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Workflow Reports

Workflow Reports are highly customizable automated reports for customers who wish to be notified about their shipments on a regular basis via email. The reports are sent as attachments in one of several available formats. Workflow reports are specific to workflows. Each workflow can have any number of Workflow Reports according to the fields that are required to be reported.

Viewing Reports

Select the workflow for which reports are to be viewed or you can also search by the report name. A sample is given below:
Creating a New Report

Select the workflow for which a new report is to be created and click on the 'Create' button.The following dialog-box appears:
  1. Select the Workflow from the drop down menu.
  2. Provide a name for the report in the Report Name field.
  3. Select Report Type from the drop down list. It can either be by Work Order (a single work order per line) or by Shipment (a single shipment per line).
  4. Active checkbox is selected by default. It can be used for de-activating the entire report and all subscriptions.
  5. Select Restricted checkbox if you want the report to be restricted.(Restricted Report can only be viewed by the user creating the report and SysAdmins)
  6. Click on the Create button to create the report for this workflow.

A newly created report does not contain any fields or email subscriptions. Click on the 'Create' button under each of them to define the report.



Report Columns

Click on the 'Create' button under to create a new field for the report. The following window pops up:
  1. Select a Source for the field. Source is the location from where the export field will be extracted from the Work Order. It can be extracted from Basic (WO header fields), WO Events, WO Data, WO KPIs, WO Estimates or WO Actuals.
  2. Select a Field. This is the name of the field that is extracted from the specified Source.
  3. Choose Select Option from the drop down menu.It can be Data Value,Remarks Only,Data Updated Time & Date or Data Updated By.
  4. Provide a Column Name. This name is a description of the Field Name that will be used in the report.
  5. Select Wrap Data if the contents of this field should wrap (applicable only for HTML or Excel reports).
  6. Click on the 'Create' button to add this field to the report.

Customer Subscriptions

Once the fields are added to the report, customer subscriptions need to be defined. Click on the 'Add Subscription' button under Customer Subscriptions, the following window pops up:

  1. Select country code from the drop down list and select a Customer from the auto-complete list.
  2. Type in a customized message for the recipients of this subscription in the Custom Message box.
  3. Select Completed/NA Events from the drop down list if applicable. If selected, work orders that do not have the event completed are excluded from the report.
  4. Select Non-Completed/TBA Events from the drop down list if applicable. If selected, work orders that have the event completed are excluded from the report.
  5. Select the format in which the report will be sent from the Report Type drop down list. It can be CSV, HTML, XML Spreadsheet or MS-Excel format.
  6. If MS-Excel format is chosen, an option list of pre-defined Excel templates are provided from which one can be selected.
  7. Zip Report when selected, the attachment file is zipped into the standard .zip file format.The report will be zipped only when sent via email,previewing the report will not generate a zip file.
  8. Select whether or not to include closed work orders for this report from the Closed Work Orders drop-down list.
  9. Select Report Frequency for weekly or monthly subscription of the emails.
  10. Select the days on which this report will be sent out, in the Send On checkboxes.
  11. Provide the time in UTC hours at which the report will be sent out in At Hour(s) textbox. More than one time can be provided as comma separated values
  12. Click on the 'Create' button.

User Subscriptions

User Subscriptions can be defined if internal users need regular reports for the workflow as well. While Customer Subscriptions are specific to a single customer, User Subscriptions can contain all active work orders for the selected workflow.

Click on the 'Add Subscription' button under User Subscriptions, the following window pops up:

  1. Provide a Title for this subscription.
  2. Type in a customized message for the recipients of this subscription in the Custom Message box.
  3. Select Completed/NA Events from the drop down list if applicable. If selected, Work Orders that do not have the event completed are excluded from the report.
  4. Select Non-Completed/TBA Events from the drop down list if applicable. If selected, Work Orders that have the event completed are excluded from the report.
  5. Select the format in which the report will be sent. It can be CSV, HTML, XML Spreadsheet or MS-Excel.
  6. Zip Report when selected, the attachment file is zipped into the standard .zip file format.The report will be zipped only when sent via email,previewing the report will not generate a zip file.
  7. Select the days on which the report will be sent out in the Send On checkboxes.
  8. Provide a time in UTC hours in the At Hour(s) textbox. Multiple hours can be provided as comma or semi-colon separated values.
  9. Click on the 'Create' button.

The email is sent automatically to the selected recipients on the selected days and time with specified fields in the form of an attachment.


Creating a Copy of the Report

Click on the 'Copy Report' button to create a copy of this report. This copies the export fields of the report but Customer Subscriptions and User Subscriptions need to be defined for it.

Click on a report to view/edit/delete fields from it. The following is displayed: 

Fields are displayed in a report in the order of their creation. This order can be changed by dragging  icon up or down. Hover over  icon for any field to modify or delete it.


Under the Customer Subscription tab, subscriptions can be created/viewed/modified.



Under the User Subscription tab, subscriptions can be created/viewed/modified.




Select one of the following actions from the  menu:

Setting a Subscription to Favorite

Click on  icon to set this report as favorite. This will list this report in the My Reports section.

Previewing a Subscription

Click on  icon in Customer/User Email subscriptions to preview the subscription. It opens in the format selected for it during creation.

Creating a Recipients List

Click on  icon to add the name or email addresses of the User or Customer who are subscribed to this report. 

Emailing a Report to Customers/Users

Click on  icon to send the email to customers and users who are subscribed to this report. 

Modifying a Customer/User Subscription

Click on icon to edit any Export Field or Customer or User Email Subscriptions. In Customer Email Subscriptions, all fields except the Customer field can be edited. In User Email Subscriptions, all the fields can be edited.

Deleting a Customer/User Subscription

Click on  icon to delete an Export/Field or Customer or User Email Subscriptions. A confirmation window pops up, click on the 'Delete' button to confirm deletion.

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