Smartstaff
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==Overview==
* [[System Administrator]]s can schedule reports to be run periodically (daily, weekly, monthly).
* Scheduled reports can be configured to store custom field values to SmartSimple records, allowing for the periodic aggregation of data.
* The following types of SmartSimple records can be updated:
** [[Organization]] records
** [[Contact]] records
** [[UTA]] records, i.e. {{ l1 }}</span>, {{ l2 }}</span> and {{ l3 }}</span> records
* Typical use cases might include:
** On a monthly basis, automatically storing the total number of reviews that have been performed by a given user on their contact [[profile]].
** On a weekly basis, automatically updating a user's profile to indicate whether or not timesheets have been filled out in SmartSimple.
** On a daily basis, automatically updating on a company's [[profile]] a summation of the total number of grants for which contacts of that organization has applied.
<span id="bs_comment:@@@CMT0@@@" class="mceNonEditable comment" data-bs-type="comment" data-bs-id="0">22927 new scheduled reports</span>
==Settings for Field Caching Schedule==
''Scheduled Reports'' are built using SmartSimple's [[Reports|integrated reporting subsystem]]. The settings for ''scheduled reports'' are available on the [[Edit Report Page: Advanced Settings Tab|Advanced tab]] of the Edit Reports page.
[[Image:FieldCaching.jpg|link=]]
** '''Frequency''' - The frequency of scheduled reports can be set as follows
*** ''Disabled'' - This is the default setting, and indicates that a report will not run on an automated schedule.
*** ''Daily'' - The report will run every morning.
*** ''Weekly'' - The report will run every Sunday.
*** ''Monthly'' - The report will run on the first of every month
** '''Identifier Column''' - ''Match Field'' - This setting will draw from the list of columns selected in the [[Report Builder]]. This setting indicates the matching field which allows the system to know which record to update.
** '''Custom Field Value Column''' - ''Source Field'' - This setting also draws from the list of columns selected in the [[Report Builder]]. This setting represents the values the system will use to update the ''Custom Field'' specified below.
** '''Custom Field''' - ''Destination Field'' - The custom field that will be updated when the report is run.
** '''Last Run''' - Indicates when the scheduled report has last automatically run.
==Configuring Field Caching Schedule==
To configure a scheduled report, the settings are configured as follows.
Take, as an example, the following [[Report Builder]] configuration:<br data-attributes="%20/">
[[Image:ScheduledReportsReportBuilder.png|link=]]
** In the above configuration, the ''Name'' field is drawn from {{ l1 }}</span> and the ''Fund Amount'' and ''Remaining Funds'' fields are drawn from {{ l2 }}</span>.
** The [[Creating_Summary_Reports#Using_Group_By|Group By]] row will sum the amounts from the ''Fund Amount'' and ''Remaining Funds'' fields and show the totals for these fields, broken out by distinct values in the ''Name'' field.
** The report will produce results as follows:
*: [[Image:ScheduledReportsReportResults.png|link=]]
** Say, for example, that you want to configure this report to update, on a daily basis, a field named ''Total Remaining Funds'' on {{ l1 }}</span> based on the total of the ''Remaining Funds'' fields at {{ l2 }}</span>.
** Take the following steps:
**# Edit the report
**# Click on the [[Edit Report Page: Advanced Settings Tab|Advanced]] tab.
**# Under the "Field Caching" section, set the ''Frequency'' setting to ''Daily''.<br data-attributes="%20/">[[Image:ScheduledReportsSelectFrequencyColumn.png|link=|350px]]
**# Select the ''Name'' column from the ''Identifier Column'' setting.<br data-attributes="%20/">[[Image:ScheduledReportsSelectIdentColumn.png|link=|350px]]<br data-attributes="%20/">This is the ''Match Field'', and must be a field that contains unique values.
**# Select the ''Remaining Funds'' column from the ''Custom Field Value Column'' setting.<br data-attributes="%20/">[[Image:ScheduledReportsSelectCFVColumn.png|link=|350px]]<br data-attributes="%20/">This is the ''Source Field'', the field from which the values will be drawn to update the ''Destination Field''.
**# Select the ''Total Remaining Funds'' custom field from the list of custom fields displayed in the ''Custom Field'' setting.<br data-attributes="%20/">[[Image:ScheduledReportsSelectCustomFieldnew.png|link=]]<br data-attributes="%20/">This is the ''Destination Field'': The field selected in this setting will be updated with the corresponding value from the ''Source Field'' column of the report.
**# Hit Save.
** The report will now run automatically every day and update the ''Total Remaining Funds'' custom field at {{ l1 }}</span> with the total of the ''Remaining Funds'' fields at {{ l2 }}</span>.
==See Also==
** [[Edit Report Page: Advanced Settings Tab]]
** [[Enable Caching]]
[[Category:Reports]]