If there is one tech geek "ooooh" moment I enjoy seeing from clients is understanding the power and ability of having SchoolDude applications save your favorite searches and automatically sending a report to one or more people. Often, teams have weekly meetings to review what is to be done, someone needs to send data to accounting on a regular basis, perhaps provide a monthly report to a manager, or just quickly have certain criteria ready for viewing at any given moment. Saved Actions allows these and more!
THE CONCEPT: pick your criteria (e.g., date ranges, locations) and at the bottom of the screen, you can:
to set up a schedule of automatically sending the report to anyone on a daily, weekly, or monthly routine (look for the ADD link to add a schedule or the EDIT link to update the schedule)to pick what file type you preferHOW TO KNOW IF A SEARCH OR REPORT HAS THIS CAPABILITY
- give the report a name
- decide if others should be able to see this search vs. private for you only
- save it (you only do this once) so next time, you just pick the search's name and it automatically loads your search criteria
: look for an indicator like these examples that usually has the word "Saved"
- Give the report a name that makes sense to anyone (e.g., "Open Work from Last Month").
NOTE: this custom name will appear on the PDF version of a report
- For date ranges, use a date type (e.g., "Last Month", "This Week") vs. a Custom Date so the report is always current and does not get into a locked date range. This is especially handy for setting up a schedule to auto-email a report.
- If you want your report or search to be seen by others, let them know they can access the Saved Actions link on their home and enable that search or report and access it (this will also depend on their security level in the application)
- Periodically clean out old Saved Actions. There is a red X icon to delete saved searches that are outdated or no longer valid.
Files automatically emailed via Saved Actions can be the traditional PDF or Excel formats, but also could be sent as XML or Tab Delimited.
Use Dropbox? Consider something such as Send to Dropbox that provides an email address you can use to have files emailed to a Dropbox account folder. It currently stores files in a folder called "Attachments" in a folder called "Apps" Dropbox likely uses for partner integrations. You can decide if a file sent to the folder would overwrite an existing file or save files as new ones. This can save your email system some impact on large files. I personally use it with Excel and other reporting systems where I link to the file so it is always looking at the latest data: