CONFIGURATION AND SETUP
Topics
Email Configure
Report Setup
Scheduling Reports
Log - Report History
To set up and configure reports you must install and run the QCBD Report Engine Console application (QCBD_REPORTENGINE_CONSOLE.EXE). The QCBD Report Engine Console application requires that you log on and only users with QCBD System Supervisor rights can run the console application.
Email Configure▲
The EMAIL CONFIGURE tab is where you tell the QCBD Report Engine how to send emails. Here, you define the parameters used by an SMTP mail server for outgoing mail.
Begin by creating an email profile. An email profile provides all the required SMTP Server information needed to create and send outgoing mail messages.
| Select the ADD command and enter a name to use for this mail profile |
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In QCBD Standard Edition, you can only select the USE SMTP MAIL
option.
QCBD Enterprise Edition users can also select the USE SQL SERVER DATABASE MAIL option. |
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With the SQL SERVER DATABASE MAIL option, you only have to enter the database mail profile name. No other settings are required.
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(See your SQL Server documentation for configuring SQL Server Database Mail.) |
| With the USE SMTP MAIL option selected, you must provide the SMTP Server name, Port and a reply to email address. |
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For USE SMTP MAIL users, if your outgoing mail SMTP server uses Secure Socket Layer,
check this option and if necessary, assign the required SMPT Port.
(example here uses settings for gmail) |
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| For USE SMTP MAIL users, if your outgoing mail SMTP server requires authentication, enter the appropriate credentials. |
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After entering all the required information, you can send a test message by pressing the
TEST command.
After successfully testing your email settings, be sure to press the SAVE CHANGES
command.
| You can create one or more email profiles. If you create more than one email profile, you must designate one of the profiles to be the default profile. The default profile is the profile used by QCBD Report Engine when sending emails. |
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Report Setup▲
The REPORT SETUP tab is where you tell the QCBD Report Engine the what, who and when for sending reports; what reports you want, who you want the reports sent to and when you want the reports to be run.
Start by selecting the CREATE NEW command.
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Step 1. Select which QCBD module you want to report on. All the QCBD modules will be listed here in alphabetical order. The first selection, All modules – Open Action Items is a special selection and is explained below. |
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Step 2.
Select the Report or Query Name that identifies the module data that will appear in the report. The first 4 reports listed (starting with “All”) are system defined. After these, all the public saved queries that have been defined for this module will be listed. |
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Step 3.
Select who you want the report sent to. There are two ways to select users; by name and by role. |
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When selecting users by name, you select individual QCBD users from a list of available users.
These users must have read and report privileges for the selected report module. |
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| When you select users by role, you select from the special role names listed at the top of the available choices list. |
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The roles that appear will vary depending on the selected module.
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Role |
Explanation |
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%APPROVER% |
Selecting %Approver% will substitute the names (email addresses) of actual approvers for any records that match the report or query criteria. %Approver% appears as a choice for any module with an approval tab (CAPAs, Complaints, Change Orders, etc.). |
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%ASSIGNED TO% |
Selecting %Assigned To% will substitute the name (email address) of QCBD users whose name appears in the ‘assigned to’ field. %Assigned To% appears as a choice for modules that have an ‘assigned to’ field (CAPAs, Complaints, and Nonconformance’s). |
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%CHANGE COORDINATOR% |
Selecting %Change Coordinator% will substitute the name (email address) of QCBD users who have been assigned as a “change coordinator” on the Masterlist Change Order form. |
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%EMPLOYEE% |
%Employee% is used with training module reports and will substitute the name (email address) of the employee. |
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%INITIATOR% |
Selecting %Initiator% will substitute the name (email address) of QCBD users whose name appears in the ‘initiator’ field. %Initiator% appears as a choice for modules that have an ‘initiator’ field (CAPAs, Complaints, and Nonconformance’s, etc.). |
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%REPORTS TO% |
%Reports To% is used with training module reports and will substitute the name (email address) of employees whose name appears in the ‘reports to’ field. |
Reports that use roles in the email address will be emailed directly to the QCBD user represented by that role. Roles permit you send reports directly to relevant users without having to select individual users by name.
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Step 4.
Select when you want the report be sent. You select the frequency (how often) the report is emailed to the targeted recipients. |
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The “Escalation” reports (found under the module selection “All modules – Open Action Items”) have a
special frequency selection.
These reports are sent to approvers who have not responded to their initial request for approval (they have neither approved nor rejected, their approval is still waiting). The escalation report servers to notify the approver that action is required. You can select an option to send notification repeatedly until the action is either approved or rejected. |
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RESET ALL Command. |
The Reset All command will rebuild the queries for all your reports. Use this command whenever you make changes to your stored queries in QCBD. |
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Scheduling Reports▲
The SCHEDULE tab allows you to view when your reports were last run and when they are schedule to run next. You can change the next scheduled run date or run the report immediately.
The STANDARD RUN TIME is the time of day when the report is schedule to run. It is based on a 24 hour clock (01:00 is 1:00 AM and 24:00 is 12:00 AM). All reports run according to the day/time on the server where the SQL Server resides. This time may not be the same as your local time. It is recommended that you run the reports during off hours when there are fewer users and less demand on server, network and mail resources.
You can change the scheduled run time or the next scheduled run date by selecting a date. Be sure to select the SAVE command.
You can run a report immediately using the RUN NOW command. Once the report has completed, it will automatically be reschedule to run according to the frequency interval you selected for that report (see Step 4 in Report Setup above).
Log - Report History▲
The LOG tab displays a history of all reports run during the last 60 days.
The log tells you when a report ran and who it was emailed to. If there are errors attempting to run a report, the error will be listed in the Error Message column.
Log entries for reports that were run longer than 60 days ago are automatically deleted.