Automations: Emailed Reports

If you want to receive a specific report automatically every Monday morning for example, that is possible with Automations. You can even send the report to an external recipient such as a vendor.

You just have to specify a trigger and an action. The trigger is needed to specify what/when triggers this automation, and the action specifies what to do when it is triggered.

In this example, we will set up an automation that emails the Sales Orders report showing all sales orders that are 8 weeks old or older and are not completed. This report will send on Monday mornings at 8:00.

Create the automation

Go to Account > Automations and click New Automation to create a new automation. 

For the trigger, you will select Date + Time. This means a specific date + time will trigger this automation to complete. Select the checkbox for Monday to indicate the report should run every Monday. Select every date of the month to indicate the date of the month does not matter. If you wanted to only send the report on the first day of every month, then you could select the checkbox next to 1 in the dates of the month section and choose every day of the week so the report sends on the 1st, regardless if it is a Monday, Tuesday, etc. We will check the box next to 8:00 AM so the email sends at 8 AM every Monday.

Next we need to choose an action. This tells the automation what we want to do every Monday at 8:00.

So for the Action, you will select Email Report, then we will choose the Sales Orders report since this is the report we want to email. For the date range fields, we will want to dynamically specify the date range in which the sales orders were created. Using the formula displayed below ( [T][+DAYS(-420)] ), at the time the automation runs it will set the Date Range From field to Today - 420 days. Then in the Date range to, you enter a similar formula so the date set is Today - 56 days. This show all sales orders created between 8 weeks ago and a year (364 + 56 days) before that. For Sales Order Type, choose Sale, and Completed set to No to only show sales that have not been completed.

At the bottom enter the email address you want to receive the report as well as the email subject, body, etc.. Click Save to save the Automation. The automation is now set up and will automatically send the Sales Orders report every Monday at 8:00 AM!