Scheduled reports from the mini apps

The mini apps — Facility Management, Toilet Hygiene, Visitor Management, Energy, Security Watch, Warehouse and Data Centre — can email their reports on a schedule, the same way the people and environment reports do. There is one scheduler behind both: a schedule made in an app shows up under System › Schedule Report, and one made there can carry an app's report.

There are two ways in:

• In the app, for the people who run it. An app user who can change the app's settings opens Reports › Scheduled reports in that app (in Energy it is its own tab). They are usually not Omaya administrators, and they do not need to be.
• System › Schedule Report, for Omaya administrators. The Report type list has a group per app that is switched on for your organisation.

An app's reports are offered only while the app is switched on. Switch it off and its schedules stop sending; their cards say so.

The reports

App	Report	What is in the attachment
Facility Management	Work orders	Opened in the period, closed in the period, overdue when sent, with a count of each
Facility Management	Planned maintenance compliance	Per recurring schedule: jobs due, done on time, on-time rate, overdue now, next run
Facility Management	Vendor activity	Per vendor: work orders by status, estimated and actual spend per currency
Toilet Hygiene	Cleaning and feedback summary	Per day: cleanings, response and dwell time; per cleaner and per toilet; guest feedback with ratings and top issues
Visitor Management	Visits	Visits that started in the period: a count per day and status, then one line per visit with host, companies, check-in and check-out
Energy	Energy per meter	Per meter: kWh, cost, average and peak power and temperature, with the net total, generation and energy per person
Security Watch	Incidents and response	Incidents raised, how fast they were picked up and resolved, by type, per guard and per panic button, with the presses nobody picked up. Can be narrowed to one venue
Warehouse	Warehouse KPIs	Orders received and shipped, on time and cycle time, picking and picks per hour by picker, stock on hand, slow movers, stock-outs, bins by area and cycle counts
Data Centre	Data Centre period report	The whole site or one hall: inlet temperature and humidity bands per hall, worst racks and excursions, PUE and DCiE, UPS on-battery events, alerts and capacity. With one hall, what belongs to no hall comes in its own Site-wide section

Each is the same figures as the app's own Reports screen for those days. The period is whole days on your organisation's clock, ending yesterday. Days covered (1 to 90) sets how many; set it to 7 for a weekly schedule and 30 for a monthly one.

Setting one up in an app

1. Open the app, then Reports › Scheduled reports (in Energy it is its own Scheduled reports tab), then New schedule. Only people who can change the app's settings see the tab; anyone else is turned away.
2. Give it a name and pick the Report. Only this app's reports are listed. A report that can be narrowed shows its own picker under it — the Data Centre report's Hall, or a venue for Security Watch. Leave it on its all choice for the whole site. The same picker is on the System › Schedule Report form.
3. How often (Every day, Every week on a Day of the week, or Every month on a Day of the month, 1 to 28) and Send at (local time), on your organisation's clock. 08:00 by default.
4. Days covered: how many whole days up to yesterday the report spans.
5. Attachment: PDF to read, CSV (spreadsheet).
6. Send to: people who use the app (only those who can open it are listed; hold Ctrl, or Cmd on a Mac, to pick several), and any Other email addresses, separated by commas. Pick nobody and type nothing, and it goes to you.
7. Save.

Each card shows Active or Paused and has Edit, Pause / Resume, Send now (resume it first if paused) and Delete (press it twice: the first press asks Delete — sure?).

What it contains, and who it reaches

It holds what the person who set it up can see. A schedule is built with its owner's view of the app, checked again every time it is sent. Someone who sees only the work assigned to them gets a Work orders report of their own jobs (and the unclaimed ones anyone can pick up, as on screen). Reports that cover the whole programme — planned maintenance, vendors, the Toilet Hygiene summary — carry nothing for such a person, and say why in the attachment. A Visitor Management user who sees only their own companies gets only those companies' visits.

Everyone on the list receives what the owner can see, so choose recipients with that in mind.

Editing someone else's schedule makes it yours. The card says who set it up. If you save a change to one that someone else made, you become its owner and from then on it holds what you can see.

If the owner can no longer change the app's settings — their access was changed, their account was switched off, or they were removed — the schedule pauses itself the next time it is due, and its card says why. Anyone who can change the app's settings can resume it, and it then becomes theirs; an administrator can resume or delete it under System › Schedule Report.

Recipients are checked at every send. Someone who can no longer open the app, or who has no email address, is skipped, and the card lists who was skipped and why. The others still receive it.

The email

The subject names the report and the schedule. The email says which app it comes from, who set it up, and how to stop it: in the app under Reports › Scheduled reports, or by asking an Omaya administrator, who can pause or delete it under System › Schedule Report. The report is attached as a PDF or CSV. If your organisation sends email through the Synchroweb mail relay, or the file is too large to attach, the email carries a download link instead, valid for seven days.

For administrators

Under System › Schedule Report every schedule is listed, including the ones made in the apps. The page is headed Schedule Report, with New schedule at the top right. The tiles Total, Active, Paused and Errors open the matching filter over the cards, so Errors shows at once the schedules whose last send went wrong. Those are labelled "<App> — made by <name>"; you can Test, Pause, Resume and Delete them, but not edit them — they are changed in the app, where their owner's view applies.

You can also schedule an app's report yourself: pick it from the app's group in Report type. An App users list then appears beside the administrators, with the people who can open that app. A schedule you make has no app-user owner, so it holds everything in the app.

Create and edit schedules in the web app. The mobile app can at most list an app's schedules and pause, resume, send now or delete them; creating or editing opens the web page.