Broadcasting reports

Broadcasting allows you to send a report to one or more users, based on a defined schedule and set of rules. A report can have more than one broadcast schedule. 

As a reporting user, you can broadcast reports in the following ways:

• Broadcast reports to external email addresses.
• Create a smart task.
• Create a personal broadcast. A personal broadcast is same as a standard broadcast, with the exception of defining who it is sent to. A personal broadcast is only sent to the person that defined the broadcast. 
• Schedule reports through an FTP schedule.

For sending an email message, ensure that the email settings are configured in TrueSight Smart Reporting - Platform. For information about how to configure the email settings, see  Configuring email settings in TrueSight Smart Reporting - Platform .

Broadcasting reports to external email addresses

Do the following:

1. Log in to TrueSight Smart Reporting - Platform.
2. Open the report that you want to broadcast, and click  on the main navigation bar.
3. Click Create New and select Broadcast.
4. In the Recipients field, select users, groups, and report, or type in an external email address.
   For multiple recipients, a single email is sent to the first recipient, and the remaining recipients receive a carbon copy or the email.
5. Enter a subject and an email body for your broadcast.

6. Select the format that you want the report to be sent as. The following options are available: 

   • HTML
   • PDF—For this option, you can use the Secure PDF checkbox to password-protect your PDF files. You can specify a password yourself, use the one created when exporting the file, or use a default password generated by the system. You can also use the Append Broadcast Date checkbox to include the current date in the document name.
   • CSV—For this option, you can use the Append Broadcast Date checkbox to include the current date in the document name.
   • DOCX —For this option, you can use the Append Broadcast Date checkbox to include the current date in the document name.
   • XLSX—For this option, you can use the Append Broadcast Date checkbox to include the current date in the document name.
   • Text—For this option, you can use the Append Broadcast Date checkbox to include the current date in the document name.
   • Link to Report

7. If your report contains filters, select the filters in the User Prompts Filters field.

   • Default Filter Values
   • Current Filter Values
   • Bookmarks
8. Select one of the following delivery types:
   
   • Continuous Schedule—The report is always be delivered based on the selected schedule. 

   • Alert-based broadcast—The report is delivered based on the selected schedule, if the results match the alert rules.

      Do the following to add delivery rules:

     1. Click Add Alert Delivery Rules.
     2. Create a rule based on one of the following conditions:
        • One or more rows must match. For example, is there a transaction less than $1000.
        • Aggregate against entire result set. For example, are the total sales less than $100000.
     3. Click Add Field and select the field that you want to apply the condition on. You can add multiple conditions.
     4. Click Submit. The rule is displayed on the Broadcast window.
9. Select the Frequency depending on your requirements. 
10. Click Advanced Settings.
    
    • Timezone—Set the delivery timezone.
    • Limit Schedule Period—Limit the schedule to run only within a set period.
    • Failure Notification—Define an administrator user to be notified if the broadcast schedule fails.

11. Click Submit to list the broadcast.

Creating a smart task

Do the following:

1. Log in to TrueSight Smart Reporting - Platform as a Capacity administrator.
2. Open the report that you want to broadcast, and click  on the main navigation bar.
3. Click Create New and select Smart Task.
4. Enter a title and a description for the task.
   
5. In the Requestor field, select the requestor for the task.
   
6. In the Assignee field, select one or multiple asignees for the task.

7. In the Subscribers field, select users to be notified when the task is created. The task is not assigned to subscribers.
   

8. Select the task priority.

9. If your report contains filters, select the filters in the User Prompts Filters field.

   • Default Filter Values
   • Current Filter Values
   • Bookmarks

10. Add the alert delivery rules.

     Do the following:

    1. Click Add Alert Delivery Rules.
    2. Create a rule based on one of the following conditions:
       • One or more rows must match. For example, is there a transaction less than $1000.
       • Aggregate against entire result set. For example, are the total sales less than $100000.
    3. Click Add Field and select the field that you want to apply the condition on. You can add multiple conditions.
    4. Click Submit. The rule is displayed on the Broadcast window.
11. Select the Frequency depending on your requirements.
12. Click Advanced Settings.
    
    • Limit Schedule Period—Limit the schedule to run only within a set period.
    • Failure Notification—Define an administrator user to be notified if the broadcast schedule fails.
13. Click Submit to list the broadcast.

