Report Distribution Manager

The Report Distribution Manager facilitates automated distribution of Report Batches via Email. A predefined set of reports can be forwarded to any number of Email recipients automatically. An Email Wizard (accessible via a button icon from the Report Distribution Manager) provides a user-friendly interface for scheduling batch delivery.

NOTE: Beginning with EnergyCAP Release 6.0, the Report Distribution Manager functionality was enabled for web reports as well as LAN reports.

This is the process in a nutshell:

1. The Report Email Batch(es) must be created. 
2. Reports must then be added to the Batch. Individual reports in the batch may be customized with any desired filter settings applicable for that batch.
3. A Distribution List must be created. 
4. Email addresses of list recipients must be added to the Distribution List.
5. The Distribution List(s) must be linked to the desired Report Batch, and delivery of the Report Batch(es) must be scheduled via the Report Email Setup Wizard (see below).

NOTES:

• The reports are sent as individual Email attachments. An accompanying Email text can also be defined.
• Distribution Lists are groups of Email recipients. Each list may contain any number of recipients.
• An external “report task” program allows the report Email batches to be emailed to the associated Distribution Lists automatically. This rpttsk.exe file must be set up by your IT department to run as a regularly-scheduled task. See Configuring rpttsk.exe for the Report Email Groups.
• Report view permissions for report recipients who are NOT EnergyCAP Contacts can also be preset to a defined portion of the facility or cost center tree.

To navigate to the Report Distribution Manager:

1. Select Reporting from the vertical navigation menu.
2. Click the Report Distribution icon.

Scheduling Delivery of Report Email Batches

 NOTE: As part of the process for scheduling delivery of Report Email Batches, ask your system administrator to set up the rpttsk.exe file to run as a Windows scheduled task. 

After an Email batch has been created, delivery can be scheduled using the Report Email Wizard. To run the Wizard:

1. Navigate to the Report Distribution Manager in EnergyCAP (Reporting>Report Distribution).

2. Select a Report Email Batch from the Report Email Batches navigation tree.

3. Click the Email Wizard button.This will open the Report Email Setup Wizard window.

1. (OPTIONAL) If desired, Change the Report Batch Code or Description by editing the fields provided.
2. Click the"+" button to schedule an Email Distribution for that Batch. The Distribution List Setup window will open. 

1. In the Distribution List: dropdown field, select the Email group containing the recipients who should receive the Email Report Batch.
2. In the Email Frequency: dropdown field, select the Distribution Frequency (Daily, Monthly, Quarterly, Weekly).
3. In the Next Send: dropdown tab, select the next Send Date for the Report Email Batch.
4. In the From Name: field, enter the name of the sender.
5. In the From E-Mail:  field, enter the name of the sending e-mail address.
6. In the Enter notes ... text box, add any text to be included in the body of the Email.
7. When finished, click OK. The new Distribution schedule will appear in the Setup Wizard list box.
8. Click OK again to exit the Report Email Setup Wizard.

Emailing a Report Email Batch immediately:

 To email a Report Email Batch immediately:

1. Navigate to the Report Distribution Manager (Reporting>Report Distribution).
2. Open the Report Email Setup Wizard by clicking on the batch to be e-mailed and then clicking the Email Wizard button from the Report Distribution Manager title bar.
3. Select a Distribution List. from the available lists in the Report Distribution Manager hierarchy.
4. Click the Email Now button.

The report Email batch will be Emailed the next time the external “report task” program runs.

NOTE: The Email column of the wizard contains an asterisk when the report is in the queue to be Emailed (see below).

Placing a Report Email Batch on Hold

 To temporarily put a report batch ‘on hold’ to suspend delivery:

1. From the Report Distribution Manager, click on the desired batch and then click the Email Wizard button. The Report Email Setup Wizard window will open.
2. Select a Distribution List from those associated with the batch..
3. Click the Hold button. The Hold column in the Report Email Recipients list of the wizard will display an asterisk when the batch is on hold for a particular Email group.
4. To cancel the Hold, select/highlight the Distribution List from the Report Email setup Wizard and click the Hold button again. The asterisk in the Hold column will be removed, and the Email delivery schedule will be resumed.

NOTE: The Hold applies to a Distribution List; if multiple delivery frequencies are selected for the same list in the same batch, the Hold will affect all deliveries.

Removing Contacts from a Distribution List

 It is possible to:

• Remove either an individual contact from a Distribution List, or
• Remove all contacts from a Distribution List

To remove one contact from the List:

1. Select a Distribution List from the reporting tree.
2. Right-click a Contact from the list and choose Remove Contact from Distribution List.The Contact will be removed.

 To remove all contacts from a Distribution List:

1. Right-click the Distribution List. A popup menu will appear.
2. Choose Remove all Contacts from Distribution List. The Confirm window will appear.
3. Click Yes to remove all Contacts. Or click No to Cancel the action and exit the Confirm window. 

Editing a Distribution List Contact

 To edit the properties of a Distribution List Contact: 

1. Select a Distribution List.
2. Right-click a contact and choose View/Edit Contact’s Properties. This will open the Person Properties window.
3. Edit the information as necessary. Then click OK to save the changes.

Viewing Report Batches for a Distribution List Contact

 To view the reports for a Distribution List Contact:

1. Navigate to the Report Distribution Manager (Reporting>Report Distribution).
2. Select/highlight a Distribution List from the center navigation pane.
3. Right-click a Contact from the list; then click View Email Reports for Contact from the popup menu options. The Report Information window will open, displaying a list of the reports the selected contact is currently scheduled to receive via Email.
4. When done, click OK to close the Report Information window.