicates which organization the schedule applies to
• Note: Automatically set to your current organization

Execution Time

• Purpose: Time of day when the report should execute
• Format: 24-hour format (e.g., 09:00, 14:30)
• Default: 09:00
• Example: "09:00" means the report runs at 9:00 AM

Time Zone

• Source: Automatically obtained from your organization settings
• Purpose: Timezone for schedule execution
• Note: Cannot be manually changed

Periodicity Selection

Choose how often the report should run:

Daily

• Description: Report runs every day
• Configuration:
  • Select days of the week (Monday through Sunday)
  • Can select multiple days
  • Default: All days selected
• Use Case: Daily reports, weekday-only reports

Weekly

• Description: Report runs on specific days each week
• Configuration:
  • Select one or more days of the week
  • Default: Tuesday
• Use Case: Weekly summaries, specific weekday reports

Monthly

• Description: Report runs on specific days or weeks of each month

• Configuration Modes:

  Mode 1: Specific Week & Day

  • Select week of month (First, Second, Third, Fourth, Last)
  • Select day of week (Monday through Sunday)
  • Can select multiple combinations
  • Example: "First Monday" or "Last Friday"

  Mode 2: Specific Day of Month

  • Select specific day(s) of the month (1-31)
  • Can select "Last" for the last day of the month
  • Can select multiple days
  • Example: "Day 1" or "Day 15 and Last"

• Use Case: Monthly reports, end-of-month reports

Yearly

• Description: Report runs on specific dates each year

• Configuration Modes:

  Mode 1: Specific Week & Day

  • Select month(s) (January through December)
  • Select week of month (First, Second, Third, Fourth, Last)
  • Select day of week (Monday through Sunday)
  • Example: "First Monday of December"

  Mode 2: Specific Day of Month

  • Select month(s) (January through December)
  • Select specific day(s) of the month (1-31 or Last)
  • Can select multiple months and days
  • Example: "January 1" or "December 25"

• Use Case: Annual reports, quarterly reports, specific date reports

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.

Enabled Toggle

• Purpose: Enable or disable the scheduled execution
• Default: Unchecked (disabled)
• Note:
  • Even if configured, the schedule won't run if disabled
  • The schedule must be valid and enabled to execute

Configuration Summary

The schedule section displays a summary of your configuration:

• Format: Human-readable description
• Example: "Will run every day at 09:00"
• Example: "Will run the first Monday of each month at 09:00"
• Updates: Automatically updates as you change settings

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

• Execution: Reports are generated and sent via email automatically
• Timezone: Uses your organization's timezone
• Email Recipients: Uses emails configured in "For whom email" fields
• Report Generation: Happens automatically at the scheduled time
• No Manual Action Required: The report file is generated and attached automatically

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Columns Configuration

Overview

The Columns Configuration section allows you to:

• Select which data fields (columns) to include in the report
• Configure display options for each column
• Set up filters to narrow down the data
• Reorder columns
• Save the configuration

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

• ✅ Configured: Columns are saved
• ✏️ Modifying: Columns have unsaved changes
• ⚠️ Not Configured: No columns selected

Available Fields

Field Search

• Location: Top of the columns section
• Purpose: Filter available fields by name
• How to Use: Type in the search box to filter
• Tip: Use this to quickly find the fields you need

Field Chips

Available fields are displayed as clickable chips:

• Appearance:
  • Icon representing field type
  • Plus icon (+)
  • Field display name
• Special Fields: Some fields have special styling (custom fields, notes)
• Action: Click a chip to add it as a column

Field Types

Fields can be of different types:

• Text: Textual data
• Number: Numeric data
• Date: Date/time data
• Boolean: True/false values
• Select: Predefined options

Selected Fields Table

View Modes

You can switch between two view modes:

Vertical View (Default)

• Layout: Fields as columns (table columns)
• Best For: Seeing all fields at once
• Toggle: Click "Horizontal view" button to switch

Horizontal View

• Layout: Fields as rows (table rows)
• Best For: Detailed configuration of each field
• Toggle: Click "Vertical view" button to switch

Field Management

For each selected field, you can:

Reorder Fields

• Vertical View:
  • Left arrow (←): Move field one position left
  • Right arrow (→): Move field one position right
• Horizontal View:
  • Up arrow (↑): Move field one position up
  • Down arrow (↓): Move field one position down
• Note: Order determines column order in the exported report

Remove Field

• Button: X icon button
• Action: Removes the field and all its filters
• Warning: This action removes all filters configured for this field

Field Options (Checkboxes)

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

Group

• Purpose: Group data by this column in the report
• Available: Only if field supports grouping

Visible

• Purpose: Show/hide this column in the report
• Default: Checked (visible)
• Available: Only if field supports visibility toggle

Multivalue

• Purpose: Allow multiple values for this column
• Available: Only if field supports multiple values

