Automated Email Reports

This video shows the process of creating automated email reports using our software. Automated email reports provide added convenience by allowing you to schedule sending out automated email reports to your colleagues, vendors, or customers instead of requiring to create constant periodic reminders.

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See the video below for an illustration of this operation.

Automated Email Reports

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Video Transcription

Hello. This is Mike, Finale Inventory. In this short video, we’re gonna cover adding automated email reports to your account. So if you ever wanted to have a report automatically scheduled to run and email it to somebody or to yourself at a specific time interval out of Finale Inventory, you can do that. We do that with the Email Connection. So let’s go to our demo account here and from the Home screen you will see at the top there is a Connection link. There’s also a Connection under your Quick Links. So this is going to be for using to add this type of interface to your account. So we’re gonna go to Connection screen and what you need to do is scroll down and you will see Run report and email. So this is the Email Connection. We’re gonna go ahead and add this to the account. Once you’ve added it to the account it’s asking for you to give it a name. And you can call this whatever you want, but, you know, leave it as like email. So maybe you can say, “Email My Reports.” Okay?

And then once you give this connection a name, then you need to add a report. So we call it a report task, but basically, each task is gonna be a separate report. So you can schedule multiple reports to be running or to be delivered on a schedule at your choosing. So we’re gonna go ahead and add a report task. So once we add the report task you give the task a name. So maybe, you know, you could name this task maybe related to the report that you’re going to schedule. That way, you know the difference between each one of the tasks. So I would name it kinda the same as the report. So maybe we want to email the shipment summary. So I may say, “I’m gonna give this a name of, you know, email shipment summary.”

So as I click on the Edit button you can edit that label. So here I’m gonna say, “Email Shipment Summary.” And notice that right here at the top, it says “Task run mode.” So it starts off as disabled, which means it’s not going to run at all. So you can then turn this task on and you can say, “Okay. I want this to manually run,” which means you have to come to the Connection screen and you have to actually run it, or you can pick the time that you want it to run. So let’s say we want it to be delivered to us every day at midnight. So we can choose that. So now this is setting up when the report is gonna run. We’ve given it a name, Email the Shipment Summary. Now we have the Report option. This is where you actually pick the report that you wanna use. So when you hit this dropdown, it’s gonna basically give every report that’s on the reports page. So it’s the same reports that are over here on the reports page.

So if we find the shipment summary report maybe that matches this, so that’s kinda what we wanna…to email. So we’re gonna do this sales shipped by product report. So we’re gonna choose that report. Then you also can select the format that you want it to be emailed in. So it defaults to the JSON format which is more of a data format. You can choose to have it delivered in a CSV or an Excel format or a PDF. So if we’re just gonna email it to our inbox and we just wanna see that in our inbox, then I think I’m just gonna choose the PDF format. Now you have to type in the email and you can provide your email address or somebody else’s email address. You can put a subject and a body message and that’s what’s going to appear and composed in the email.

Now you need to make sure you test what you type in here. So, for instance, if I typed in an email address like [email protected] and I test it, you’ll see that you’re gonna get a syntax error on the To address, okay. Well, what you need to remember here is you need to put quotation marks around the emails. Anything you put in these boxes. So if I put a quotation mark, now it’ll actually come out okay. So I’m just gonna send this to [email protected] I can give it a subject. Remember to put your quotation marks. “Daily Shipments Summary.” And then I can say anything I want in the body of the format. Make sure you put quotation marks around that. Here is the report. And preview it. Make sure you don’t have any syntax errors. So everything looks good. So we’re good to go here.

So now that you’ve done that, you can hit Save Now, and once you’ve saved it go back to your Connection screen and you will now see the task that you added. We called it Email My Reports. We have Email the Shipment Summary and you can see that…when it’s gonna run. And then you can look and say…if you need to change it, you can edit that task. So this is a specific report task. You can make it Run Right Now. You can go change the parameters, maybe the output time. Maybe you changed your mind and you want it to go to Excel. You can go back in and edit that. Now, if you wanna disable this entire connection, meaning you don’t want the report to go at all you can edit the connection here. You can delete the report. You can add another report. This is where you would do that.

That’s how you add create automated email reports.