sql-rd user manual

SQL-RD Documentation

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Table Of Contents ChristianSteven Software SQL-RD 5.6 .................................................................1

What is SQL-RD?..............................................................................................1 SQL-RD 5.6 Feature List...................................................................................4

Schedule Types .............................................................................................4 Scheduling Frequencies ................................................................................6 Output Formats..............................................................................................7 Destinations...................................................................................................8 Custom Tasks..............................................................................................11 Event-Based Triggers ..................................................................................11 Scalability & Administration..........................................................................12

Sales Queries..................................................................................................14 Purchase SQL-RD...........................................................................................15 Using SQL-RD.................................................................................................16

Using SQL-RD.............................................................................................16 Installation....................................................................................................17 Getting Started.............................................................................................22 Configuration Options ..................................................................................30 User Interface ..............................................................................................77 Report Schedules ......................................................................................117 Modules .....................................................................................................355 System Tools .............................................................................................556

Support..........................................................................................................570 SQL-RD Support........................................................................................570 Knowledge Base........................................................................................571 User Forums..............................................................................................572 Version History ..........................................................................................573 Product Roadmap......................................................................................574 Technical Support......................................................................................575 Member Services.......................................................................................576

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ChristianSteven Software SQL-RD 5.6

What is SQL-RD?

Tired of spending the first week of every month manually running Microsoft® SQL Server Reporting Services reports?

Wish there was a way to schedule them to run automatically? Wish you could schedule a batch of reports as a "Package" and have

them all sent out in the same email? Want to output to a folder or print to a fax or printer instead of email? Output into Word, Excel, PDF, HTM, TIF, RTF and more...? Want a quick return on your investment? Want to free up your time and your staff's time to do more important

things? Want to cut reports administration costs? Need a Microsoft® SQL Server Reporting Services reports scheduler

which is reliable, stable and easy to use? SQL-RD is an application for Windows that saves time and money by making it easy to define single or packages of Microsoft® SQL Server Reporting Services reports, schedule and run them automatically, and send the reports to print, fax, disk, ftp or email in a number of standard formats. Simply set up a schedule stating how often you would like each report to run, whether you'd like the output in Word, Excel, HTML, RTF, Acrobat, text format, and more and who it should be sent to.


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Use standard frequencies like Daily, weekly, monthly or set up your own custom frequencies e.g. 4-4-3, every other day, third Monday of the month. It's easy to schedule reports to run at a specific date and time, or to run them hourly, daily, weekly, or monthly. The same report can be scheduled to be run multiple times with different parameters, formats, frequencies, and destinations. Respond to your business needs by setting schedules to run based on events rather than date. With SQL-RD's Event Based Schedules, you can have reports fired off when events occur e.g. database value is present, file is modified, window is present. Use SQL-RD's unique Dynamic Schedule process to trawl through your database to find the parameter values to use and then generate and deliver a unique report for each value. Once your schedule has been executed, why stop there? Use SQL-RD's unique Custom Actions to run another program, enter values in a database, modify a file and lots more. SQL-RD's familiar Explorer-like interface makes it easy to define and schedule report packages. The context (right-click) menus and full copy-and-paste support make it easy to create complex distribution schedules. The scheduling service runs as a desktop application, or as an NT service. It will integrate with Exchange Server 5 (SP4) and above (2000 and 2003) or SMTP. Worried about Outlook security prompts? SQL-RD deals with these expertly - ensuring complete uninterrupted automation. By automating repetitive reporting tasks, SQL-RD ensures that reports are created and distributed when needed, without error, and without costly support time. Features include the ability of Windows NT4/2000/XP/2003 users to run SQL-RD as a service, an improved intuitive user interface, a comprehensive scheduler that lets you create reports at any frequency, and send them to print, fax, disk, or email (using SMTP, MAPI, and SQL-RD own Email Service), a wide range of export formats, dynamic database scheduling and the efficiencies and advantages of .NET technology. Whether you're spending too much time running and distributing Microsoft® SQL Server Reporting Services reports output to line managers, or you need to


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provide corporate management with tailored reports on a regular schedule, SQL-RD gives you the tools that you need. SQL-RD runs under Windows NT4/2000/XP/2003, and works with all versions of Microsoft® SQL Server Reporting Services reports.