Order

• Purpose: Enable sorting by this column
• Behavior: Only one field can have ordering enabled at a time
• Available: Only if field supports ordering
• Note: Selecting order on a new field automatically deselects it on the previous field

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

• Title: "Filter by [Field Name]"
• Remove Button: Trash icon to delete the filter

Filter Configuration

Condition (Operator)

• Field: Dropdown select
• Options: Depends on field type
  • Text: equals, not equals, contains, does not contain, is null, is not null
  • Number: equals, not equals, greater than, less than, greater than or equal, less than or equal, is between, is null, is not null
  • Date: equals, greater than, less than, is between, is null, is not null, SCHEDULING (special dynamic filter)
  • Boolean: equals
  • Select: is one of, is not one of
• Required: Yes

Value

• Format: Depends on condition and field type
  • Text: Text input
  • Number: Number input (single value or range)
  • Date: Date picker (single date or date range)
  • Boolean: Checkbox (Yes/No)
  • Select: Multiple checkboxes (select one or more options)
• Special Cases:
  • Is between: Requires two values (From and To)
  • Is one of / Is not one of: Requires selecting one or more options
  • Is null / Is not null: No value required
  • SCHEDULING: Opens special configuration modal (see Scheduling Filters section)

Filter Validation

Filters are validated when saving:

• Required fields: Condition and value (if required) must be filled
• Invalid filters: Highlighted in red
• Error messages: Displayed for each invalid filter
• Scroll to error: System automatically scrolls to first invalid filter

Expanding/Collapsing Filters

• Button: "Show filters" / "Hide filters" with count
• Shows: Number of filters configured for the field
• Action: Expands or collapses all filters for that field

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

• Enabled: When there are unsaved changes and configuration is valid
• Disabled:
  • When no columns are selected
  • When configuration is already saved
  • When loading

Help Text

The columns section includes helpful information:

• General: How to add columns, reorder, and configure filters
• For New Reports: Reminder to save basic info first
• For Existing Reports: Information about independent saving

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Scheduling Filters

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.

When to Use Scheduling Filters

Use Scheduling Filters when you want to:

• Filter data relative to the current date/time
• Create reports that always show "last 7 days" or "current month"
• Automatically adjust date ranges without manual updates

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

Scheduling Filter Configuration Modal

Modal Header

• Title: "Configure Scheduling Filter"
• Field Name: Shows which field you're configuring
• Close Button: X icon to cancel

Configuration Tabs

The modal has four tabs for different time periods:

Daily Tab

Configure filters based on daily time ranges.

Periods Back

• Start Periods Back: Number of days ago to start the range
  • Example: 7 means "7 days ago"
  • Must be 0 or greater
• End Periods Back: Number of days ago to end the range
  • Example: 0 means "today"
  • Must be 0 or greater and less than or equal to Start Periods Back

Time Range

• Start Time: Time of day to start
  • Example: 09:00
  • Required
• End Time: Time of day to end
  • Options:
    • Specific time (e.g., 17:00)
    • "Now" button: Use current time
  • Required
  • Must be after Start Time

Example:

• Start: 7 days ago at 09:00
• End: Today at current time
• Result: Filters data from 7 days ago at 9 AM to now

Weekly Tab

Configure filters based on weekly day ranges.

Periods Back

• Start Periods Back: Number of weeks ago to start
• End Periods Back: Number of weeks ago to end (0 = current week)

Day Range

• Start Day: Day of week to start (Monday through Sunday)
• End Day: Day of week to end
  • Options: Monday through Sunday, or "Today" (current day)
  • Must be same or later in week than Start Day

Example:

• Start: 2 weeks ago, Monday
• End: Current week, Today
• Result: Filters data from Monday two weeks ago to today

Monthly Tab

Configure filters based on monthly day ranges.

Periods Back

• Start Periods Back: Number of months ago to start
• End Periods Back: Number of months ago to end (0 = current month)

Day Range

• Start Day: Day of month to start (1-31 or "Last")
• End Day: Day of month to end
  • Options: 1-31, "Last", or "Today" (current day)
  • Must be same or later in month than Start Day

Example:

• Start: 1 month ago, day 1
• End: Current month, Today
• Result: Filters data from the 1st of last month to today

Yearly Tab

Configure filters based on yearly date ranges.

Periods Back

• Start Periods Back: Number of years ago to start
• End Periods Back: Number of years ago to end (0 = current year)

Month Range

• Start Month: Month to start (January through December)
• End Month: Month to end
  • Options: January through December, or "Current" (current month)
  • Must be same or later in year than Start Month

Day Range

• Start Day: Day of month to start (1-31 or "Last")
• End Day: Day of month to end
  • Options: 1-31, "Last", or "Today" (current day)

Example:

• Start: 1 year ago, January 1
• End: Current year, Current month, Today
• Result: Filters data from January 1 of last year to today

Time Zone

• Field: Automatically set
• Source: Your organization's timezone settings
• Purpose: Timezone for filter calculations
• Note: Cannot be manually changed

