ROCK-POND REPORTING 2.1

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1 ROCK-POND REPORTING 2.1 AUTO-SCHEDULER USER GUIDE Revised n 08/19/2014 OVERVIEW The purpse f this dcument is t describe the prcess in which t fllw t setup the Rck-Pnd Reprting prduct s that users can schedule reprts and use the many different features within the Aut-Scheduler. The assumptin t this pint is that all applicatin upgrades have been made. ROCK-POND CONNECT There are tw areas in Rck-Pnd Cnnect that need t be setup fr scheduling. This is new t the latest versin f Rck-Pnd Cnnect. This will be under the File > Scheduling menu and we will cver Setup Cnnectins and General Scheduling Settings. SETUP CONNECTIONS Under this menu f Rck-Pnd Cnnect yu will be allwed t setup the ODBC cnnectins needed t run reprts frm. The cnnectins setup here will be used later in the Rck-Pnd Infrmatin Center as the selectable data surces t run a scheduled reprt. RPR_2.1_SchedulingGuide.dcx 1

2 Here yu can add r delete a cnnectin as well as save the credentials fr the cnnectin, if using SQL Server Authenticatin. When yu chse t Add a cnnectin a pp up will appear. Here yu can select an existing ODBC frm the System DSN list n the machine r chse t add a new data surce. If yu chse this ptin a wizard will walk yu thrugh the prcess. In rder t run scheduled reprts it is imprtant t save the credentials. When running SQL Server Authenticatin the credentials are required fr the server t prcess the query and the user when scheduling the reprt will nt be prmpted fr the credentials. Windws Authenticatin des nt require this setup. Hwever, remember that this is based n the ODBC settings at the SERVER level and nt the user wh setup the reprt. GENERAL SCHEDULING SETTINGS In this sectin, yu will setup the necessary infrmatin in rder t d ing f ntificatins f reprt generatin success/failure, ing f generated reprts when apprpriate and the address and display name fr the t cme frm. The infrmatin fr SMTP shuld be readily available frm yur IT department. Yu will als want t tell the applicatin what user the tasks shuld run as. This will grant the jb access t the different netwrk lcatins t allw users t place files. RPR_2.1_SchedulingGuide.dcx 2

3 ROCK-POND INFORMATION CENTER The fllwing describes the prcess in rder t schedule a reprt frm within the Rck-Pnd Infrmatin Center. SELECTING A REPORT The first step in this prcess is t determine which reprt(s) yu wuld like scheduled. All f the reprts within the Rck-Pnd Reprt cllectin have the ability t be scheduled. If yu have reprts yu are systematically running a specific way and n a systematic time interval then these are prime candidates fr scheduling! In this example, we will be using the A/R Aging reprts 1234z and 1234x in rder t send them via . RUN THE REPORT In rder t schedule a reprt, yu must first run the reprt. Yu will need t run the reprt as yu want t see it delivered. In the scheduling screen yu will nly be able t edit the date parameters. BEGIN SCHEDULING REPORTS Once the reprt is ran yu will want t click n the Schedule buttn in the tp cmmand bar. Here yu will have the ptin t add a scheduled reprt jb r mdify existing jbs fr the same reprt. Depending n the ptin chsen yu will see the scheduling windw r the list f jbs that can be mdified. Fr this example, we will add new scheduled reprt. RPR_2.1_SchedulingGuide.dcx 3

4 Once this is selected, yu will be prmpted with a windw similar t the belw screensht. Name This allws yu t name yur scheduled jb fr easy identificatin when mdifying. Cnnectin This is the name f the cnnectin n the server that crrespnds t the applicatin database the user wishes the reprt t be run. Ntificatin This will allw the user t setup an ntificatin t specific address(es) as desired. Enable This flag determines whether the task is enabled. T disable, simply uncheck the bx. There are three areas f which yu must prvide different infrmatin t schedule the reprt. Reprt Parameters Delivery Schedule Reprt Parameters These are the selected values fr all NON DATE parameters. These parameters cannt be edited in the scheduling windw. Yu will have t rerun the reprt fr different parameters if needed. Date Parameters These are editable and can use the vast list f dynamic time frames prvided. The full list f these dynamic dates can be fund in the Appendix. Site Optins allw yu mre persnalized infrmatin based n the parameters yu chse while running the reprt RPR_2.1_SchedulingGuide.dcx 4

