Scheduling reports.
n Redbrick PM, you can schedule reports to be generated on a daily, weekly or monthly interval, as well as setting up reports to go one time only or every X minutes or hours. These reports can either be saved to a central location in your environment that everyone can access at their leisure, or emailed to either internal email addresses or external email addresses.
To utilise the email functionality, you must have either SMTP credentials or mail gun set up in your system, if you do not, you can still set reports to go to a central location.
To start Scheduling Report, go to Options and Matter Types
Then open Automation and Scheduled Jobs.
Click Add to start a new scheduled job. Give it a name and a description. Descriptions are useful for later finding out what you intended the scheduled job to do.
Click next and set up how often you'd like this report to be generated. For this example, I will use a weekly trigger.
Ensure you set the dates where you'd like this trigger to start and finish. If you'd like it to go on forevermore, put a date in the end date that is far into the future. Ensure you choose the correct time that you want this to also be generated. Then choose if it should happen every week or every second week or third week, etc., and which days of the week it should happen. In this example, I'm setting it to happen at 11 p.m. at night on a Sunday night and a Wednesday night so that it's available in my inbox first thing on the Monday morning and the Thursday morning.
Choose reports.
We now have a few options. The most common options that you'll need here are either to generate an Excel file and email it or to export a report to Excel. Both of those create the report. One emails, one saves it somewhere locally.
If emailing, we can now choose who we want this to go to. You can either free type into the To, CC, or BCC box, or you can click those buttons and choose someone from your user list.
If choosing from the two, the CC or the BCC boxes, the system will automatically put a semicolon at the end of the email address so you can choose multiple emails. You do not need the last semicolon that is added automatically, so do delete that from the end.
Give the email a subject and choose a report from the drop down.
In this example, I'm going to use the system report find screen to give me an extra extract of all my active matters. I will cover off how to filter to just your active matters shortly, but next we need to choose where the report is going to be saved. Even if it's an email, it will need to save the report somewhere first so that it can be attached to an email.
To do this, either manually type in or paste in the file path, or press the... to choose manually. This file path needs to be somewhere where the Redbrick DB manager can access. If in doubt, you can ask your business consultant or our support team, or if you have other schedule jobs already set up, please check how they are set up. Generally, this will go to the Redbrick share, which is sometimes known as the CL8 folder, which is usually on your server, either your SQL server or your file server.
In most instances, you'll want to tick the overwrite box, which will replace the previously exported version with the new one each time it's run. Otherwise, it will build up a history of every time this report is run. In some circumstances, you may want that to happen, but generally you'll want to overwrite it.
If your report has filters, you can now set them. In this case, I'm going to just filter to my active files. But you could also filter by Fiona or branch if you wanted to set up a version of this report for each of your Fiona's, for example.
If your report has a date filter, this will not automatically move when the reports run. Therefore, if you want to get today's completions, for example, and your completion report only has a date filter, you may need to ask Redbrick to create you a version of that report that just shows today's, rather than a date range, so that you can schedule it.
If, when clicking Next, you are presented with this message
It usually means that there is still a semi-colon at the end of one of your email addresses. Removing it should allow you to progress.
You will finally be presented with a summary of the scheduled job that you set up, and it should now be ready to go.
Once reports are set up, you can revisit them here to either disable them, delete them, or edit how often they go or the filters on the reports.
If your report itself has changed, then you will need to re-set up the scheduled job to send that report. At the point that the report scheduling is set up, it takes a copy of the report as it exists on that day, rather than querying the report each time.
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