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
   12. Frequently Asked Questions

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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

[AGREGAR IMAGEN: Resumen de configuración del schedule]

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"

[AGREGAR IMAGEN: Botón de guardar configuración y mensaje de éxito]

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