Report Setups

Navigate: Closed Reports and Interfaces > Correspondence > Setup > Report Setups

Description

Use this task to manage report setups and templates for correspondence.

Steps

  1. On the Manage Report Setups screen, enter search criteria to filter the Report Setups list. Click on an existing report setup.

    2. OR

    Click New in the Command Item bar.

  2. On the Edit Report Setup screen, enter or edit the description and make a selection from the Category drop-down list in the Basic Information panel.
  3. In the Data Source panel, click the hyperlink in the Data Service field to open the Select Data Service pop-up. Search for and select a data service.

    4. NOTE: This is the data service you set up or maintained using the Data Services task, or that your Aumentum Implementation team created for you. The data service must be completed prior to creating or editing report setups and templates. If you are working with an existing report setup, the Data Service is already displayed in this field but it can be changed.

    • Click Edit default inputs to open a pop-up from which you can select data service inputs, specify the default, and enter a default value.
    • Click Download definition files in the title bar to open a pop-up with available formats.

      • If you select XSD or CSV, click Open in the pop-up dialog. Edit the file as necessary and save the changes to Aumentum.

      When you download a spreadsheet in .csv format, right-click on the file name on your local drive and select Open With > Word.

      • In Microsoft Word, click the Mailings tab.

      • Click Select Recipients and select the applicable option to create your mailing list.

      • To insert rows select Insert > Quick Parts > Field, or press Alt + I + F to open the Field pop-up.

      • Select Merge Field from the list of Field name.

      • Enter TableStart:Detail to begin the row and at the end of the row enter TableEnd:Detail in the Field name field.

      • Click OK.

        IMPORTANT: You must surround each row with the table start and table end commands. Here are examples of what that might look like.

        • NOTE: Fields can also be inserted using the Insert Merge Field drop-down. However, you must manually insert a colon between TableStart and TableEnd and Details in the field name (which is not the displayed name by default). You can edit the field name by right-clicking the field and selecting Edit field or by pressing Alt + F9 to toggle the field codes

      Select the desired Save option.

      • Edit the document as applicable and save changes to Aumentum.

      Click Cancel to cancel the download.

      NOTE: Once your data service template is created, you will use the Manage Templates task to associate it with a report setup and with the data service.

    • See Manage Templates for details about creating a mail merge document.
  4. In the Document Information panel, make a selection from the Engine drop-down list. Depending on the selection, additional fields display.

    5. NOTE: If your jurisdiction is set up with Crystal Reports, it is not necessary to mail merge the document in Word.

    If you select Mail Merge, you can select the Output as PDF checkbox to output the mail merge template to PDF.

    • Click the link next to the Engine field to open a Select Template pop-up from which you can search for and select a template. If you are working with an existing report setup, the template is already displayed in this field but can be changed.

      • Select the checkbox next to Only show unassociated templates to show templates not yet associated with the data service.

      • Click to select a template to populate the template field.

      • Click Upload in the Templates title bar to use a data service template you downloaded and modified,or to upload a new template.

    • If applicable, select the checkbox next to Email when data contains an email address to send an email correspondence to the recipient. When selected:

      • You can select an email template

      • Enter an email subject field

      • When the Map template fields button in the Document Information title bar is active, you can click it and map the email template information to the report setup.

    • Make a selection from the Auxiliary reports drop-down list (if any were associated with this data service).
  5. In the Other Options panel, enter the generated document name format.

    6. NOTE: This is used to name attachments and files that are in the generated ZIP files (if enabled for your jurisdiction). By default, this is the same as the description. You can include placeholders for fields in the first output table of the selected report data service by surrounding the placeholders with << and >>.

    For example, if the data service has fields for TaxYear and PIN, you could enter <<TaxYear>> Notice - PIN <<PIN>> which would name the attachments 2014 Notice - PIN XXXXXXXXX (where X equals the PIN).

    • Make a selection from the Output type drop-down list:
      • Create combined documents – Create a batch process file of all generated documents in one file.
      • Create ZIP files of individual documents – Create one ZIP file for each generate documented.
    • Make a selection from the Outbound queue drop-down list. Queues let you collate and group documents by rules. They are configured via Reports and Interfaces > Correspondence > Setup > Queue Setup.
    • In the Records per file field, define file chunking when generating correspondence from the module to which the report setup applies. The default is 2500. Delinquent Correspondence performs its own chunking (typically 500 per file) in addition to the chunking you specify for Report Setup.

      • NOTE: Correspondence will always generate individual documents (attachments) for each row of the Data Service. However, for mass-mailing purposes, dealing with individual documents is not practical. Thus, Correspondence will also create combined files for mass mailing. This option controls how many individual documents are included in each combined file.

    • Make a selection from the Event Type drop-down list.

      • NOTE: Attachments and keywords are associated to this event. For example, Additional Information Request can be associated with a PDF template with merge fields. A Questions Pending flag is displayed on the Maintain PPA Accounts screen when the report is run.

    • Make a selection from the Attachment category and Attachment label drop-down lists, if applicable to the data service correspondence. These items become available for selection when adding attachments to records from other screens.
    • Make a selection from the Post processes drop-down list.

  6. In the Make this report available when panel, click Add New Record.

    • Make a selection from the Keyword and Selection drop-down lists and click Update.
  7. Click Save in the Command Item bar.

    • Click Delete to remove this report setup.

    • Click Previous to return to the Manage Report Setups screen.

    • Click Close to end the task.

Prerequisites and Setup

IMPORTANT: See Data Services and Correspondence for important setup information for the data service, correspondence, reports, and templates.

  • In combination with maintaining the report setups and templates for each correspondence task, also manage:

    • Data services for each type of correspondence data source via Reports and Interfaces > Data Services.

  • Set security rights for the Report Setups task.

    1. Click Configuration > Security and User Maintenance > Roles.

    2. On the Maintain a Role screen, locate a role and click Edit.
    3. On the Edit Role Details screen, ensure that Reports and Interfaces is in the Granted Menu Items panel.
    4. Click Reports and Interfaces > Correspondence > Setup > Report Setups > Details.
    5. On the Edit Additional Role Details screen, set the necessary security rights and click Save.