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SQL-RD 5.6 Feature List

Schedule Types

SQL-RD's comprehensive set of job (schedule) types gives you the power you need for any occasion..

Single Report Schedules

A single report is set to generate at specified intervals (Daily, Hourly, Weekly etc). It is exported to a specified format (PDF, Excel, XML etc). The exported file is delivered to one or more destinations (email, FTP, printer, etc). For example, email the daily sales report to the sales manager at 8am every week day except on public holidays.

Package Report Schedules

Set up a package of reports to be generated at defined intervals and delivered to one or more defined destinations - together. For example, a monthly report pack (consisting of a number of reports) can be sent to a client with all reports attached to the single email or compressed into a single zip file, or merged into a single Excel workbook, or PDF file before delivery.

Automation Schedules

Write and execute simple or complex business process automation scripts or macros using SQL-RD's Custom Tasks. Use this schedule on its own, or as part of a more complete automation solution. Examples include Send an email, Update a database record, Upload to FTP, Update a file, Print files and lots more.

Dynamic Schedules

Multiple instances of the same report are exported. For each instance SQL-RD will automatically enter the required parameter values, export the report and deliver the results to the corresponding email, folder, ftp, printer or fax. The parameters and destination are read from your own database. For example, run the same report for dozens of clients without writing a schedule for each client.

Dynamic Package Schedules


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Dynamically generate and deliver individualized export packages for multiple recipients using the same set of reports. Dynamic Schedules for Packages! For example, you can use the same set of reports to generate individual monthly report packages for all your clients.

Event-Based Schedules

Instantly respond to business and client needs. Fire off reports or automation scripts when a defined system event occurs. For example, trigger a report or automation script when a value in a database has changed, or when a new email arrives You can even use values in the email body text to populate parameters, email addresses, database tables and more.

Event-Based Packages

String a number of Event-Based schedules together as a batch to run in a specified order and/or at specified scheduled times. Use to ensure that required conditions are fulfilled before a report is exported. For example, run the report once a month, but only if the monthly total figure in the sales database matches that in the invoices database.

Data-Driven Schedules

Expand Reporting Services functionality! Drive all variables of your reporting requirements (parameters, destinations, output format, etc) from database tables and queries.. For example,

Distribute a report to a fluctuating list of recipients. For example, you can distribute a report throughout a large organization where recipients vary from one month to the next, or use other criteria that determines group membership from an existing set of users. E.g. select * from mytable where firstname = 'john' will generate the report and distribute only for records where the recipient's first name is John.

Filter the report output using report parameter values that are retrieved at run time. For example, the parameter value returned from the table for Last Name will be Doe for John Doe and Smith for John Smith.

Determine the delivery type and report format dynamically at run time. For example John Smith gets the report as a PDF file by email with a customized email body and John Doe gets the report as an excel spreadsheet by FTP upload to his web server.

Data-Driven Package Schedules


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Deliver a set of reports to your clients from a single schedule. With each report being driven by the data in your data store. Simply change your data and the changes will be reflected in all the reports that need to go out.

Scheduling Frequencies

No other automation tool provides the huge array of frequencies that SQL-RD makes available at your fingertips.

Every Day

Repeat every x days. For example, repeat ever 2 days will run the schedule every other day.

Every Week Day

Schedules will not run on Saturday and Sunday.

Every Week

Repeat every x weeks. Choose the days too. For example run every 2 weeks on Monday, Wednesday and Saturday.

Every Month

Repeat every x months. Specify only certain months. Also choose special days of the month. For example, run on the last Friday of every month except March.

Every Year

Schedules run annually on a given date.

Custom Calendar

Create your own calendars for custom frequencies. For example. 4-4-3


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Exception Calendar

Schedules will not run on these dates. Use the built in public holidays or select your own custom "do not run" dates. For example, do not run on New Year's Day.

Event

Schedules will run when an event occurs. For example, Database record is modified, Database record is created, Unread email is present, File is modified, Process exists.

