jManage comes with multiple pre-defined reports that should cover most of your needs, but more complicated searches may require creating custom reports. You may hesitate to hire a professional to create a proper report to search your specific criteria, but if you are currently copying/pasting information to spreadsheets, you may consider this one time expense worthwhile in the long run. To request a quote for creating a specific report for your organization, open a support ticket.
To set-up a report on your own, go to your back office top menu Reports > Create Report From Template. Choose the report you'd like to automate. Within the report criteria, select your custom fields to be included in the report columns & filters (a). Click "preview report". Once report results look as you desire, click on the "create Report" bar. Within this screen, enter in the "Email Delivery Settings". A copy of this report can be automatically generated and delivered via email to specified recipients. Use the settings in this section to control Subject of the email containing the report, as well as the recipient list (To and Cc fields). Multiple 'To' email addresses are not allowed.
The last step you will need to complete is to setup an instance of the Scheduled Job "Mail Reports" to trigger creation and delivery of the automated report. When invoked, this job will deliver email to the recipients specified for the report. The report can be attached to the email as a PDF file (default), as a CSV file, or included in HTML format. To complete this final step, go to your back office top menu Administer > System Settings > Scheduled Jobs. Click on the tab "Add New Scheduled Job". Complete the required fields. Here is an example we've completed for our "Daily Receivables" report to be automated so it is emailed daily to the two above email addresses:
- Name/ Title: name the automated scheduled job. Here we've mimicked the report title for ease of reference (e.g. Daily Receivables).
- Frequency: choose the frequency with which this automated task will run. Frequency options include: daily, hourly, or every time a cron job is run (this varies, usually weekly or on a regular basis).
- API Call: fill this in as "civicrm_api3" (occasionally you may need to use civicrm_api2).
- API Name: this is a drop-down list and corresponds to the filename of files in the civicrm/api/v3 directory. Choose the name "Job" for sending report(s).
- Action: enter in the action Mail Reports (mail_report). This generates and sends a copy of the specified report instance to the email addresses configured in that instances Report Settings.
- Command Parameters: enter in the parameters for the scheduled job. Here are some parameters you can include:
- instanceId= (required, ID of report instance to send). To find the ID of the report, go back to your top back office menu Reports > Report Listings. Find your new report and open it up. In your browser URL, you will see the instance ID for your report.
- format=csv (optional, to output the report as a CSV file instead of default PDF format)
- format=print (optional, to output the report as printer-friendly HTML)
- Active? Make sure the checkbox is checked to make this scheduled job active.
Click Save. Once you've set-up the scheduled job, run the job to test and confirm you've set-up all correctly. To do this, go to the top back office menu Administer > System Settings > Scheduled Jobs. Find your new scheduled job. Click to the right "more" link and choose "execute now".
Congratulations! You've set-up an automated your workflow task. In general, our advice is to have high expectations of your jManage (and other software) and automate as much of your manual work into the system as you can to free yourself from daunting administrative activities that computers can do faster and more accurately.