Setup & Manage Scheduled Reports in Dental4Windows

Setup & Manage Scheduled Reports in Dental4Windows

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Listed below are instructions on how to schedule the automated running of reports, edit automated report parameters, set email notification when automated report is run and delete a scheduled automated report.

Schedule the Automated Running of Reports

Schedule Reports is a feature that allows for reports to be automatically generated and saved/printed/e-mailed to a selected location/printer/recipient. The same report can be setup multiple times with different parameters to be run at different intervals to meet your requirements. For example, Total Payments can be setup to run at the end of every day, week and month per Provider.

In order for the scheduled reports to run, Dental4Windows/PracticeStudio must be open. The schedule will fail if the database is shutdown or there is no client open at the time that the report is set to run.

  1. Go to Location Management > Reports tab
  2. Operations menu > Schedule Reports
    1. Click Add New Report 
      1. Select the report to schedule
      2. Click Next

        1. Set the report parameters which will differ depending on the report selected, however the date will always be either relative or static
          1. Relative: Dates related to a period, e.g. Today/ Yesterday/ Week to Date/ Month to Date/ Quarter to Date/ Year to Date/ Last Week/ Last Month/ Last Quarter/ Last Year/ Last Financial Year/ This Financial Year.
          2. Static: Dates will be the same every time the report is generated, e.g. 01/01/2019
        2. Click Next 
          1. Save Report To: Select the format the report should be generated as
          2. Send Report To: Select where the report should be sent/saved, options are dependent on the format of the report as selected above







        3. Click Next
          1. Set the schedule for running the report
            1. One Time: The report will run on the date and time specified

            2. Daily: The report will run daily as of the date and time specified

            3. Weekly: The report will run every # weeks on the select day and time

            4. Monthly: The report will run on the months and days selected

            5. Click Finish

Edit an Automated Reports Parameters

Once a report has been Schedule the Automated Running of Reports (see above instructions), the settings can be altered. 

  1. Go to Location Management > Reports tab
  2. Operations menu > Schedule Reports
    1. Against the relevant report, click the Edit button

      1. Move through the steps to reach the section that should be edited, settings will not be saved until all steps have been moved through until Finish is selected

Set E-mail Notification when Automated Report is Run

An E-mail notification can be setup so that selected recipients are notified when an automated report has been run. The notification can be based on anytime a report is run, only when the run is successful, or only when the run fails. 

  1. Go to Location Management > Reports tab
  2. Operations menu > Schedule Reports
    1. Highlight the scheduled report
    2. Select Set E-mail Notification 
      1. Tick E-mail the Scheduled Report Status
      2. Select when to send the notification e-mail
        1. Always
        2. Only when the Schedule Succeeds
        3. Only when the Schedule Fails
      3. Enter the Recipient(s) of the notification e-mail
      4. Click OK

Delete a Scheduled Automated Report

When a report is scheduled to automatically run, it can be deleted from the schedule. 
  1. Go to Location Management > Reports tab
  2. Operations menu > Schedule Reports
    1. Select the relevant report > Click Delete Report

Manually Run an Automated Report

Rather than wait for the automated schedule to run the report, users can manually run a scheduled report. The report will be saved/e-mailed/printed based on the settings selected when the report was initially setup.

  1. Go to Location Management > Reports tab
  2. Operations menu > Schedule Reports
    1. Select the relevant report > Click Run Report

View Automated Report Run History

Each scheduled report can show a history of results (up to 10 results per report) which details the date/time, report format, whether it was printed, E-mailed or saved as well as the run result.

Run the Report
  1. Go to Location Management > Reports tab
  2. Operations menu > Schedule Reports
    1. Select the relevant report > Click View History               
Report Details

 

The following results can show in the Run Result column
DoneReport was successfully run
No Results

 Report has no records

Output Unavailable

  1. Excel or PDF not available

  2. Permissions do not let report be saved to path

  3. There is not enough disk space to save the report

Connection ErrorNo internet, unable to connect to SMTP
Printer Unavailable

  1. Printer Offline

  2. Printer does not exist

Client UnavailableDental4Windows/PracticeStudio Client was not active when report was scheduled to run
Client in UseClient would have conflicted with report
Path UnavailableSelected output path does not exist
Report InactiveReport no longer active

View Saved Automated Reports

Reports that are saved to Dental4Windows/PracticeStudio (based on schedule settings), will be saved in the Reports tab.

InfoDuring the setup of each report Schedule the Automate Running of Reports, when saving to Dental4Windows/PracticeStudio, there is the option to limit the number of times the report should be saved to View Saved Reports; this setting is for each individual report, and ranges between 1-20.

  1. Go to Location Management > Reports tab
  2. Operations menu > View Saved Reports
  3. Select the report > Click View Report