How to Setup an Automated Units Report

Overview

This tutorial will show users how to automate a units report in the SMS. With Automation, sending reports at a specific time is now possible. Automation allows users to create a report once and then have that report update and send to specific users automatically. In this tutorial, we will also demonstrate how you can select your recipients and set the frequency of your report. This new SMS feature increases productivity and efficiency by handling repetitive tasks while ensuring that relevant people are always kept in the loop with timely reports.

With Automation, you can now send a monthly report of students who haven't started their course yet or a weekly report of students who have completed their courses, and so on.

NOTE: This exclusive feature is only available for Maximise Package subscribers. Unlock the full potential of your SMS with the Maximise Package. To upgrade your plan and access this feature, please contact support@eskilled.com.au.

IMPORTANT:

1. Units Report must be created before setting up an automated units report. See the related tutorial: How to Generate a Units Report.
   
2. Automated Reports work better with a date range picker, as the report will be updated based on the selected range. Your Units Report MUST have at least one date range to run.

1. Any parameters set from the inline filters will NOT narrow down the data in your automated report.
   

Step Tutorial

1. From the Dashboard, go to Automation, then click the Add button.

2. Fill in the necessary information:

Part 1 - Details

1. Title – Enter a Title for your automated report.
2. Active – Set the report to Active to make it available for use.
3. Description – Enter a Description for your report.
4. Action – Select the SMS feature you want to automate from the Action drop-down menu. You can automate four features: Email, SMS, Task, and Report. Select Report for now.
5. Report Type – Determine the Report Type. You can automate three report types: Enrolment, Unit, and Attendance. Select Unit for now.
6. Saved Report – Select the actual report from the list of your Saved Reports.
7. Recipient Type – Identify the Recipient Type. For Reports, there are two recipient types: Org Unit and Individual Staff Member.
1. Organisational Units are smaller groups within your organisation, such as administrators, trainers, and the like.
2. An Individual Staff Member refers to each SMS user within your organisation.
8. Individual Staff Member/Org Unit – Based on the Recipient Type, select the actual users who will receive the automated report.
   
9. By Default emails will be sent from: (emailaddress) – You can overwrite the username of the email that will appear as the sender of the automated report. This is optional.
   

Part 2 - Automation Email

1. Subject – Enter the Subject of your email.
2. Body – Compose your email in the message box.

Part 3 – Frequency

1. Frequency – Set a Frequency for your report. This determines how often the report will be sent (monthly, weekly, or daily).
2. Start On Date & Time – Define the Start Date and Time. This specifies when the first report will run and will be used as the basis for subsequent reports.
3. Every – Set the number for the Frequency of reporting, e.g. every 3 months, every 2 weeks, every 3 days, etc.
   

Once completed, scroll to the top of the page and click the Save button.

3. A prompt about the successful creation of the automation will appear. Click OK to close it.

These are the steps to set up an Automated Units Report.

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to us via email at support@eskilled.com.au.

• Related Articles

• How to Setup an Automated Attendance Report

  Overview This tutorial will show users how to automate an attendance report in the SMS. With Automation, sending reports at a specific time is now possible. Automation allows users to create a report once and then have that report update and send to ...

• How to Setup an Automated Enrolment Report

  Overview This tutorial will guide users on how to automate an enrolment report in the SMS. With Automation, it's now possible to schedule reports to be sent at a specific time. Automation allows users to create a report once, which is then updated ...

• How to Connect SMS Program Instance Units to Multiple LMS Courses

  Overview To ensure that your student's progress in the eSkilled Learning Management System (LMS) is properly synced to the SMS, setting up the connection between the LMS course and the SMS program instance units is necessary. With this connection, ...

• How to Add Organisational Units in the SMS

  Overview Part of the process of setting up your SMS is creating Organisational Units. An Organisational Unit in the SMS functions as a grouping of SMS internal users to make task assignment and other administrative set up, such as Automations, easier ...

• How to Generate Units Report in the SMS

  Overview In this tutorial, we'll discuss how to generate Unit Reports in the SMS. Step tutorial 1. From the Dashboard, go to Units, then click the “New” button. 2. Add your preferred report name. You may also set it as the default. Once done, click ...