Preview Section

• Location: Bottom of modal
• Shows: Human-readable description of the filter
• Updates: Automatically as you change settings
• Example: "Will filter from 7 day(s) ago at 09:00 to today at current time"

Validation

The modal validates:

• Periods Back must be 0 or greater
• Start Periods Back must be greater than or equal to End Periods Back
• Time ranges must be valid (start before end)
• Day ranges must be valid (start before or equal to end)
• Month ranges must be valid (start before or equal to end)

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

• Click "Cancel" or X button
• Any unsaved changes are discarded
• Returns to previous filter state

Using Scheduling Filters with Execution Schedule

Scheduling Filters work independently of Report Execution Schedule:

• Scheduling Filter: Determines which data to include (date range)
• Execution Schedule: Determines when to run the report

Combined Example:

• Execution Schedule: Run every Monday at 9 AM
• Scheduling Filter: Last 7 days
• Result: Every Monday at 9 AM, the report includes data from the previous 7 days

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Workflow Scenarios

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.

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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.

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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.

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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:

• Execution Schedule: Every Monday at 9 AM
• Scheduling Filter: Last 7 days
• Result: Every Monday, the report includes the previous week's data and is emailed automatically.

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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:

• Report is saved
• Columns are configured and saved
• At least one email is in "For whom email"
• No unsaved changes exist

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Validations and Restrictions

General Validations

Required Fields

• Name: Cannot be empty
• Code: Cannot be empty, must be unique
• Subject: Cannot be empty
• Template Body Email: Cannot be empty

Field Length Limits

• Subject: Has a maximum character limit
• Template Body Email: Has a maximum character limit
• Description: Has a maximum character limit (if provided)

Code Format

• Only uppercase letters (A-Z)
• Numbers (0-9)
• Underscore (_)
• No spaces or special characters
• Automatically converted to uppercase

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:

• Create Report: Requires permission to create
• Edit Report: Requires permission to edit
• Delete Report: Requires permission to delete
• Duplicate Report: Requires permission to create

If permission denied:

• Action button may not appear
• Or warning message appears: "Permission Denied"

Status-Based Restrictions

INCOMPLETE reports:

• Cannot be downloaded (button hidden)
• Cannot be duplicated (button hidden)
• Can be edited
• Can be deleted

COMPLETE/PARTIAL reports:

• All actions available (based on permissions)

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Download and Email Functionality

Download Report

When Available

• Report is saved
• At least one column is configured and saved
• No unsaved changes
• Report status is not INCOMPLETE

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

• Format: Excel file
• Naming: Includes report name and date/time
• Generation: Happens automatically with current data
• Content: Based on configured columns and active filters

Send Report by Email

When Available

• All download requirements met (see above)
• At least one email in "For whom email" field
• No unsaved changes

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:

• To: Emails from "For whom email" field
• CC: Emails from "For whom email CC" field (if provided)
• BCC: Emails from "For whom email CCO" field (if provided)

Email Content:

• Subject: From "Subject" field
• Body: HTML content from "Template Body Email" field
• Attachment: Report file (generated automatically)
  • Format: Excel file
  • Name: Includes report name and date/time

Success Message: Shows detailed information:

• ✅ Email sent successfully
• 📧 Recipients: List of To emails
• 📋 Copy (CC): List of CC emails
• 🔒 Blind Copy (BCC): List of BCC emails
• 📎 Attachments: Report file name
• Note: "The email is being processed and will be sent shortly."

Email Processing

• Email is queued for sending
• Report is generated automatically
• File is attached automatically
• Email is sent to all recipients
• No manual file upload required

Button States

Download Button

• Enabled: When all requirements met
• Disabled: When restrictions apply
• Tooltip: Shows reason if disabled
• Loading: Shows "Downloading..." when processing

Send Email Button

• Enabled: When all requirements met (including email)
• Disabled: When restrictions apply
• Tooltip: Shows reason if disabled
• Loading: Shows "Sending..." when processing

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Editing and Duplicating Reports

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

What Can Be Edited

Can Be Changed:

• Name
• Description
• Subject
• Template Body Email
• Email recipients (To, CC, BCC)
• Enabled status
• Columns configuration
• Filters
• Execution Schedule

Cannot Be Changed:

• Code (disabled after creation)

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"

Status Updates

After editing:

• Status may change based on configuration
• INCOMPLETE → COMPLETE when columns are added
• Status updates automatically on save

Duplicating a Report

When to Duplicate

Use duplication to:

• Create similar reports with minor changes
• Use existing configuration as a template
• Test variations without modifying original

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:

• Duplication only works for reports that are not INCOMPLETE
• If configuration loading fails, you can still create the duplicate manually

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:

• All column selections
• All filter configurations (including SCHEDULING filters)
• Execution schedule settings
• Email configuration
• Description

Not Duplicated:

• Report ID (new ID assigned)
• Code (appended with "_COPY", must be changed)
• Name (appended with " (Copy)", can be changed)

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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

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