Creating a personal broadcast

Do the following:

1. Log in to TrueSight Smart Reporting - Platform as a Capacity administrator.
2. Open the report that you want to broadcast, and click  on the main navigation bar.
3. Click Create New and select Personal Broadcast.
4. Enter a subject and an email body for your broadcast.

5. Select the format that you want the report to be sent as. The following options are available:

    The following options are available:

   • HTML
   • PDF—For this option, you can use the Secure PDF checkbox to password-protect your PDF files. You can specify a password yourself, use the one created when exporting the file, or use a default password generated by the system. You can also use the Append Broadcast Date checkbox to include the current date in the document name.
   • CSV—For this option, you can use the Append Broadcast Date checkbox to include the current date in the document name.
   • DOCX —For this option, you can use the Append Broadcast Date checkbox to include the current date in the document name.
   • XLSX—For this option, you can use the Append Broadcast Date checkbox to include the current date in the document name.
   • Text—For this option, you can use the Append Broadcast Date checkbox to include the current date in the document name.
   • Link to Report

6. If your report contains filters, select the filters in the User Prompts Filters field.

   • Default Filter Values
   • Current Filter Values
   • Bookmarks
7. Select one of the following delivery types:
   
   • Continuous Schedule—The report is always be delivered based on the selected schedule. 

   • Alert-based broadcast—The report is delivered based on the selected schedule, if the results match the alert rules.

      Do the following to add delivery rules:

     1. Click Add Alert Delivery Rules.
     2. Create a rule based on one of the following conditions:
        • One or more rows must match. For example, is there a transaction less than $1000.
        • Aggregate against entire result set. For example, are the total sales less than $100000.
     3. Click Add Field and select the field that you want to apply the condition on. You can add multiple conditions.
     4. Click Submit. The rule is displayed on the Broadcast window.

      

8. Select the frequency according to your requirements.
9. Click Advanced Settings.
   
   • Timezone—Set the delivery timezone.
   • Limit Schedule Period—Limit the schedule to run only within a set period.
   • Failure Notification—Define an administrator user to be notified if the broadcast schedule fails.

10. Click Submit to list the broadcast.

Scheduling reports through an FTP schedule

Do the following:

1. Log in to TrueSight Smart Reporting - Platform as a Capacity administrator.
2. Open the report that you want to broadcast, and click  on the main navigation bar.
3. Click Create New and select FTP Schedule.
4. Enter a file name (no file extension required). 

5. Click the icon for the format in which you want the report to be sent as: 

   • HTML
   • PDF—For this option, you can use the Secure PDF checkbox to password-protect your PDF files. You can specify a password yourself, use the one created when exporting the file, or use a default password generated by the system. You can also use the Append Broadcast Date checkbox to include the current date in the document name.
   • DOCX —For this option, you can use the Append Broadcast Date checkbox to include the current date in the document name.
   • XLSX—For this option, you can use the Append Broadcast Date checkbox to include the current date in the document name.

6. In Server Address, specify the address of the server where you are uploading the report.

7. In Server Directory, specify the directory where you want the report to be sent to on the server.

8. In the User Name and Password fields, specify the user name and password of the server that you are accessing.

9. If your report contains filters, select the filters in the User Prompts Filters field.

   • Default Filter Values
   • Current Filter Values
   • Bookmarks
10. Select one of the following delivery types:
    
    • Continuous Schedule—The report is always be delivered based on the selected schedule. 

    • Alert-based broadcast—The report is delivered based on the selected schedule, if the results match the alert rules.

       Do the following to add delivery rules:

      1. Click Add Alert Delivery Rules.
      2. Create a rule based on one of the following conditions:
         • One or more rows must match. For example, is there a transaction less than $1000.
         • Aggregate against entire result set. For example, are the total sales less than $100000.
      3. Click Add Field and select the field that you want to apply the condition on. You can add multiple conditions.
      4. Click Submit. The rule is displayed on the Broadcast window.
11. Select the frequency according to your requirements. 
12. Click Advanced Settings.
    
    • Timezone—Set the delivery timezone.
    • Limit Schedule Period—Limit the schedule to run only within a set period.
    • Failure Notification—Define an administrator user to be notified if the broadcast schedule fails.

13. Click Submit to list the broadcast.