SOP - Setting up an RS Scheduled Report
Before We Start:
This is a report that will be emailed out to the recipients on a regular basis (daily, weekly, or monthly.) You will first need an advanced find view created so the parameters for what is sent are set.
Make sure you are signed in as Dynamics Administrator prior to creating the report, if you do not have access to this account please ask your supervisor. This ensures that if the user who creates the report is deactivated, that the reports will not be affected.
The owner of the view and the owner of the report must match.
Example: You want all accounts created by a rep to be sent to you monthly. You will first create an advanced find view under Accounts for accounts created by said rep. You will then choose what day of the month that report will go out as well as the time.
Steps:
1. Navigate to the Gear Icon in the top right hand side on the CRM in the Black Bar
2. Then choose "Advanced Settings"
3. Click on the Dropdown next to "Settings"
4. Select "RS Scheduled Records"
5. Click on "New +"
6. Details: Owner of report and view must be the same. You can select other settings that suit the report's needs.
1️⃣ The name can be updated manually, or you can select Auto Update (this is the most commonly selected.)
2️⃣ A Description is optional.
3️⃣ Select the relative entity and view.
7. Schedule- Please select when this report will go out, as well as the time (please keep time zones in mind if applicable.) You have the option between Weekly or Monthly.
Weekly: Select Days of the week, for a Daily report, select all days. You can choose to include or exclude weekends.
Monthly: Select the date the report should be sent for each month:
8. Delivery Options- Please select if you would like an attachment to be sent of the report and which format it will be in "CSV, HTML, or TXT". You can also select the report to not be sent if there are no records to send.
9. Recipients- Please enter the emails of the recipients of the report. For multiple recipients, you must add a semicolon ; in between email addresses. You can add a comment if desired.
10. Hit "Save." The name should auto update, here is an example for the report we have created to go out Sunday evening:
11. (Optional) You can test this email here and send to your email address to preview the report.