Repeat Until

Repeat schedules at regular intervals. For example, Run every Tuesday at 8am and repeat the run every 30 minutes until 5pm.

Start & End Dates

Automatically set the schedule to begin on a given date, repeat at the given interval, and end on a set date. For example, Start on 1 Jan 2008. Run every week day until 31 March 2008.

Output Formats

With more output formats, and enhanced formatting & manipulation options than any other Reports scheduling tool, SQL-RD gives you the flexibility to satisfy your formatting requirements with ease.

Acrobat (PDF)

Include watermarks & stamps. Add bookmarks based on group header. Set document properties (Title, Author, Producer, etc). Add selective password protection (Can Print; Can Copy; Can Edit, Owner

Password, User Password, etc). Merge a package of multiple reports into a single PDF file. Merge any existing PDF files into a single file.

Character Separated (CSV)


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Use any character separator, or use "tab". Choose any delimiter (or not, if you do not require one).

MS Excel (XLS)

Data Only. Excel 97-2000. Customize the worksheet (tab) name. Merge a package of multiple reports as individual worksheets (tabs) in a

single workbook.. Set password protection. Set document properties (Title, Author, Company, etc).

MS Word (DOC)

Set document properties (Title, Author, Company, etc)..

Tiff (TIF)

Choose from Uncompressed, LZW, RLE and fax formats. Select 24-bit color, 256 color or Black & White.

Other available formats

Data Interchange Format (DIF) dBase II, dBase III & dBase IV (DBF) HTML (HTM) Lotus 1-2-3 (WK1, WK3 & WKS) Rich Text (RTF) Tab Separated (TXT) Text (TXT) Web Archive (MHTML) XML (XML)

Destinations

Flexible, highly customizable and function-rich destination functionality..


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Printer

Output to a single printer. Multiple copies to a single printer. Output to multiple printers (bulk printing). Multiple copies to multiple printers.

Email

Set up & use one or multiple SMTP servers. Use different SMTP servers/accounts for different schedules. Nominate one or more SMTP servers as backup or fail over servers. Connect to Secure SMTP servers. Connect and send via GroupWise. Connect & send via MAPI. Silent integration with MS Outlook & MS Exchange. Use Outlook/Exchange address book. Use SQL-RD's built in address book. CC & BCC Insert additional files as attachments. Read email addresses from a database. Read email address from a mailing list (text file). Insert personalized tags in email body. For example, Dear

{tablename.firstname}. Send emails in plain text or HTML. Use raw HTML code to construct better looking emails Embed report into email body. Read Receipt Processing.

Disk

Output to local drives. For example C:\MyReports\Today. Output to network shares and UNC paths. For example

\\MyServer\C\MyReports\Today. Output to a remote system by Dial-Up Networking or VPN. Choose to append to an existing file instead of overwriting it.

FTP

Upload reports to FTP server.


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Supports Secure FTP - SSL 3 & SSL 3.1 (TLS). Upload non-report files. Download files from FTP server.

FAX

Manual or automated output to fax driver. Choose to include a cover sheet. Single or multiple recipients per schedule.

ODBC

Export the report data directly to a database table via and ODBC DSN. Choose to overwrite if target table already exists.

SMS (Cell phone Text)

Send a text alert or simply embed a text report body into an SMS message.

Use a local GSM Phone or device. Use a service provider (SMSC) via standard modem.

Other Destination Options

Compress (ZIP) file before delivery. Password protect ZIP file using zip encryption level 128, 192 or 256. Customize the output file name Customize the output file extension. For example, a CSV file normally

named myfile.csv can be exported as myfile.abc. Append a date/time stamp to the output file. Deferred delivery allows you to take environmental issues into account.

For example, export the reports at 1am, but do not email them until 7am as the email server is unavailable during those hours.

Use PGP Encryption to secure file before delivery. Select multiple destinations. For example, the same report can be emailed

to one recipient and a copy saved to a folder on your server.


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Custom Tasks

Give yourself greater control by using SQL-RD's Custom Tasks to create automation scripts. Use them as a complete automation process in automation schedules, or to provide additional enhancement as part of report export schedules.