5 Delivery Schedule This prvides the date and time the prcess shuld start and whether it shuld run nce, daily, weekly r mnthly. Under each ptin there are multiple setups that are cnfigurable t allw fr flexible delivery frequencies. Repeat Task - Allws yu t repeat a task in certain increments fr varied time perids. This nly wrks when reprt is nt scheduled fr "ne time" run. Delivery Methd and Frmat Destinatin This determines hw the reprt will be delivered and has multiple cnfiguratin ptins depending n the methd selected. File Name and Security Let s yu chse the filename frmat fr yur file and defaults t the reprt cde. The date and timestamp f when the reprt ran is als added t avid verwriting lder files. NOTE: If this ptin is turned ff then ld files with the same name will be verwritten. Zip Optins The zip ptins allw yu t specify if yu want the dcument cmpressed and whether yu want t passwrd prtect it. These are ptinal but if nt chsen the user will be prmpted with a warning prir t saving the scheduling task. Frmat This determines the reprts file frmat nce delivered. CONFIGURING A REPORT As listed abve, there are many cnfigurable ptins fr a scheduled reprt. Belw is an in-depth explanatin f the different ptins available alng with a descriptin f hw t use them. NAME This is the name shwn in the task list within the Rck-Pnd Infrmatin Center master schedule list. Rck-Pnd recmmends using a naming cnventin t help with srting the reprts. These might include starting the reprt name with the frequency such as Weekly, Mnthly r Daily. This wuld allw fr all f the daily, weekly and mnthly tasks t be srted tgether. This is nly a recmmendatin and yu can name the tasks accrding t yur standards. CONNECTION This is the name f the available cnnectins n the server. This determines which database t run the reprt against and is required t schedule the reprt. NOTIFICATIONS This sectin is nt required. It allws the user t determine if they wuld like t receive success and failure ntificatins f when a reprt task runs and t whm they g. NOTE: If there is a master setup fr receiving ntificatins then a ntificatin will be sent regardless f this setting.reprt parameters In this sectin, yu can determine which date(s) a reprt runs fr. Maybe yu want t run a revenue reprt fr last mnth, a cash psting reprt fr last week r an A/R exprt fr a specific date f service range fr a Payr cllectin prject. Whatever the need is fr dates Rck-Pnd date parameters shuld be able t prvide yu with a slutin. RPR_2.1_SchedulingGuide.dcx 5

6 Date parameters have a start and end date assciated with them. Fr instance, tday is 2/13/2014. When we use the Tday dynamic date the start and stp wuld be the same. When we lk at Last Week it wuld be 2/2/2014 (Sunday) and 2/8/2014 (Saturday) as the start and stp date respectively. In Appendix A yu will find a breakdwn f the different date parameters and hw they match up against a date fr guidance n what t chse. It is imprtant t understand that the date parameters are cmpletely independent f each ther which allw yu t use the start date f last quarter and the end date f yesterday t create different dates as necessary. DELIVERY SCHEDULE This is where the user sets up the infrmatin abut when the task shuld start running, what time it is set t g ff, and hw ften it shuld run. One Time This is when the user needs the reprt fr a single run. The date and time it will run is set abve in the Prcess Start sectin f this area. Please Nte that reprts shuld be given a 15 minute r mre start time frm the current start time as Rck-Pnd Cnnect will nt prcess the task until it updates which is by default every 15 minutes. Daily Indicates that this task will run n a daily basis at the time set in the Prcess Start time. Yu can als set the reccurring setting. Setting this t a 1 will mean every day. Setting this t a 2 will cause it t run every ther day. Weekly This sets the task t run the reprt n a weekly basis. Yu can set which days f the week t run. If yu need this n the weekdays and nt the weekend then simply select thse days. There is als an ptin t set the reccurring frequency. 1 will be every week and 2 will be every ther week. Mnthly This allws yu t set the task t run at the time setup in the Prcess Start sectin but allws fr many ptins. First yu can set which mnths t run. Yur chices are ne mnth, multiple mnths r all mnths. After this yu can chse t run n Days where yu can specify ne, multiple r all days in the mnth r yu can select On which allws fr settings such as the first, secnd, third, furth r last days f the mnth. RPR_2.1_SchedulingGuide.dcx 6

