ProLaw Report Queue Creation and Scheduling via the ProLaw Agent in ProLaw XII

Friday, March 29th, 2013 | ProLaw Case Management, Technical | Mike Smith

Pre-Requisites & Assumptions

In order for the ability to schedule reports from ProLaw, there is some setup that needs to be put in place, or verified if it is already running:

– The ProLaw agent needs to be running under a windows account with ProLaw access.  The agent is started with the “ /agent” switch at the end of the shortcut.  The agent runs as a process, not a service, so the account needs to be logged into a system and left running in order for the scheduled tasks to execute.

– The account that is running the agent needs to have a mailbox configured, and the email setup in the Professional record.

– On the computer that is running the agent, the profile needs to have an Outlook Profile setup.

– Outlook and ProLaw must remain open for the schedule emails to be sent.

– Setup of the report scheduling will need to be done with an account that has the appropriate security class in ProLaw (usually an administrator with full access).

 

This document assumes you have full access to ProLaw, are familiar with how to run ProLaw queries and reports.

 

This document will use redacted matter information as examples.

 

Summary of steps

The basic steps are as follows:

-          Run the report you wish to schedule

-          Save this report as a shortcut

-          Create a report queue with the shortcut(s) you wish to send

-          Test

Step 1:Create Report Shortcut

The reports that come from emails start with a “report shortcut” that must be created for each individual report.  The report short is the saved query and settings that is executed when the report is run.  Shortcuts can also be run at any time if they are needed.

-          To create the report shortcut, you must first run a report.  In this example I will run a report on new matters opened within the last 7 days. The query run was “opened date greater than today – 7”

-          With the results on screen, we push the Reports button on the toolbar.  We then select our report and right-click to preview.  Adjust the groupings if needed.  We are looking for the “create shortcut” button as highlighted here:

-          Name the shortcut

-          Open the Reports module, and change the view to “Report Shortcuts.”  Here we can make additional adjustments to the report.  We can change the groupings, turn detail on or off, change the format, or even change the query.  The settings for the report you had when you saved will be present, so it is preferred you set them in the report so you can be sure of the results.

-          Test the report by highlighting the report, then clicking the “preview report” button in the toolbar.  Your report (regardless of the module it was created in) should now run.

Step 2: Create Report Queue

The next step is to create the Report Queue.  The Queue contains the email addresses the report will be sent to (or to a specific security group) as well as a listing of the reports to include.  You can add multiple reports to one queue.

-          Open the Reports module and change your view to Report Queue.

1 – Click “add” to create a new queue

2 – Name the queue

3 – Pick “Email” from the list

4 – Enter email addresses separated with a semicolon:  user1@example.com;user2@example.com

5 – Click “add” to add a report.  Choose if you want the email to be sent even if the report is blank

6 – Select the report shortcut you created earlier

7 – OPTIONAL:  repeat 5 and 6 to add additional reports to one email

 

Step 3: Schedule Report Email

The final step is to setup the schedule for the email/report to be sent.

-          Open the “System Preferences” from the main ProLaw dashboard. Navigate to the “Agent Schedule” tab

-          Follow the steps below:

1 – Click “add” to create a new task

2 – Select “ssrs report queue” from the pull-down

3 – Enter a start date

4/5 – Enter the frequency the report should be sent

6 – Select the SSRS report queue you created earlier

7 – OPTIONAL:  Repeat 1-6 to add additional schedule email reports that you have created.

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