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Schedule an Email Broadcast

A report can be setup to have more than one broadcast and subscription process. This allows you to have varying schedules for the same report – for example: you may wish to send a sales report out on a weekly as well as a monthly basis.

Once you have set the permission granting broadcast access you will be able to schedule reports for regular delivery from the collaborate drop down menu.

Note: your report must be active to define a broadcast schedule.

Selecting Email Broadcast Option

  1. Select broadcast from the Schedule section of your Active Report menu. This will present you with a list of broadcasts for this report. There may be none.
  2. Click the Add New Broadcast link to add a new schedule. This will open the broadcast popup.
  3. You will be able to select the type of broadcast that you wish to schedule. Select the delivery type as email
  4. You can choose whether you want a delivery notification to be sent based on the broadcast outcome. The default person that the email is sent to is the person that wrote the report.

Selecting Broadcast Schedule

  1. The next step is to define the schedule that you wish the email to be sent by.
    1. Select the start date and the end date of the schedule. The end date is defaulted to a high date indicating that it will run perpetually.
      The start date specifies the first day that the broadcast is to be sent. If the 1st schedule date is after the start date the 1st report will be sent after start date.
      The end date specifies the last day that the schedule should be run.
    2. Determine the frequency that you wish the report to be run. The options available are indicated below.
      Note: The end of month option provides you with the ability to run a report on the very last day of the month.

Advanced Schedule Settings

You can set advanced send options for the schedule. This permits you to set the time and the time zone that you wish the report to run. The default run time for a report to run is set to 12.00am for the time zone set for the data source. For example if the data source (data base) is in New York the schedule would run at 12.00am New York Time.

Time Zone & Time

The time zone is used to ensure that the report runs in the time that you specify. If you are located in Sydney Australia you could set the run time for your local setting.

Note: The source for your data may have defined periods when your report cannot be run. If you select one of these times an error message will inform you and you will need to change the time required.

Delivery Rule

A delivery rule is used for exception reporting. If you wish to send a report only if it meets certain criteria (for example revenue is less than 100,000) then you will need to add in a delivery rule.

  1. To insert a delivery rule click the ‘only if delivery rule met’ radio button. Click the add rule link. A popup will open in which you can add your rule.
  2. A rule is rather like a filter. When a report is due to run Yellowfin will filter the data in the report to check if it meets your criteria.
  3. You have the choice of building a rule based on:
    1. if one or more rows match the rule (eg is there a sales person whose sales are less that 100,000) or
    2. if the totals for the report match the rule (eg Are total sales for all sales people less that 100,000).
  4. Select the field you wish to apply the filter on and click the add filter link.
  5. Select the operand (eg less than) and insert a value into the text box.
  6. Click add filter when you are done. The whole record is now a hyperlink.
  7. You can add more rules for all the columns in your report and apply bracketing as you would for normal filters.
  8. Click OK when you have completed your delivery rule. The popup up will close and the delivery will be displayed on the page.

Define Recipients

A broadcast email can only be sent if recipients have been identified. One or more recipients can be defined for a broadcast. There are four types of recipients that can be set. These are:

Person

A person that is a registered user of Yellowfin.

Group

A group of users that have been setup within Yellowfin. This option allows you to send a report to multiple users at once.

Email Address

You can insert an external email address so that the report can be sent to external users.

Report

A report can be created to list email addresses for broadcasting. The email addresses don’t have to belong to Yellowfin users. Other columns in this report can be linked to the main report as filters, resulting in a uniquely filtered report sent to each email address.

Report for Recipients

  1. If you wish to use Report for Recipients for both a recipient list and filters, then you will need to select ‘Yes’ for the ‘Do you want to populate recipients and filters from another report’, otherwise leave it as the default ‘No’.
  2. Click on the ‘Report for Recipients’ link
  3. Select the report you wish to use from the popup window. Note: the column that contains the email addresses in this report must be formatted as ‘Email’ to be displayed in the list.
  4. If using the report for filters as well as recipients, assign columns to appropriate filters (as below).

Schedule FTP Broadcast

Once you have set the permission granting broadcast access you will be able to select the multicast step in your report wizard.

Selecting FTP Broadcast Option

On opening the multicast page you will be able to select the type of broadcast that you wish to schedule. You can select from Email or FTP.

  1. Select the delivery type as FTP.
  2. Select the file type and type the file name.
  3. You can choose whether you want a delivery notification to be sent based on the broadcast outcome. The default person that the email is sent to is the person that wrote the report.

Define FTP Details

The following details are required to send a report via FTP:

Server Address

This is the address in which the server you are uploading the report to sits

Server Directory

This is the directory where you want the report to be sent to on the server.

User Name

This is the username of the server you are trying to access.

Password

This is the password of the server you are trying to access.

Complete the broadcast form as described above for a standard email broadcast.

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