Previewing and Sending Reports
When you execute a report, it appears on screen in a preview window, from where it can be printed, emailed or exported to file. The toolbar is used to perform any required functions, while the main area of the preview displays the report.
Printing Reports to Paper or File:
All reports can be printed to paper, and most can be saved out to an electronic file such as Excel, PDF, txt or other formats. To do this:
- Preview the report on screen.
- In the toolbar, click the arrow next to Print to.
- From the drop-down list choose the file type you wish to use.
- Click the Printer icon
on the toolbar. - Specify a location to save the file.
- Click Save.
Not all file types are available for all reports, usually restricted because of the report design. If you find that the exported report is blank or incomplete, then it is likely the particular report cannot be saved in that format.
Emailing Reports:
All reports can be emailed in electronic format directly from the report preview. Password protection can be applied if required.
Setting up password protection
If you wish to apply password protection to emailed reports, you must configure your email preferences.
- From the navigator go to Security | System Preferences.
- Select the Email Preferences tab.
- Select Encrypt attachments if you wish all emailed reports to be automatically enclosed in a zip file. Leave this blank if you want the report to be emailed as its own file type, such as PDF or, xls.
- If you wish all emailed reports to use a common password, select Use System Password, then enter the password in the available box. Leave these settings blank if you wish to enter a password at the time of sending the email.
Emailing a report
- Preview the report on screen.
- From the drop down list next to the email button, select the format to email the report. The default is PDF.
An email window opens, with the report attached. - Select Encrypt Attachments if you wish to enclose the report in a zip file (more efficient).
- Enter the recipient's Email Address and click Send Now.
- If you have set your email preferences to use the system password, the email will be sent directly with the password applied.
- Otherwise, click No when asked to use the System Password. In the popup window, enter a Password to use with this report, or leave it blank to send without password protection.
- Click OK to send the report. The recipient will receive the report with the password applied, and must enter the password to access the report.