How to Set Up Automated Report Emails

How to Set Up Automated Report Emails

Purpose

This document outlines the process of how to configure and send automated report emails within the Green Leaf Elevated system.

Please be aware that this guide is not all encompassing and that this functionality may be expanded in the future. If you have any questions regarding report email automation or it is not covered here, please reach out to your HR Consultant or the hrtechsupport@greenleafbizsolutions.com email for more information.


Setting Up A Report

In order for the system to be able to send out an automated report, you must first utilize the Save View feature in order to create a specific report to send. As an example, we can navigate to the Employee Information screen by going to the Team Tab > My Team > Employee Information.

Once there, we can click the ellipses on the right hand side of the page and click Save View As to create this report view in the system. Note that the Manage Email Schedules buttons are currently grayed out, but will become available once we Save.


This will cause a pop-up to appear, in which you can name the report. 



Manage Email Schedules

Once you have saved the report, click on the ellipses once again, and select Manage Email Schedules. This will cause a pop up to appear, in which you will select + Add Schedule in the upper right-hand corner.


After selecting + Add Schedule, another pop-up will appear in which you can customize the email schedule you are creating. You will need to fill in the following information:

General Settings




  1. Schedule Name - Provide a name for this schedule. It is best practice to provide the same name you used for the schedule, but any value can be placed here.
  2. Description - It is best practice to provide the purpose of the automation as well as when it is sending and on what cadence (i.e., daily, weekly, etc.).


Schedule



  1. Schedule Type - You can choose either Weekdays or Days Profile from this list. 
    1. Weekdays: This allows you to state which days of the week you wish to have the file send. You can select multiple days if needed within any given week.
    2. Days Profile: This allows you to get more creative with how often your file sends. You can set up days profiles to run the first Monday of every month, first day of every quarter, and many other options. However, this section takes additional configuration to implement. If you do not see any options here that fit your needs, please reach out to your payroll and/or HR contact at Green Leaf for assistance.
  2. Schedule - Indicate the time of day you'd like the file to be sent out.
  3. Expiration Date - Allows you to set an expiration date for this schedule.


Recipients



  1. Send To Me: This setting will ensure that the file is sent to you based on the schedule identified. This will send the file to your Primary Email Address within the system.
  2. Account: This setting allows you to select individual(s) you'd like to send the system to that exist within the system. This will send to the recipients Primary Email Address within the system.
  3. Group: This setting allows you to select employees from a pre-existing group within the system. This will send to the recipients Primary Email Address within the system.
  4. Emails: This setting allows you to enter an external email to the recipient list. You can select to + Add below this option to add more than one external email.
  5. View Email Report With: This settings will identify whose permissions to use when sending the report.
    1. Recipients Permissions: This option will use the recipients permissions that the file is being sent to. As an example, if you included department as a column in the report but the recipient can't see departments, that information would be left out of the report. 
    2. My Permissions: This option will use your permissions when sending the file, regardless of what security permissions the end recipient has. This should be used for external email as well as if you want the recipients to see information in the report they wouldn't regularly see in the system.


Email




  1. Report Format: This allows you to select the format the document should be in when it is sent.
  2. Optional Password: You can set up a password if you would like recipients to provide one when accessing the document. This is highly recommended if the file contains socials, dates of birth, or any other personal information.
  3. From Email Address: This allows you to identify what the from email address will state in the email. As a best practice, Green Leaf utilizes noreply@greenleafbizsolutions.com. However, you can use any email you'd prefer to utilize.
  4. Display Header/Footer: This provides report data at the top of the file to show the report location, date it was exported, etc. It is best practice to turn this setting off.
  5. Message Title: This will be the Subject line that shows within the email. It is recommended to provide a title that explains to the recipients what the attached report contains.
  6. Message Body: This will be the Body of the email that shows to the recipient. Again, it is recommended to provide details explaining what the attached report contains.
  7. Minimum/Maximum Rows to Send: It is best practice to leave the minimum as 1 and to set the maximum to be 3500.

Once you have completed filling out each of these sections, click Save, and you will have finished setting up the schedule. Once you have completed this step, you will be able to click the ellipses on the right of the pop up to Edit, Email Now, or Delete the scheduled email. For quick access to edit the email settings, you can also click the Email Schedule name link to the left of the pop-up window.


At this point, you have now successfully set up an automated report scheduled!










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