Additional Report Schedules Task Actions

Run Custom Tasks before report delivery. Run Custom Task after report production. Run Custom Task after report delivery. Run Custom Task before and after a report has exported. Use custom tasks to create Automation Schedules.

Available Custom Tasks

Run Program (bat, exe, com) Open, Print Document Wait/Pause Send SMS Execute Schedule Set, Delete Create Registry Key Copy, Rename, Move, Delete File Write to Text File Zip, Unzip Files Create, Rename, Move Folder Merge PDF Files. Send an Email Open a Web Address Upload to FTP Download, Delete from FTP Create, Delete FTP Directory Execute SQL Script Run Stored Procedure Insert, Update, Delete Database Record Create, Delete Database Table Create, Delete Table Column

Event-Based Triggers

Respond instantly to business and client needs by firing off reports and automation scripts when an event occurs. SQL-RD gives you a list of triggers to


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suit any occasion. All the triggers below can run if the condition is True or if the condition is False.

Database Record Exists

Apply to new database records only, or to any matching database records.

Database Record Has Been Modified

Choose to include New (Inserted) records and Deleted records. Use this for follow-ups by selecting to only match the condition if the record has been (or not been modified) in x minutes. Repeat the action every x minutes until the condition is no longer true, or run just once.

Unread Mail Is Present

Monitor a POP or IMAP mailbox for new emails. Forward or Redirect. Delete mail after processing. Read the body text and other mail sections (sender email, subject, etc) and use the values to populate report parameters, email addresses etc. For example, send the report to the sender of the email.

File Exists

Use this trigger to respond to the existence of a new file in a local or network folder.

File Has Been Modified

Great for monitoring log files, but works equally well for all other types of local or network files.

Other Event Triggers

Process Exists Window is Present

Scalability & Administration


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Beyond its basic functionality, you want to know that SQL-RD can extend its capabilities to satisfy your needs as your business demands grow. Below is a brief list of some of the functionalities which put SQL-RD (and you) years ahead of the market.

System Monitor Multi-Threading Clustering Remote Administration Store SQL-RD database in any ODBC-compliant database format Report History Snapshots SQL-RD Constants User Constants Data Items Hours of Operation Folder Housekeeping Scheduled System backups Command-Line Options Desktop Application Scheduler Windows Service Scheduler Secure User Logon Profiles Integration with Windows Authentication


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Sales Queries

For general and technical sales and pre-sales enquiries, or to place an order please contact us:

USA: 1 (888) 781 8966 UK: 0845 686 0181 Americas: +1 (847) 461 1617 Europe, Middle East & Africa: +44 845 686 0181 Asia & Pacific: +44 845 686 0181

For NHS queries please see the following: NHS Queries - http://www.christiansteven.com/nhs_package.html


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Purchase SQL-RD

To purchase SQL-RD you can contact the Sales team from the details available under the Next Steps column on the left of the following page after the selection of your location: http://www.christiansteven.com/products/sql-rd/index.html You can also click the Purchase tab at the SQL-RD information page.


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Using SQL-RD

Using SQL-RD

SQL-RD provides an easy familiar interface to make creating complex distribution schedules as intuitive as possible. The following topics will cover all the information you will need to know to successfully setup and use SQL-RD to distribute your schedules.

Installation Getting Started Configuration Options User Interface Report Schedules Modules System Tools


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Installation

Installation

SQL-RD is distributed as a single file with a native and easy to use installer. Before installation, please make sure that the following prerequisites for the software have been met. Prerequisites You must ensure that you are logged on the PC as a LOCAL Administrator whilst installing SQL-RD. Do not use Windows XP remote control or terminal services as these applications are known to interfere with the Windows security settings required for the correct installation, configuration and running of SQL-RD. If you must use a remote control tool, we recommend VNC or PcAnywhere. Note: You can use XP Remote Control or Terminal Services when using SQL-RD EXCEPT for installation of SQL-RD and installation of the Windows Service. Hardware specifications depend on the amount of data, the number of reports and the speed with which you wish the reports to be exported. As a minimum, we would recommend P4 750MHz and 500MB disk space (For installation only. You may require more disk space for reports and exports). If you install SQL-RD on a drive which does not house your Windows Temporary folder, please ensure that the drive that holds this folder also has enough disk space to process the export of your reports. To install, double-click on the file and follow the on-screen instructions. Once installation is complete, launch the application and go to Options (Tools > Options). Here you can set up your configuration options and the scheduling service. Upgrading SQL-RD between versions and builds is equally easy. Please see the following guide for more information: Upgrading SQL-RD


