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  1. Xenegrade
  2. InSight Reports and Dashboards
  3. How to Use InSight

Email, Schedule, and Subscribe to Reports

InSight has three methods to deliver reports via email.  Each of these functions requires the user to have a XenDirect InSight Pro license.

  • Instant Delivery

    • This method sends the currently run report immediately.
    • Recipient Options: All users, others, and self.
    • Delivery Options: Instantly delivered report via email.
    • Sending Location: Email button in report viewer or report list.
    • Applied Filters:  As configured in the current report.

  • Subscribe

    • This method sends a report based on the delivery schedule.
    • Recipient Options: Self (the current user).
    • Delivery Options: Scheduled alert and scheduled reporting item.
    • Sending Location:  Subscription button in report viewer or report list.
    • Applied Filters:  As configured in the Subscription Scheduler window.
  • Schedule
    • This method sends a report based on the delivery schedule.
    • Recipient Options: All users, others, and self.
    • Delivery Options: Scheduled alert and scheduled reporting item.
    • Sending Location:  Schedule Tab in Report Designer.
    • Applied Filters: As configured in the Report Scheduler window.

Things to Consider:

  • All emails are sent using the same FROM email address.  There is no option for the user to change the FROM email address.
  • The default FROM is a Xenegrade email address.  However, the default email can be changed or the email process can be set up to use the organization's SMTP Email system.  Submit a support ticket for additional information.
  • It is recommended to utilize user-defined reports or report copies for Subscriptions and Scheduled Reports.  This assures that the desired filters are used.  Users may want to consider setting up a category in Local Reports titled "Scheduled Reports".

How to Email via Instant Delivery

  • Go to InSight Menu and locate the desired report.

  • Option 1:
    • This option will email the report configured based on the default filters.  There are no additional filter options during the process. It is recommended not to use this option unless the report is a user-defined report and the default filters are set as desired.  Otherwise, the user may be sending a large and unfiltered report.
    • Click the [+] button to the right of the report to expand the report description.
    • Click the [Email] button.
    • Complete the Email Form Fields as desired.
  • Option 2:
    • This option will email the report as configured by the user after the report is run.  It is recommended to use this option.
    • Run and filter the report as desired.
    • Click the [Email] button.
    • Complete the Email Form Fields as desired.
  • Email Form Fields:
    • TO and CC: Enter the email address of the recipient, and hit the [Enter] key after each entry.  If the recipient is another user in XenDirect, you can select the user using the [+] button to the right.  Enter additional email address as desired.
    • Email Subject:  Enter the subject of the email.  The default value is {reportName} which will display the report title as displayed in the report list.
    • Delivery Method:
      • Embedded HTML:  This option will embed the report into the body of the email in an HTML format.
      • Attachment:  This option attaches the report as a file.  Select the format for the attached file.
    • Email Body:  Enter the body of the email as desired.
      • {reportName} can be used to display the report title as display the report title as displayed in the report list.
      • {currentUserName} can be used to display the sender's username as configured in XenDirect.  It is recommended to enter the actual name as usernames may not be recognized by the recipient.

How to Subscribe to a Report

  • Go to InSight Menu and locate the desired report.

  • Option 1:
    • Click the [+] button to the right of the report to expand the report description.
    • Click the [Subscribe] button.
    • Click the [Add Subscription] button.
    • Complete the Add Subscription Form Fields as desired. (see below)
  • Option 2:
    • Run the report.
    • Click the [Subscribe] button.
    • Click the [Add Subscription] button.
    • Complete the Add Subscription Form Fields as desired. (see below)
  • Add Subscription Form Fields:
    • Instance Name:  Enter a unique name as a title to this subscription.
    • Schedule Tab:
      • Subscription Type:
        • Scheduled Alert: If the option is available, the report is delivered only if the report has data at the scheduled time.
        • Scheduled Reporting Item: The report is delivered regardless whether it has data or not at the scheduled time.
      • Time Zone: Time zone for the effective Start Date.
      • Start Date: Date to start the schedule.
      • Start Time: Time of day the email will be sent.  Time is displayed in 24-hour format.
        • Note: Send and delivery times cannot be guaranteed. Numerous factors affect when scheduled emails are sent including server traffic and number of scheduled emails/reports.
      • Recurrence: Select how often the report should be sent.  If "Custom Recurrence" is selected, complete the additional options as desired.
    • Delivery Tab:
      • Delivery Type:
        • Email: The report will be sent via email.
        • File: The report will be saved as a file on the XenDirect servers.  There is no option to set a local path or drive.
      • Delivery Method:
        • Embedded HTML:  This option will embed the report into the body of the email in an HTML format.
        • Attachment:  This option attaches the report as a file.  Select the format for the attached file.
      • Email Subject:  Enter the subject of the email.  The default value is {reportName} which will display the report title as displayed in the report list.
      • Email Body:  Enter the body of the email as desired.
        • {reportName} can be used to display the report title as display the report title as displayed in the report list.
        • {currentUserName} can be used to display the sender's username as configured in XenDirect.  It is recommended to enter the actual name as usernames may not be recognized by the recipient.
      • Filter Values:
        • From the available saved filter options, set the filter values as desired.

How to Schedule a Report

  • Go to InSight Menu and locate the desired report. If the report is a XenDirect pre-built report, make a copy of the report in Local Reports before preceding with the next steps.  [Schedule] will only display in Local Reports.

  • Go to the Design view of the report.
  • Go to the [Schedule] option in the far left menu bar.
  • Click the [Add Schedule] button.
  • Complete the Add Schedule Form Fields:
    • Instance Name:  Enter a unique name as a title to this subscription.
    • Schedule Tab:
      • Schedule Type:
        • Scheduled Alert: If the option is available, the report is delivered only if the report has data at the scheduled time.
        • Scheduled Reporting Item: The report is delivered regardless whether it has data or not at the scheduled time.
      • Time Zone: Time zone for the effective Start Date.
      • Start Date: Date to start the schedule.
      • Start Time: Time of day the email will be sent.  Time is displayed in 24-hour format.
      • Recurrence: Select how often the report should be sent.  If "Custom Recurrence" is selected, complete the additional options as desired.
    • Delivery Tab:
      • Delivery Type:
        • Email: The report will be sent via email.
        • File: The report will be saved as a file on the XenDirect servers.  There is no option to set a local path or drive.
      • Delivery Method:
        • Embedded HTML:  This option will embed the report into the body of the email in an HTML format.
        • Attachment:  This option attaches the report as a file.  Select the format for the attached file.
      • Email Subject:  Enter the subject of the email.  The default value is {reportName} which will display the report title as displayed in the report list.
      • Email Body:  Enter the body of the email as desired.
        • {reportName} can be used to display the report title as display the report title as displayed in the report list.
        • {currentUserName} can be used to display the sender's username as configured in XenDirect.  It is recommended to enter the actual name as usernames may not be recognized by the recipient.
      • Filter Values:
        • From the available saved filter options, set the filter values as desired.

Additional Scheduler Tools:

  • Search: Select the field to search and enter the partial text desired.  Click the search icon to initiate the search.
  • Edit: Click the pencil icon to edit an existing schedule.
  • Copy: Click the copy icon to copy an existing schedule to a new schedule.
  • Delete: Click the X icon to delete a schedule.








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