Distributing a Report Collection

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Article Summary

This article provides a complete, step-by-step guide to distributing a Report Collection. It explains how to send email notifications, attach report outputs, save files to the File Cabinet, and customize outgoing emails, covers key settings like Distribution Options, Compose Email, and Substitution Variables, and helps users efficiently share, customize, and manage report collection outputs, ensuring streamlined distribution and consistent communication.

eddy_summary: Learn how to distribute Report Collections using email notifications, attachments, File Cabinet output paths, and customizable email formatting.
eddy_keywords: report collection, distribution options, compose email, substitution variables, attachments, File Cabinet, bursting dimensions, structured planning reports
eddy_intent: Informational
eddy_module: Reports (Structured Planning)
eddy_synonyms:
report collection = bursting collection, grouped report output
distribution = report sharing, output delivery
email customization = message editing, notification formatting
eddy_questions:
- How do I distribute a Report Collection?
- How do email notifications and attachments work for distributed reports?
- How do I customize the email sent from a Report Collection?
- What report properties and substitution variables can be included in the email?

You can use the following distribution options to share the generated Report Collection:

  • Select Send e-mail notification to user(s) to send an email to selected users informing them of the generated Report Collection.
  • Select Include reports as an attachment to attach the generated Report Collection output to the email. If the attachment exceeds 5MB, you will be notified and the report will be saved to the File Cabinet (if this option is selected) for viewing.
  • Select Save output files in the File Cabinet to save Report Collection output files to a specified path (folder location) within the File Cabinet. Users without access to the folder in the File Cabinet where the Report Collection is saved can still view the report.

It doesn't matter how you distribute the Report Collection; the order of the dimension members selected and displayed on the Reports tab for a given dimension is retained when you generate a Report Collection from the Distribution tab.

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Report Collection E-mail Customization

You can use the Compose Email option to customize the email sent after generating a Report Collection. You can perform the following actions to customize the email sent after you generate a Report Collection:

  • Customize the subject and body of the e-mail.

  • Add e-mail addresses of Planful and non-Planful users in CC.

  • Add Substitution (standard) Variables to the subject and the e-mail body.

Note:
You can only add the Substitution (standard) Variables in the e-mail included in the Report Collection or its Dynamic Reports.

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You can add the following report properties to the subject and the body of the e-mail:

  • Report Collection Code, Report Collection Name, Report Collection Label, Bursting Tab Name, Bursting Dimension Member Label, Output File Name, Report Collection execution Status, Processed By, and File Location (folder path where Report Collection output files are saved).

  • You can add E-mail Recipients and Attachment Notes only in the body.

  • All text editor formatting features are enabled in the body of the message.

Note:
A maximum of 1024 characters are allowed in the subject.

Click Done in the Compose Email pop-up window to save the e-mail. The e-mail format is retained when you copy the Report Collection.

Note:
If you customize the e-mail, deselect the Send e-mail notification to user(s) checkbox, and save the page, e-mail content is not saved.

If the Send e-mail notification to user(s) checkbox is selected for a Report Collection, the default or updated e-mail is sent to the distribution list after the Report Collection is generated. Properties and Substitution Variables are dynamically updated with the appropriate values for each output file when you send the e-mail. Dimensions are updated for all the corresponding bursting dimension member names.

Note:
If you include Bursting Dimensions in the e-mail without selecting a value for Method in the Bursting Criteria section, the Bursting Dimensions will not be replaced with members.

The bursting dimension names are displayed based on the Report Collection value (Code or Name or Label) selected from the Output File Name (Report Collection) section. By default, the Report Collection value is set to Label.

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