Reports

ActivityHD provides five ways for you to output report data. You can preview it in the Crystal Reports viewer, preview it to PDF, print it, email it, or export it to another format for further analysis.

The toolbar in the Preview window provides access to report viewing and output options.

Export

Zoom

Preview to PDF

Print a report

Email a report

The email feature lets you send reports as PDF attachments.

A configured MAPI mail profile is required to use the email feature.

Email from ActivityHD Explorer is managed through each user's email profile. For many users, email is configured through Microsoft Outlook. The profile is called the Messaging Application Programming Interface (MAPI) profile. You may need to make changes to the MAPI setup to allow ActivityHD to send email successfully.

In the Navigation pane, expand the folder of the package you need to email a report for and highlight the Reports subfolder.
In the HD view, double-click the report you need to email to start the report wizard.
On the Selection tab, define any filters to apply to the data.
On the Options tab, specify optional settings for the report. The most common options are preset for you.
If there are other tabs in the wizard, respond to the prompts as needed.
On the Output tab in the Design field, look up and select the report design to use.
Click . The Report Email popup opens.
From the From drop-down list, select the configuration to use to send email. Your options are:
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
Specify the email destination and subject (To, CC, BCC, and Subject) using one of the following methods:
- For one-time email, select To and enter the destination addresses and subject in the appropriate fields.
- For a report that has the destination addresses you need embedded in the Crystal Reports design, select Use Activity Email Tags.
  Note
  The Use Activity Email Tags option is selected by default if the report design contains the special formula @ActivityEmailTag.
In the text box, enter the message to accompany the report.
Click OK. ActivityHD reports the number of messages sent and the number of errors encountered.
Click OK.

Exception

Pay statements do not require embedded tags in the report design nor do you need to enter each employee's address in the To field each time you send them. To send pay statements to employees, do the following:

On their employee records, enter Home and/or Work email addresses for employees.
Set the Distrib field on each employee to indicate which email address should receive pay statements.
In the HD view on the Checks folder, use a filter to select the checks for employees who have a value in the Distrib field.

Click here to learn how to create this filter.
To set up the filter:
1. Right-click the Checks folder and select Maintain Filters. The Checks Filters dialog box opens.
2. Enter a Name for the filter.
3. In the Fields list box in the Check branch, highlight "Employee".
4. In the criteria pane, click More. The Employees Selection Conditions dialog box opens.
5. In the Fields list box in the Employee branch, highlight "Distribution Email".
6. In the criteria pane in the Distribution Email section, mark the Home and Work checkboxes.
7. Select "In".
8. Click OK.
9. Save the filter.
Right-click and select Reports > Pay Statements from the shortcut menu.
Click the drop-down arrow to the right of the Email button and select Email to Employees.
Enter the CC, BCC, Subject, and body of the email. (Notice that the To field is protected.)
Click OK to send the pay statements.

Export a report

Run a report from a Reports folder

Note

The Pay Statements report, which reports printed payroll checks and direct deposit advice to employees, does not require you to embed tags in the report design.

Use Crystal Reports to add an ActivityHD email tag to a report design.

ActivityHD email tags use XML syntax and follow the form:

Copy snippet

<ActivityEmail ToAddress="..." CCAddress="..." BCCAddress="..." Subject="..." SQLConditions="...">
    <Filter Name="...">
        <Parameter Name="...." Value="...." Expression="...."/>(n)
    </Filter>(n)
</ActivityEmail>

Rules for valid tags:

At least one address is required.
Filters and SQLConditions allow portions of the report to be sent separately.

Tip

Filters are preferable to SQLConditions. Filters are less technical, don't require special security access, and can be tested from ActivityHD Explorer.
SQLConditions require users who run the report to have edit access to the SelectionSQL resource.
The tag should be located in the body of the report - not in the page header or footer.

Example of ActivityEmailTag report formula

Copy snippet

'<ActivityEmail' +
    ' ToAddress="' + {GroupAnalysis.Employee_WorkEmail} + '"' +
    ' Subject="' +
        {GroupAnalysis.Employee_FirstNameFirst} +
        ' USA Tax Withheld ' +
        ToText ({GroupAnalysis.Check_CheckDate}, 'MM-dd-yyyy') +
        '">' +
    '<Filter Name="? Employee ID">' +
    ' <Parameter Name="Employee ID" Value="' + {GroupAnalysis.Employee_PREmployee} + '" />' +
    '<Filter> ' +
'</ActivityEmail>'

Note

Ensure that the filter/parameter in the tag returns the desired result. While the email tag may appear in the footer for a particular employee, that doesn't mean the report for that employee will be emailed. If the filter is "LIKE Employee Code" with a trailing wildcard, a report for every employee code which matches the filter will be emailed to the addresses in the tag. To avoid this, use a filter which does not accept wildcards (e.g., equals instead of LIKE). If the internal identifier is available in the report design, pass it to the "equals" filter using the Value keyword:

' ' +

' Value="' + {GroupAnalysis.Employee_PREmployee} + '" />' +

' ' +

If only the code is available, pass it using the Code keyword:

' ' +

' Code="' + {GroupAnalysis.Employee_Code} + '" />' +

' ' +

Special formulas which affect the email dialog:

@ActivityEmailTag - When this formula is present, the "Use Activity Email Tags" option in the Report Email Options popup is selected by default.
@ActivityEmailBodyText - The text of the formula is used as the default email text.
@OutputDestination - This value is set at runtime as follows:
- Preview. The Preview button initiated the report.
- Print. The Print button initiated the report.
- Export. The Export button initiated the report.
- Email. The Email button initiated the report.
- Email Tags. This option causes a special pass to look for ActivityEmail tags before the report is emailed. The special pass collects all the tags in the report. After the special pass, the report is run once per tag, applying the filter in each tag.
Note
Put the ActivityEmail tag in its own section in the body of the report. Show the tag section only when OutputDestination is "Email Tags" (and perhaps, for troubleshooting purposes, when it is "Preview"). Suppress all the non-tag sections when OutputDestination is "Email Tags" to improve the performance of the tags pass.

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