Automatic Reports let administrators have a usage report generated and emailed on a schedule, so stakeholders receive up-to-date print, copy and scan data without anyone logging in to produce it. Each automatic report runs once a month on a day you choose and is delivered to an email address in the language you select.
Screenshot: Automatic Reports view
Overview
Rather than generating a report by hand from the Standard Reports page each month, an administrator defines a scheduled report once. OptimiDoc then produces it automatically on the chosen day and emails it to the configured recipient. It is well suited to recurring management summaries — for example a monthly usage report to a department manager or a finance team.
Prerequisites
-
Mail must be configured and tested, with a valid sender address — see Mail Configuration. Without working mail, reports cannot be delivered.
-
For cost figures to appear, at least one Price List should be configured and assigned to the relevant devices.
Accessing Automatic Reports
-
Sign in to the OptimiDoc web interface as an administrator.
-
Open Automatic Reports from the Reports area of the navigation menu.
-
The page lists the scheduled reports already configured.
Creating a Scheduled Report
Click Create Report. Enter a Report Name, then complete the two tabs:
Email Settings
|
Setting |
Description |
|---|---|
|
Day of Month |
The day (1–31) on which the report runs each month. If a month is shorter than the chosen day, the report runs on the last day instead — for example 31 becomes 28 February. |
|
Language |
The language of the generated report and its email: Czech, English or German. |
|
Destination Email |
The address the report is sent to. |
|
Email Subject |
The subject line of the delivery email. |
|
Email Body |
Optional message text included in the email. |
Filter
Optionally scope the report using the same type-ahead selectors as Standard Reports — Users, Departments, Devices and Billing Codes — plus a free-text Location. Leave everything blank to report on all data.
Click Save to store the schedule.
Managing Scheduled Reports
Configured reports are listed in a table:
|
Column |
Description |
|---|---|
|
Report Name |
The name you gave the schedule. |
|
Day of Month |
The day each month the report runs. |
|
Destination Email |
Where the report is sent. |
|
Filter |
A summary of the applied filters, or All data when none are set. |
|
Last Run |
When the report last generated. |
|
Next Run |
When it is next due to generate. |
Available Actions
Each row's menu (⋯) offers:
-
Edit — change the schedule's settings.
-
Run Now — generate and send the report immediately, in addition to its schedule.
-
Delete — remove the scheduled report.
Troubleshooting
|
Issue |
Resolution |
|---|---|
|
The report is not delivered |
Confirm the mail configuration is valid and the SMTP server is reachable, and review the System Logs. Use Run Now to test delivery without waiting for the schedule. |
|
The recipient does not receive the email |
Check the destination address and the recipient's spam/junk folder, and make sure the sender address is not blocked by their mail server. |
|
Cost data is missing |
Ensure a Price List is configured and assigned to the relevant devices. |
In Summary
Automatic Reports turn a recurring reporting chore into a one-time setup: name the report, pick the day of the month, choose a language and recipient, optionally narrow it by users, departments, devices, billing codes or location, and let OptimiDoc deliver it every month. Use Run Now to verify delivery straight away.
Related articles