Broadcasting reports to Remedy Smart Reporting users via email

You can use a standard broadcast to send a report to one or more users through email, based on a defined schedule and set of rules. You can use a personal broadcast to send a report to the person who created the broadcast, at scheduled intervals or based on a defined set of rules.

A standard broadcast is the same as a personal broadcast, with the exception of defining who it is sent to. A standard broadcast is sent to one or more recipients.

Before you begin

Make sure that broadcasts are enabled. See Broadcasting reports to Smart Reporting users.

To broadcast reports to Remedy Smart Reporting users via email

1. Ensure your report is Active (not in Draft mode).
2. On the main navigation menu, click Broadcast.
   
3. Click Create New, and select Broadcast.
   
   The following window appears.
   

4. On the Broadcast window, complete the following details:

   Field	Description
   Recipients	You can add external email addresses. If you click Advanced , you can select a report that lists email addresses for broadcasting. The email addresses might not belong to BMC Remedy users. You can link other columns in this report to the main report as filters, resulting in a uniquely filtered report sent to each email address. The column that contains the email addresses must be formatted as Email to be displayed in the list. To do this: a. Open the report in the Edit mode. b. Hover over the field in the Columns section, and open the drop-down list. c. Select Format > Edit. d. Set the Format option to Email.
   Email Subject	The Subject line for your email.
   Email Body	The text for the body of your email. Also, select the format for the report you will send. The options are: HTML, PDF, CSV, DOCX, XLSX, RTF,  and Text.
   User Prompt Filters	(Available if your report contains filters) The filter that is applied to the broadcast report. The options are: Current Filter Values Default Filter Values If your report uses Source Filters, the broadcast report will be filtered by the source filter as well as the filters defined above. If the report is sent to an external email address, rather than a defined Remedy user, the recipient will inherit the source filter from the user who defined the broadcast. A user must have the Multicast Access Filter Reports permission to Broadcast a Source Filter report to recipients not defined in the source filter.
   Continuous Schedule	The schedule for the delivery of the report. The available options are: Continuous Alert If you want to set a delivery rule and send the report only if it meets certain criteria, for example, Revenue is less than 100,000, complete the following steps: Select Alert, and click Add Delivery Alert Rules. Select one of the following Alert Data options: One or more must match—For example, there is at least one transaction less than $1000. Aggregate against entire result set—The total sales are less than $100000. Complete the fields in the Delivery Rule section. Click Submit.
   Frequency	Frequency of sending the reports. Depending on the option you select, you must provide further details. For example, if you select Fortnightly, you are prompted to select the first or second week of the fortnight to send in, as well as the day of the week. For more granularity in the schedule, click Advanced settings.

To create a personal broadcast

1. Ensure your report is Active (not in Draft mode).
2. On the main navigation menu, click Broadcast.
3. Click Create New, and select Personal Broadcast.

4. On the Personal Broadcast window, complete the following details:

   Field	Description
   Email Subject	The Subject line for your email.
   Email Body	The text for the Body of your email. Also, select the format for the report you will send. The options are: HTML, PDF, CSV, DOCX, XLSX, RTF,  and Text.
   Server Directory	The directory on the server where you want to send the report.
   User Prompt Filters	If your report contains filters, select the filters to apply to the broadcast. The available options are: Current Filter Values Default Filter Values If your report uses Source Filters, the broadcast report will be filtered by the source filter as well as the filters defined above. A user must have the Multicast Access Filter Reports permission to Broadcast a Source Filter report to recipients not defined in the source filter.
   Continuous Schedule	The schedule for the delivery of the report. The available options are: Continuous Alert If you want to set a delivery rule and send the report only if it meets certain criteria, for example, Revenue is less than 100,000, complete the following steps: Select Alert, and click Add Delivery Alert Rules. Select one of the Alert Data options: One or more must match—For example, there is at least one transaction less than $1000. Aggregate against entire result set—The total sales are less than $100000. Complete the fields in the Delivery Rule section. Click Submit.
   Frequency	Frequency of sending the reports. Depending on the option you select, you must provide further details. For example, if you select Fortnightly, you are prompted to select the first or second week of the fortnight to send in, as well as the day of the week. For more granularity in the schedule, click Advanced settings.

5. Click Save Subscription.

Broadcasting with recipients in the CC field

You can send a report with same data to multiple registered users through a single email instead of multiple emails. This improves the performance as only one mail is sent for the report broadcast instead of multiple mails.

For this, all the registered recipients are put into the CC field instead of the To field of the email. Because of this, any registered  recipient of this broadcast can see all other recipients in the CC field. If any of the recipients of the broadcast is an external user, only that user receives a separate mail and can see other recipients in the CC field.

To enable broadcasting with recipients in the CC field

1. Run the following query in the Remedy Smart Reporting database:

   INSERT INTO Configuration values (1, 'SYSTEM', 'COMBINEEMAILGROUPS', 'TRUE');

   Important

   The above query applies to all existing broadcasts.

2. Restart the Remedy Smart Reporting service.