Send Reports & Documents Overview

Many companies use MyAssistant to automatically generate and send their custom reports and documents; including filtering the content so each recipient receives only their information. Examples include:

▪Sending Employees their weekly direct deposit stubs

▪Emailing Customers with a balance their monthly statement

▪Sending each Project Manager a cost report filtered to only their Jobs

How it Works

The following takes place when running a Task that sends reports or documents:

1.MyAssistant looks in Sage for items you choose to create a mailing list; which will be used to determine if any reports/documents need to be sent. Examples include:

▪Looking for "PR Checks" to identify which Employees need to be sent a pay stub

▪Checking "AP Electronic Payments" to determine which Vendors should receive a payment notice

▪Reviewing "JC Jobs" to find which Project Managers have open projects and need a monthly cost report

2.The mailing list is filtered to only items that meet the Condition's criteria. This list is then used to determine if any reports/documents need to send and who should receive them. Examples of criteria include:

▪PR Checks from the most recent pay period and are not voided

▪AP Electronic Payments with a payment date in the last three days

▪AR Customers with an open balance more than 30 days old

▪JC Jobs with labor costs in the last week

3.An Email Directory can be used to look up an email address to associate with each item in the mailing list. Examples include:

▪The "Email Address" in Payroll for the Employee on each PR Check

▪The "Contact 1 Email Address" for the Vendor on each AP Electronic Payment

▪The "Project Manager Email" entered on each JC Job

4.MyAssistant groups the mailing list's items by email address, then creates a separate email per recipient.

5.Attached reports & documents are generated once per email message. The same prompts filled out when running reports in Sage are used to filter each report for their respective recipient, and information from the mailing list items are used to fill out the prompts. Examples include:

▪The "Employee ID" and "Period End Date" fields on the "PR Check" are used to fill out the "Employee" and "Period End Date" prompts on an attached "Employee Pay Stub"

▪The "Vendor ID" field on the "AP Electronic Payment" is used to fill out the "Vendor" prompt on an attached "Vendor Electronic Payment Notice" report

▪The "Project Manager" field on the JC Job is used to fill out the "Project Manager" prompt on an attached "Job Cost" report

6.Emails are sent when the attached report(s) have been created

How to Send a Report - All Recipients Receive the Same Content

You'll select the following to set up a Task that sends a report where all recipients receive the same content:

▪When to send the report

▪Who should receive the report

▪Which report(s) to send

Perform the following to create a new Task that sends an attached report with the same content to all recipients (with links to more detailed steps):

1.Create a new Task: Click the "New" button in the main MyAssistant window
SCREENSHOT?

2.Choose What to Send: Select "Report attached as a PDF" in the first field of the What to Send step

3.Schedule Sending the Reports: Add a Schedule to set when & how often the report(s) should automatically be emailed to the recipients. Examples include:

▪Every Friday at 3pm

▪The 1st and 15th day of each month at 6am

▪The first day of each quarter at 7:45am

4.Select the Report(s) to Send: Choose which report(s) should be emailed in the Email step, and fill out any report prompts

5.Identify Who Should Receive the Report(s): Type the email addresses for the recipients that should receive the report(s) each time the Task is run. Separate multiple email addresses in one line with a semicolon (";") and a space.

6.Finish setting up the Task: Confirm the last settings in the Task Options step and finish Task Setup

How to Send a Report - Each Person Receives Only Their Information

You'll select the following to set up a Task that sends each recipient a report filtered to just their content:

▪Criteria to filter your mailing list to only the people who need to be emailed

▪Where to look for email addresses for each item in the mailing list

▪Which report(s) to send

▪How to fill out report prompts so content is filtered by recipient

Perform the following to create a new Task that sends each recipient reports and/or documents containing only their information:

1.Confirm Reports Work and Filter Content Properly: Test the report(s) that will be sent with MyAssistant in Sage or Crystal Reports to make sure they successfully run, and that the prompts will filter the content for each recipient. For example:

▪Testing a "Pay Stub" report to make sure it filters for the prompted Employee and Period End Date

▪Testing a "Vendor Electronic Payment Notification" report to make sure it filters based on the prompted Vendor ID

▪Testing a "Job Cost by PM" custom report to confirm it filters itself

Important: If testing a report by running it on a Sage Reports menu, confirm it has prompts that correctly filter its content without using the "Condition" or "Ranges" buttons.

1.Create a New Task: Click the "New" button in the main MyAssistant window

2.Choose what to send: Select to send "Each person their reports or documents" in the "What to Send" step, then pick what Sage information to use to create a mailing list that determines who is and isn't sent an email (for example: using PR checks to find out which employees were paid last week and need to be emailed).

3.Pick which mailing list to use: Choose a prebuilt or create a new Condition (for example: "PR checks (posted) that use Direct Deposit" to get a list of Employees paid in the last week) in the "What to Send" step to use as a mailing list.

4.Define criteria for the mailing list: Create or customize the Condition (for example: PR Checks that aren't voided, have Direct Deposit amounts, are from the most recent pay period, and are for employees with an email address) to ensure MyAssistant creates an accurate mailing list based on the desired information.

5.Schedule when reports are sent: Schedule how often the Task should automatically run and see if a reports or documents need to be sent

6.Pick the report(s)/document(s) to send and personalize by recipient: Choose which report(s)/document(s) to send in the "Email" step; and fill out their prompts to filter the content for each recipient

7.Add an Email Directory: Add an Email Directory that looks up an email address for each item on the mailing list; resulting in a separate email for each recipient (For example: Look up an email address for each employee who received a check to send them their pay statement).

8.Finish setting up the Task: Confirm the last settings in the Options step and finish Task Setup