7 DELIVERY METHOD ANDFORMAT This is the frmat in which the reprt will be delivered and currently has ptins f Excel, Excel data nly in 2003 and 2007 frmat, PDF and Rich Text Frmat. XLS This exprts the reprt int an Excel 2003 frmat keeping the frmatting f the reprt. This is nt meant t be the methd fr trying t create a flat file frmat in rder t d pivt tables, filtering and srting. This is simply an Excel frmat f the reprt as yu see it in Rck- Pnd Infrmatin Center. XLS Data Only This is an Excel 2003 frmat which allws fr reprts (exprt reprts typically having a reprt cde ending in an x ) t g int a flat file frmat t allw fr Excel functins with n frmat manipulatin. NOTE: Excel 2003 frmat has a limit f 65,000 rws per tab. XLSX Data Only This is an Excel 2007 frmat which allws fr reprts (exprt reprts typically having a reprt cde ending in an x ) t g int a flat file frmat t allw fr Excel functins with n frmat manipulatin. NOTE: Excel 2007 frmat has a limit f 1,000,000 rws per tab. PDF This exprts the reprt fr viewing thrugh a PDF. Rich Text Frmat This exprts the reprt int a rich text frmat file frmat. DESTINATION This is the methd in which yu can deliver the reprts t the prper recipients. The available ptins are netwrk lcatin, , FTP and SFTP. Netwrk Lcatin This allws yu t put the file int a specified file lcatin. In rder t place the file in the lcatin, bth the user and the server must have access t the file lcatin. This allws yu t ne r multiple recipients the file alng with giving yu the ability t specify subject and bdy. NOTE: In rder t d yu must first have the cnfiguratin n Rck-Pnd Cnnect setup. Rck-Pnd highly recmmends that as part f the prcess f ing reprts yu put a passwrd n the file t prtect PHI, but it is nt required. RPR_2.1_SchedulingGuide.dcx 7

8 FTP / SFTP These delivery methds allw yu t deliver the reprt files t an FTP r Secure FTP server. Yu will need cnnectin infrmatin in rder t send t the sites. FILE NAME AND ZIP PASSWORD In rder t send the reprt file the file has t have a name. The name defaults t the reprt cde fr the reprt but can be changed t any cnventin the user likes. The applicatin als adds the date and timestamp as ending t the file name t avid new reprts frm verwriting previusly generated reprts. One final ptin the user has is whether r nt t zip the file and give it a passwrd. The nly way t passwrd prtect a file is t zip it. This allws fr added security, but is nt required. FINAL STEPS Once yu have cmpleted the cnfiguratin yu will click Save. If yu did nt passwrd prtect yur dcument yu will get a warning. Click OK if yu wish t cntinue r add the passwrd and repeat. A RPR_2.1_SchedulingGuide.dcx 8

9 final validatin will ccur and if there are n errrs then the task will be saved and sent t the server t prcess the task at the apprpriate time. MODIFYING A TASK The prcess fr mdifying a task is similar t setting ne up. Yu will have all f the ptins as befre. In rder t get t the mdifying tasks yu can d ne f tw prcesses. Rerun the reprt and select Update Existing Scheduled Reprt frm within the reprt viewer. When yu d this it will shw yu nly the reprt tasks fr the current reprt. Select Master Reprt Schedule frm the main menu f Rck-Pnd Infrmatin Center. This will shw yu a list f all active and inactive tasks. Yu can filter and srt n the different clumns t srt thrugh the tasks. RPR_2.1_SchedulingGuide.dcx 9

10 RPR_2.1_SchedulingGuide.dcx 10

11 APPENDIX A TIME PERIODS The fllwing table shws the start and end date fr each time perid as if the date were February 13, NOTE: A time perid f specific date is nt listed as this allws yu t specify a specific date range but be aware these dates d nt change. Tday s Date: 2/13/2014 Day f Mnth 16 Time Perid Start Date End Date Time Perid Start Date End Date Tday 2/13/2014 2/13/2014 Day This Mnth 2/16/2014 2/16/2014 Yesterday 2/12/2014 2/12/2014 Day Last Mnth 1/16/2014 1/16/2014 Week t Date 2/9/2014 2/13/2014 Day Next Mnth 3/16/2014 3/16/2014 Mnth t Date 2/1/2014 2/13/2014 Quarter t Date 1/1/2014 2/13/2014 Year t Date 1/1/2014 2/13/2014 Last Week 2/2/2014 2/8/2014 Last Mnth 1/1/2014 1/31/2014 Last Quarter 10/1/ /31/2013 Last Year 1/1/ /31/2013 Last Week t Date 2/2/2014 2/13/2014 Last Mnth t Date 1/1/2013 2/13/2014 Last Quarter t Date 10/1/2013 2/13/2014 Last Year t Date 1/1/2013 2/13/2014 Next Week 2/16/2014 2/22/2014 Next Mnth 3/1/2014 3/31/2014 Next Quarter 4/1/2014 6/30/2014 Next Year 1/1/ /31/2015 Last 7 Days 2/6/2014 2/13/2014 Last 14 Days 1/30/2014 2/13/2014 Last 30 Days 1/14/2014 2/13/2014 Last 60 Days 12/15/2013 2/13/2014 Last 90 Days 11/15/2013 2/13/2014 Last 365 Days 2/13/2013 2/13/2014 RPR_2.1_SchedulingGuide.dcx 11

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