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SQL-RD Prerequisites

The following must be installed on your PC. If any of the following requirements are not in place, some or all of SQL-RD’s functionalities will not work as designed. Operating System - Main Please ensure ONE of the following is in place [ ] Windows NT4 with SP 6a and all the latest updates applied [ ] Windows 2000 with the very latest service pack and all the latest updates applied [ ] Windows XP with the very latest service pack and all the latest updates applied [ ] Windows 2003 with the very latest service pack and all the latest updates applied [ ] Windows Vista with the very latest service pack and all the latest updates applied Where can I get it? Operating System - Additional Please ensure ALL of the following are in place [ ] MDAC 2.7 or above

Where can I get it?

[ ] Latest .NET Framework

Where can I get it?

[ ] Latest MS Jet Engine

Where can I get it?

Microsoft Outlook If you will use Outlook to send email from SQL-RD, please ensure that ONE of the following is in place [ ] Outlook/Office 2000 [ ] Outlook/Office XP [ ] Outlook/Office 2003


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[ ] Outlook/Office 2007 Please ensure ALL the following are in place (where applicable)

If you are using Outlook 2000 or Office 2000, SP3 or above must also be installed. Where can I get it?

If you are using any other versions of Outlook or Office, ensure you have installed the latest service packs and updates. Where can I get them?

Microsoft Office If you will use extended Output functions e.g. Excel Bursting, Document Properties, etc please ensure that ONE of the following is in place [ ] Outlook/Office 2000 [ ] Outlook/Office XP [ ] Outlook/Office 2003 [ ] Outlook/Office 2007 Please ensure that you have applied the latest Service Pack. Microsoft Exchange If you use Exchange to process email, please ensure that ONE of the following is in place [ ] Exchange 5.5 with SP 4 or above and all the latest updates applied. Where can I get them? [ ] Exchange 2000 with SP3 or above and all the latest updates applied. Where can I get them? [ ] Exchange 2003 with SP2 or above and all the latest updates applied. Where can I get them? [ ] Exchange 2007 with all the latest updates applied. Where can I get them? Note:

Integration with Exchange 5.5 is NOT possible if SP4 is not installed.

Integration with other versions of Exchange may work even if the latest service packs are not installed, but some functionality may error or be unavailable. For best results, please ensure you have applied the latest service pack and all updates.


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SMTP Server If you use SMTP to process email, please ensure that ALL of the following are in place [ ] You must know your mailbox security credentials. Contact your email administrator. [ ] Your server must allow relaying. Contact your email administrator. Windows (NT) Service Scheduler SQL-RD installs an application scheduler by default. If you wish to use the Windows (NT) Service scheduler you can do so by going to Options – Scheduling. You must ensure ALL of the following:

The Windows Service user has full security rights to the mailbox to be used (if you will be emailing reports).

The above user has full security rights to network files and folders (if you are reading reports across the network and if you are exporting to network folders).

The above user has full security rights to any FTP location you may be exporting to.

The above user has “Log on as service” rights on the local PC. The above user has “Act as part of the operating system” rights on

the local PC. The above user is a local administrator (or a member of the local

administrators group) of the PC. Contact your system administrator.


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Upgrading SQL-RD

SQL-RD is regularly updated to introduce new features and address known or reported bugs. These updates are released as new builds of the latest version. SQL-RD users are strongly recommended to install the latest build to make sure they are up to date with bug fixes and can enjoy new features. Please note that full information on the changes in each build is available in the product history section of our website. This document is to help you understand the SQL-RD upgrade process.

