Schedule reports by email
An activated report goes out by email on its own according to the schedule you set. The message contains a short summary and the report as an attachment, in PDF and, if you wish, in Excel.
Set the global recipient
At the top of the Reports screen, the Global report recipient block is used for any report without its own recipient. Enter the address in Shared receiving email address. A badly formed address shows Please enter a valid email address.
Schedule a report
In the Catalogue and scheduling tab, find the report and turn its switch (Sending column) to Active. The Report activated label confirms the change.
Choose the Frequency: Daily, Weekly, Monthly or Quarterly (only the frequencies allowed for this report are offered).
Specify the day: a day of the week for weekly; “on” day 1 to 28 for monthly; for quarterly, the day of the 1st month of the next quarter.
Set the sending Time. It is the branch's time.
Choose the Recipients: click ⋮ (Report settings) and enter the addresses separated by “;”. Leave it empty to use the Global recipient.
If the report allows it, click Each sales rep: each active sales rep of the branch receives their own report, limited to their customers and documents. The Scope Per sales rep limits the content in the same way.
In Formats sent, select PDF, Excel or both (for reports that have an Excel file), and complete the report's own settings.
A bar shows the number of unsaved change(s). Click Save (or Cancel to go back). The Report schedule saved. message appears.
Which period is sent?
| Frequency | Report period |
|---|---|
| Daily | The previous day |
| Weekly | The previous 7 days |
| Monthly | The previous month |
| Quarterly | The previous quarter |
Reports with an as-of date (morning brief, customer aged balance, cash flow forecast) are drawn up as of the sending day.
Report language
The PDFs, Excel files and report emails follow the branch's Document language: French or English. This setting is in Company settings, Settings tab (see Configure your company and branch). The catalog shown on screen and the texts entered by your users remain in French.
Limits and refusals
When saving, CAPPS refuses a row whose address is badly formed (invalid email address), whose time is incorrect (invalid time) or where an amount is not a number (invalid parameter): the report name precedes the message. Correct the row, then save again.
If a scheduled sending is going out, CAPPS shows A scheduled sending is being prepared: try again in a moment. Wait a few moments before saving.
Without the Company / branch configuration permission, the screen shows Schedule is read-only: you can still generate and send a report, but not change the schedule. Without Create and edit, it shows Read only.
Then track the sendings in Track the report sending history.