Scheduling with the File-based Repository
XLCubed Web Edition can be used to deliver reports to users automatically.
Using a schedule you can define which reports go to which users, and can optionally parameterise the results.
This article is about configuring XLCubed Scheduling, you can also find more information about Scheduling Installation.
The scheduling module is made up of a few key parts.
An SMTP server is a computer that is configured to send emails. You will need to set one up so that reports can be delivered to your users.
XLCubed allows two different ways to set up the recipients for a report. The first is ideal for where the report needs to be sent to just one or two people. Just type in the email addresses and it’s ready to go.
The alternative is slightly more complex to set up, but once set up, it’s easy to make new reports with the same recipients. To use this, you set up a Distribution Group, composed of any number of people. To make it easy to set up the reports as needed, each Group is assigned a Database Role to use and a Locale to format its numbers and dates. One or more Distribution Groups are assigned to each Distribution List, so that your scheduled report can be sent to more than one group at once.
A Distribution Group defines a set of users by their email addresses. Also associated with this is a locale for formatting the report (Numbers appear as 1,234.56 or 1.234,56) and a database role to run the report as.
For example you could define "USA Managers" to run with US formatting under the US role, and have "German Managers" run with their own settings.
A Distribution Lists is a set of Distribution Groups which are linked together so a report goes to all users in all groups at the same time.
For example you could define "Managers" as a list comprosed of the USA Managers and the German Managers, and have reports sent to all of them.
To illustrate this with an example, imagine that there was a particular report that you needed to send to managers in the USA, China and Germany. Since the formatting and roles would be different for each group of managers, you would need a setup something like this
A Schedule defines:
- which reports get sent
- who they are sent to
- when they are sent
If you wish to have a different set reports go to different people then this would be a new schedule.
When picking a Report to be added the dialog box offers some options.
Report parameters are defined in XLCubed Excel edition. You can set fixed values, or pick one of the Placeholders to be set up when the report is generated.
Sets the role to run the report as, useful if you have cube security. This setting will override any setting made for a Distribution Group.
Defines the format of the report to be delivered, either PDF or Excel file.
By entering these custom values as report parameters you can customise the file for each user.
|%date%||Inserts the current date|
|%time%||Inserts the current time|
|%datetime%||Inserts the current date and time|
|%rolename%||Inserts the database role or roles that are being used|
|%groupname%||Inserts the name of the distribution group|
|%email%||Inserts the email address of the recipient. Ignored if %emailtosendto% is also used|
|%displayname%||Inserts the display name of the recipient. Ignored if %emailtosendto% is also used|
|%sendiftrue%||Triggers sending of the report. May only be used once per report|
|%emailtosendto%||Retrieves a comma-delimited list of email addresses from the report. May only be used once per schedule|
If %sendiftrue% is used the report will be generated normally, but only sent to users if this parameter is calculated to be TRUE.
This allows exception reporting, for example, if you had appropriate names defined in Excel, you could set the formula in the parameter cell to be
=Or(Sales < 1000, Losses > 50)
If %emailtosendto% is used, the email addresses defined in the schedule or distribution group will be ignored, and the addresses retrieved from this parameter instead. The value in the cell may be either one email address or a comma-delimited list.
Note that this parameter overrides the %email% and %displayname% parameters.
Starting from an Existing Schedule
If the schedule you are trying to create is similar to an existing schedule, you can copy the details into the new schedule by following these steps:
- Click the Add Schedule button to create the new schedule
- Click the Clone Existing button to display the Select a Schedule dialog
- Select the schedule you would like to copy the details from
- When you click the OK button, the details are copied into the new schedule