Upgrading to the latest build from an older build of the same version

To install a new build, simply download the latest build and double click on the setup file to start the installation process. You do not need to un-install the old build first as this is handled by the installation process. The SQL-RD upgrade process preserves your schedules and configuration. To ensure this, please read carefully the information in each step of the installation process and make sure you select the same installation path as the old installation when prompted. You may be prompted to enter to enter your Licence details. You can see these online by logging into Black Box in the Member Area of our website.


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Getting Started

Getting Started

An installation of SQL-RD will set up menu items in the Windows Start Menu, these are accessible via the following path: Start > All Programs > ChristianSteven Software > SQL-RD Apply Extension Key Use this link to apply and extension key which has been provided to you by Member Services. Help This opens this help file. How To ... Demos This is a link to demos on how to set up and carry out various tasks with SQL-RD. InstallUtil.InstallLog This file contains details of all SQL-RD installs and uninstallations. License Agreement This is a link to the License Agreement document. License Transfer Wizard This menu item begins the process required to move your SQL-RD license from the current PC to a different one. Please refer to Upgrading SQL-RD for more information. Purchase SQL-RD This link takes you to the ChristianSteven website where you can purchase SQL-RD licenses or upgrades.


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Registration & Activation Wizard The Registration & Activation Wizard guides you through the process of registering and activating the software. SQL-RD This is a link to start the SQL-RD Schedule Editor. SQL-RD Prerequisites This is a link to the SQL-RD prerequisites document. SQL-RD Service Monitor This is a link to start the SQL-RD NT Service Monitor interface if the service is installed. If it is not installed you will be asked whether you would like to open SQL-RD to install the NT service. Please click here for more information on the SQL-RD NT Service. Uninstall SQL-RD This is a link to uninstall SQL-RD. Please note that if upgrading this is done automatically by the installer. Visit ChristianSteven Software This menu item takes you to the ChristianSteven Software website.

Starting Up

When you start SQL-RD after the first installation you will be presented with a Welcome to SQL-RD wizard. This helps you setup and configure some basic settings that you will need. The Welcome to SQL-RD wizard allows you to handle the following: Administrator setup Messaging Configuration Registering for Support


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Administrator Setup

To use SQL-RD you must log on. Your security credentials determine what you can do and what schedules you can see. When you first use SQL-RD you must create an Administrator account. Once you are logged on as an Administrator, you can use the User Manager module to set up additional Administrators and Users, set the system to log on automatically using a specified user, assign specific folders and schedules to specified users, etc.. To create an Administrator account, simply fill in the required information in the fields above. If you forget the administrator credentials, you will need to log a support query with our Technical Support Helpdesk.


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All configuration must be performed by an Administrator. The administrator must also have full rights to all folders on the PC and the system registry (for installation, configuration and activation). IMPORTANT: Make a note of the username and password you set up as you will need these again to use SQL-RD. Click "Save" and then click "Next" to configure messaging (which is optional at this stage).


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Messaging Configuration

When you first use SQL-RD, it is important to set up all the configuration options to your needs. This tells SQL-RD important information like the type of email you are using, the type of scheduling service you wish to install, how often it should poll the database to see if there is a report to run, and so on. You can optionally specify your messaging configuration the first time you start SQL-RD. If you have specified any information, you must successfully test the settings by clicking the "Test Settings" button for the "Next" button to become enabled. If you do not want to specify messaging at this time leave all the fields blank. To see more information on Configuration Options, click here. Click "Next" to continue to register for free support (optional) .


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Registering for Support

The first time you use SQL-RD you will be prompted to register for support. This facility collects information from you through a web form. Once submitted, the information is used to generate a customer number which will be sent to you by email. This customer number is required in order to log technical support queries. You will also receive periodic information about updates to the system and promotions we may be running. If you do not have Internet access on the PC you have installed SQL-RD you can register for free support by visiting the SQL-RD support page on our website: Evaluation users: Follow the prompts and fill out the web form. You will receive your customer number by email. Enter your new customer number in Options - General to stop SQL-RD from prompting you to register again.


