Customer Tip: How to Set Up Automatic Reports

Reviewing reports is important for staying up to date on what’s going on with your keys. But do you struggle to remember to look at your key control data? To help build this practice into your routine, set up automatic reports on your KeyTrak Edge or Guardian system using the steps below.

Set Up Automatic Reports on KeyTrak Edge

Add or Edit an Auto Run Report

• Navigate to Reports and select Auto Run Setup.
  
  

• On the Add Auto Run Setup screen, click Add Auto Run at the bottom of the screen. If you want to edit an existing Auto Run report, click the pencil icon next to the report job you want to edit.

• Choose an Auto Run Name, Report Type, and Report Name.
  • Auto Run Name: Name your Auto Run report. Be descriptive in case you need to go back and edit the settings later.
  • Report Type: Select whether the report is a Standard, Security, Custom, or Time Clock report.
  • Report Name: Select the specific report you want to run. If you don’t see the report you’re looking for, try choosing a different report type.
  
   
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Select Report Filters

• Choose your filter settings to ensure you’re only seeing the data that’s valuable to you. The options you see depend on which type industry-specific software you have.
  
  
• Click Next.

Automotive Industry Filters

Multifamily Industry Filters

Choose Run Options and Frequency Settings

• Next, you’ll decide how you want to run the reports. From the Output Type dropdown, select “Email”, “Export”, or “Print”. The "Email" and "Export" options allow you to generate the report as a PDF, CSV, or both.
  
  
• If you want to have the report include information from all networked systems, simply select the “Network Report” option.

• Under Frequency Settings, choose what time you want the report to run and which days.
  
  
• Click Next or Save (the options will vary depending on which output type you select).

Complete Final Steps for Emailed Reports

• If you choose “Email” as the output type, select recipients by searching for them by their email address or KeyTrak username.
  
  
• Click Save.

Complete Final Steps for Exported Reports

• If you choose “Export” as the output type, you’ll need to make sure an export path is set up. To create an export path, navigate to Administration > System Configuration > Report Export.
  
  
• Click Browse and select the destination for the report to be saved to.
  
  
• Click Save.

• Return to the Add Auto Run - Run Options & Frequency page and select “Export” as the output type.
  
  
• Click Save.

Set Up Automatic Reports on KeyTrak Guardian

Add or Edit an Auto Run Report

• Navigate to Reports > Auto Run Setup.

• On the Auto Run Report Setup window, click Add.
  
  
• In the Auto Run Title field, give your Auto Run report a name.
  
  
• From the Report Type dropdown, select whether or not the report is a Standard, Custom, Security, or Time Clock report.
  
  
• In the Report Title field, select the specific report you want to run.
  
  

Select Report Filters

• Select the Filter Options tab to select the criteria you want to appear on the report.
• Click Set Filter.
• If you need to start over, you can choose Clear Filter.
• Click Save.

Choose Run Options and Frequency Settings

• Select the Run Options tab to choose how you want to run the reports and how often.
• From the Output Type dropdown, select “Email”, “Export”, or “Print”.
• Under Frequency Settings, choose what time you want the report to run and which days.
• Click Save.

Complete Final Steps for Emailed Reports

• On the Email Recipients tab, enter the email addresses for anyone you’d like to receive the report.
• Click Save and Close.

Complete Final Steps for Exported Reports

• If you choose “Export” as the output type, you’ll need to make sure an export path is set up. To create an export path, navigate to Administration > System Configuration.
  
  
• Select the Additional Data tab.
  
  
• Under Report Export Settings, click Browse and select the destination for the report to be saved to.
  
  
• Click Save.
  
  

• Return to the Auto Run Report Setup page and select “Export” as the output type.
  
  
• Click Save and Close.

Setting up automatic reports on your KeyTrak Edge or Guardian system helps you stay informed about your key control data, seamlessly integrating this essential task into your routine.