Automating a Report Based on Conditions

Hi ​@E00230 ,

This is the approach I would use:

Create a generic inquiry that selects one or more fields such as DocType and RefNbr from ARRegister.  Include a condition that the CreatedDate is greater than or equal to @today.  Publish this generic inquiry. 

Create a new business event. 

Choose the Trigger by Schedule option. 

Select the GI that you just created as the screen on the BE. 

Select the option to run Once for All Records. 

Define a schedule. 

Create a subscriber of the Email Notification type.  In the email notification define the email message text and attach the AR Register report.

Hope this helps!

Laura 

Hi ​@E00230,

Laura’s approach is spot on - that’s the standard way to do this.
One thing I’d add: ARRegister holds all AR documents, not just payments, so add a DocType filter to the GI for the payment types (Payment/Prepayment/Refund) alongside the CreatedDate >= @today condition. Otherwise it’d also fire on days where only an invoice was posted and no actual payment was entered.

Also keep in mind the GI only controls whether it fires - the attached AR Register report runs on its own parameters, so set the report’s date/period so it covers the right day. With Trigger by Schedule + Once for all records, a day with no payments means the GI is empty so no email should go out - worth a quick test on a no-payment day just to confirm in your build.
Hope this will help you.

@E00230 Laura and Aryan have the setup covered. Two things to settle the open points.

On the no-payment day: when a Trigger by Schedule event runs and no inquiry row meets its trigger conditions, it raises no event at all, so the email subscriber never runs.

On the report side, the AR Register (AR621500) has no date parameter. It filters by From Period and To Period, so it can't be set to a single day. It also lists only released documents, so a payment still on hold or balanced when the schedule runs won't be on it. With the periods left at their defaults, the email carries the register for the period. If the email has to show just that day's payments, that takes a copy of the report with a date filter added in Report Designer.

Yeah I just thought of that as well last time i ran that AR621500 report. Its period based instead of specific date sensitive.

So your saying the best approach is to modify that report in report designer and add a date filter? Is there somewhere in the report designer I can change the parameters to “From Date” “To date” ?

Tried posting a screenshot but wouldn't let me. 

@E00230 Yes, but make it a copy so AR621500 stays stock. In Report Designer, use File > Open From Server to load AR621500, then File > Save To Server right away under a new ID such as AR6215C1. Your user needs the ReportDesigner role to save to the server.

The parameters live under File > Build Schema. On the Parameters tab, add StartDate with the prompt From Date and EndDate with the prompt To Date. Set Data Type to Date time, Default Value to =[@Today], and select Required. On the Filters tab, add ARRegister.DocDate GreaterOrEqual @StartDate and ARRegister.DocDate LessOrEqual @EndDate, and delete the ARRegister.FinPeriodID Between row so the dates drive the data. On a payment, DocDate is the Payment Date. The period boxes still show on the form and in the header, but they no longer filter anything.

Save it again, then add it on Site Map (SM200520) with the URL ~/Frames/ReportLauncher.aspx?ID=AR6215C1.rpx, a workspace, and the Reports category. A new report starts with access revoked for every role, so grant it on Access Rights by Screen. The Report ID box on the email template's Attached Reports tab only lists site map entries. Pick the copy there and leave its parameters blank, so both dates default to today.

Report dates like @Today use the server's date in UTC, so schedule the run before midnight UTC.

Image uploads were failing for me yesterday too, so that's likely the forum and not you.