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  • My Reports Page: Exports, Send and Schedule PDF as Email Attachment

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    Posted on December 31st, 2014Customer SupportReports

    See this quick 30-second video introducing Export options, and the Send and Schedule PDF as Email Attachment report features.

    The My Reports page contains a list of saved report templates (or “saved reports”) created specifically for one person (My Reports) or for company-wide use (Company Templates). These saved reports allow users to generate report results immediately, without inputting search criteria.

    Saved reports are displayed in list format, including a report name, report type, users (those with access to the report) and description. Clicking a report name will generate the results.

    Exports: Quick Click Column

    Gantt Chart and Graphs

    For all the reports except the Task Report, there are graphs available. These graphs are represented by a small graph icon next to the report type. For Global Project Report Templates, a small Gantt icon will appear next to the report type. This launches the Global Project Gantt Chart for that specific report template. The graph and Gantt chart icons are displayed in the Quick Click column

    PopOut

    The Quick Click column also has PopOut icons to view reports in an alternative format. The Global Project, Global Task, Time Usage, Global Budget and Global Expense reports all have this format available. The PopOut format displays the report in a separate window. This window can remain open while navigating other Vertabase pages and even while logged out of Vertabase. You can use the links in these reports to jump to different items (e.g. projects and tasks) in the main Vertabase window. In this way the PopOut report acts as a navigational aid.

    Excel, CSV

    Two spreadsheet options are available under Quick Click: Excel and CSV. The Excel download is a CSV file formatted similarly to the report results page. When viewed in Excel, columns and rows in the spreadsheet will appear with a format similar to what is seen on the results page. The CSV download is a CSV file formatted for further processing in Excel. Excel’s data sorting, filtering, subtotals, and pivot tables can be readily applied to the spreadsheet to customize the output and formatting. Cross-report spreadsheets can be created to combine data across multiple Vertabase reports using Excel formulas.

    See a quick 30-second video presenting the CSV file format.

    The Excel download is available for all reports except Resource Calendar. The CSV download is available for all reports except Resource Calendar and Resource Allocation. The Resource Allocation Excel download can substitute as a CSV download.

    PDF

    For direct output to Adobe® PDF, click the PDF icon. With PDF you can take advantage of its portability and collaboration features. The PDF download is available for all reports except Resource Calendar.

    Send PDF as Email Attachment

    A link is available under the PDF column for all reports except the Resource Calendar. The Send links in this column display the Send PDF as Email Attachment pop-up with the Email Settings tab in view. This pop-up is used to email a PDF version of the report to one or several recipients. Recipients can be Vertabase users. However, any valid email address can be used to send the report to those who do not use Vertabase. Email addresses must have the format name@domain.com or “FirstName LastName” <name@domain.com>.

    See a quick 30-second video demonstrating the Send PDF as Email Attachment feature.

    The pop-up may or may not have a Schedule Settings tab. The display of the Schedule Settings tab depends upon the permission settings of the access level for your user account.

    Schedule PDF as Email Attachment

    The links under the Schedule column indicate the status of the scheduling of the report. The link is labeled “Off” if the report is not scheduled. If the Schedule is set to On (active), the link is labeled according to the scheduled frequency: Once, Daily, Weekly, or Monthly. The links display the Send PDF as Email Attachment pop-up with the Schedule Settings tab in view. This tab offers settings to schedule the delivery of the PDF via email to the recipients configured in the Email Settings tab. The Schedule must be set to On for the schedule to be active. If the Stop sending report after field is left blank, the report will continue to be sent with no stop date. If the Stop sending report after field is set to a specific date, the Schedule will be disabled and set to Off on the date following the specified date. The “Stop” date identifies the last date when the email will be sent.

    See a quick 30-second video demonstrating scheduling the Send PDF as Email Attachment feature.

    Edit and Delete Columns

    Saved reports can be edited and deleted (with the proper access levels.) Reports created for yourself, can always be edited or deleted. To edit a saved report, click the appropriate Edit link. This will bring the user to the specific report page, with the search criteria in place. To delete a saved report, select the appropriate checkboxes and click the Delete Selected Templates button.

    If a user does not have the ability to completely delete a Company Template saved report, using the delete functionality will simply remove the template from the user’s page, but not delete the report for other users.