Who is this article for?

Administrators who want to learn how to schedule emails and reports.

Administrator permissions are required.

The My Emails functionality allows an Excel report of particular records or information to be created and emailed to recipients automatically and on a regular schedule. This feature may also be referred to as Scheduled Reports.

1. Scheduled emails and reports

Video: My Emails

Video: Induction eLearning and Scheduled Reports Webinar

• Induction eLearning video timings: 00:00 - 00:37.
• Schedule reports video timings: 00:37 - 00:47.

2. Permissions

Users will automatically be able to access the My Emails functionality and schedule reports to themselves, assuming they have a valid email in their user account. Administrators may also have access to generate schedule reports on behalf of other users, although as outlined below it is recommended this is managed carefully. Permissions for all Lucidity applications are set via Lucidity Access and are generally configured by the administrator.

3. Setting up a Schedule Email

The My Emails function is available throughout Lucidity Software on any page where lists of records or information are available and can be filtered. There are several steps required in the process to ensure the emails work efficiently. See the steps and flow chart below for more information.

3.1. Creating a filter

In order to be able to set automated emails, an understanding of the My Filters function is required. Filters are a powerful tool enabling general or very specific searches to be applied.

• Users can create and save their own reports using the My Filters feature. 

• Any saved filters can be easily accessed via the Current Filter drop down selection option above the Filter tabs. This is a short-cut route for applying saved filters.

To create the desired filter for the email report:

1. Navigate to the desired page within Lucidity Software were the reporting requirements can be found e.g. Lucidity Incident.

2. Create the desired filter as per the User Guide instructions.

3. The filter will now appear as an available filter in the My Filters tab.

3.2. Selecting a filter

1. Click the My Emails tab.

2. Click Add New.

3. Select the filter you previously created.

3.3. Select Report Type

Most email notifications allow for standard Excel or CSV files. 

1. Use the Report Type filter to select the desired option.

2. Click Done.

Note: It is recommended CSV files are used for scheduled reports where available. CSV files are "flat" files and are a smaller size to a standard Excel file. This can help prevent issues with larger reports. Once opened, the CSV file can be saved as a standard Excel file if required.

3.4. Select frequency

Emails can be sent:

• On a specific day.
• Weekly.
• Monthly (first or last day of the month).

1. Use the frequency filter to select the desired option.

2. Click Done.

3.5. Select notifee(s)

1. Click Add and select the desired report recipient(s) from the notifies filter.

2. Click Save.

Once saved, the option to send a test email becomes available. It is best practice to send a test email to ensure it works as required.

Test emails will not be sent to all the selected notifees but rather to the logged in user.

To send a test email:

1. Click Send Test.

2. A message will appear confirming an email will be sent shortly.

3. The email will now be sent to all notifee(s) as per the frequency set and appear similar to the below.

Note: No email will be sent if there are no results returned.

4. Edit or delete My Emails

• To edit any parameters for an email notification, click Edit at the far right of the relevant email notification.
• To delete an email notification, click Delete at the far right of the relevant email notification.

5. Further reading

• Scheduled emails and reports FAQs
• Uploading and managing files
• Viewing videos and webinars