In this article, we will review how to set up an automated report.
The automatic reporting set-up is a 3-stage process: (1) create your report template, (2) add your email recipient(s), and (3) set the scheduled time of the automated report.
Automated reports can be set up for All Activities, Tours, Tour Checkpoints, Event Reports, Attendance Tracking, Visitor Activities, Export to Excel and Dashboard.
How to Create a Report Template
To create a report Template:
1. Log onto your Guardtek web portal as a Supervisor.
2. Hover over the Reporting Module and click Automatic Reporting.
3. Click the blue ADD NEW... button on the next page.
4. The Add New pop-up window will have four set-up options.
Report is for (1) The Report is for field will default to All Activities.
If you want to automate a report for a specific activity, click the All Activities field drop-down menu to access a list of particular activities that can be sent as an automated report instead of the default of an All Activities report.
Click on the Activity you want to send as an automated report.
Report Name (assign) (2) Click the Report Name (assign) field and give the automated report an appropriate descriptive name that the recipient will recognize.
Time Zone (3) Click the drop-down menu and select the recipient's time zone.
Attach PDF File (4) Selecting the Attach PDF File checkbox will include all details of the report—for example, any added photos or form elements.
Example of Report without details:
Example of Report with details:
NOTE: Selecting most individual report options will also add the opportunity for an Attach Excel File checkbox.
Some individual report options will not allow you to click the Attach PDF File checkbox, and a strikethrough red circle will appear when you hover over the checkbox.
When the Attach Excel File checkbox is clicked for some of the individual report options, there will appear an additional CSV details checkbox option.
5. Once all the automated report details have been selected, click the green Enter button (5) at the bottom right-hand corner of the window.
6. Clicking Enter will open a secondary 5-part section in the pop-up window, allowing you to further define the details of the automated report.
1. Time Period to be Covered - Clicking the drop-down menu will give you the option to select a period for the report that covers the following:
2. For sites - You can click the Select All checkbox, Click the empty field, type in a site, and click the green Go button to jump to a specific site or click on the + box icon to set up an automated report within a site hierarchy.
3. Types of Analysis - Click on the checkbox(es) of the analysis type available for the activity report you are creating.
4. Sorted by - Choose one of the following four options to sort by:
When sorting by Officer, Type, or Tour, additional drop-down sorting will be available:
Officer Type Tour
5. Show Results by - Click the drop-down menu to select the report time frame from the Day, Week, or Month options.
7. Once the activity report template has been created, click the green Enter button at the bottom right-hand corner of the pop-up window.
8. The newly added report will appear on the Automatic Reporting page.
NOTE: These reports are user-specific, and you can only see the report templates you have created.
How to Add Report Recipients
PRO TIP: It is highly recommended that you only add automated report recipients from current Guardtek users and not create a new contact within the Automatic Reporting section. If the recipient you are making the automated report for still needs to be added to your Guardtek web portal, please add the recipient email and phone number before proceeding.
Please see the Resource Center articles: Managing Users to Receive Automated Reports and Understanding User Roles and Permission Levels.
To add an automated report recipient
1. Log onto your Guardtek web portal as a Supervisor.
2. Hover over the Reporting Module and click Automatic Reporting.
3. On the next page, find the report you want automatically delivered and click the green envelope icon in the Email column.
4. Click the green Add new... in the pop-up window.
5. In the secondary pop-up window in Recipients Address section, click on the Recipient is drop-down menu and choose between GuardTek User (select user below), Employee, or Other Contact*.
It is highly recommended that you use the GuardTek User (Select user below) option.
Selecting a GuardTek or Employee User will auto-populate the recipient's email address in the Notification Settings section.
NOTE: If you select Other contact, another section requires you to add Contact Details. Once the Contact Details have been added, click the greed Add Button at the bottom right-hand corner of the section.
* BEST PRACTICES: It is highly recommended that all automated report recipients be set up as a Guardtek User rather than adding Contact Details on the Automatic Reporting page. This allows for centralized management of notifications and reports being sent to users. Please see the Resource Center article User Roles and Permission Levels.
6. In the Notification Settings section, click the Email Subject Line field and add an appropriate email subject line the recipient will recognize.
7. Click the green Add button at the bottom right-hand corner. This will clear the recipient information and allow you to add additional recipients.
If you are done adding recipients for the automated report, click on the green Close button at the bottom right-hand corner just to the left of the green Add button.
8. In the pop-up Search window, you will have a second opportunity to Add new... recipients or Close the
9. The Automated report will now appear on the Automatic Reporting page.
How to Schedule a Report
To Schedule a report:
1. Log onto your Guardtek web portal as a Supervisor.
2. Hover over the Reporting Module and click Automatic Reporting.
3. On the next page, you can find the report you want automatically delivered and click on the blue Not defined link in the Schedule column.
4. In the pop-up window, click on the green calendar icon to add a Start Date and an End Date, and depending on the Frequency and Time of the report to be automatically sent, follow the prompts for that individual selection.
5. Once the Automatic Report has been scheduled, click the green Enter button at the bottom right-hand corner of the pop-up window.
6. Your scheduled automatic report will now display on the Automatic Reporting home page.