In this article, we will go over how to set up an automated report.
The automatic reporting setup 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. On the next page click the blue ADD NEW... button.
4. In the Add New pop-up window you will have 4 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 specific 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 time zone of the recipient.
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 option for an Attach Excel File checkbox.
Some of the 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 popup window which will allow 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 time period for the report that covers the following:
2. For sites - You can click the Select All checkbox, Click the empty field and 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 type of analysis available for the type of activity report you are creating.
4. Sorted by - Choose one of the following 4 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 on 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 now 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 creating the automated report for has not already been added to your Guardtek web portal please add the recipient with an 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 on the green envelope icon in the Email column.
4. In the pop-up window click the green Add new... button.
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 Recipients email address in the Notification Settings section.
NOTE: If you select Other contact another section will open up requiring 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 to 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 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 on 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.
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