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Licensed users: Select "Cancel". Then go to Options - General and enter the customer number you were sent at the time of purchase. Important: We respond to all queries by email. Please ensure that all emails from "christiansteven.com" are allowed through your anti-spam and other security systems irrespective of content. This is important as customer numbers, product keys, code sample etc can contain "nonsense" phrases and may be quarantined by your security system. If you have not received any response to your query or registration within 24 hours, please ensure that "christiansteven.com" is white-listed by your security system. Check your "spam" or "quarantined" folders, and then re-submit your query. Support Queries: Because of the amount of spam and hoaxes we receive daily, support queries are only allowed through our security system if you use a valid customer number. You can register free for support. You will receive an email with a valid customer number. Registration is free. Once complete, click "Next" to get to the finish screen.


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You can elect to go to configure advanced system settings when you click 'Finish'. Click "Finish" to complete the Welcome to SQL-RD wizard.


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Configuration Options

Configuration Options

Configuration Options are stored in the "Options" module. You can access this module by several routes: From the menu

From the tool bar

From the task pane

From the task dock


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The module is divided into the following sections:

General Messaging Scheduler Housekeeping User Defaults Default Destinations Clustering System Paths Audit Trail Default Tasks


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General

User Experience

Customer #: Your customer number is provided by ChristianSteven when you register for support (FREE) or buy the software. Technical support is only provided (FREE) to registered users. For all users - evaluation and licensed users - Technical support is provided FREE for the first 12 months. Licensed users are automatically registered for support, but evaluation users have to register for support to obtain a customer number. Enter your customer number here when you have received it from ChristianSteven. This will also stop SQL-RD from prompting you to register. Automatically refresh desktop: When viewing the SQL-RD desktop (especially when using "Detail" view) this option will refresh the screen every x seconds. So you can see an up to date status of your schedules at a glance without having to refresh the system manually. Only convert remote paths to UNC: This setting instructs SQL-RD to only convert remote paths to UNC. This helps prevent any path resolution problems you may otherwise have.


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Use the Process Watcher for manual executions: This setting instructs SQL-RD to use the Process Watcher for manual executions. Use Relative Time: This setting lets you select whether timings should be displayed and saved in the time zone of the scheduler or the time zone of the user (if they are different).

Error Handling

Send an Email: Choose to be notified by email if a report fails to run successfully. Send an SMS: Choose to receive an SMS text message on your cellphone if a report fails to run successfully. An error log database file is stored in the installation folder (typically, Program Files\Christiansteven\SQL-RD). You can view the log file from the System Monitor.

Misc

Compacting the System *: SQL-RD stores the schedule information and all your settings locally in an MS Access database. Access databases can grow very quickly, most of it consisting of empty unused space. When your database size exceeds 50 MB, SQL-RD will prompt you to "Compact the system". The compacting process reduces the size of the database, and re-indexes the records, repairing any corrupted records in the process. Uncheck the option if you do not want SQL-RD to prompt you. Important: The compacting process requires that no other applications are using the access database e.g. the SQL-RD scheduling services. SQL-RD will close down any applications including the scheduling service and the editor whilst performing this process. For Advanced users: You may manually compact and re-index the database directly in MS Access 2000 or above. Here's what to do:

1. Ensure that the database is not in use by the SQL-RD Editor, the schedulers or anything else.

2. Open Program Files\SQL-RD\SQL-RDLive.dat with MS Access. 3. In MS Access, go to Tools - Database Utilities and select "Compact and

Repair"


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* Only if you are using File System (Default). When using SQL or ODBC compliant database, this functionality will have no effect, and you should use the maintenance and housekeeping tools in your database to re-index and compact the database as and when it is necessary.


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Messaging

Messaging

SQL-RD provides two messaging options:

Email SMS (Cell Phone Text)


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Email

Email

SQL-RD provides the following options to integrate email.

None MAPI SMTP SQL-RDMail GroupWise


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None

Select "None" if you will not be using SQL-RD to send emails. You will still be able to use SQL-RD to print, export to folder, or export to an FTP destination, etc.


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MAPI

Use this option to integrate with a MAPI compliant email system e.g. Outlook or Exchange. This requires the installation of "Collaboration Data Objects" from your Outlook or Office installation disk. Once the "CDO" objects are installed, you may need to register them again. You may do this from within "Housekeeping" Options. MAPI Profile: Enter the name of your MAPI profile. This is how SQL-RD will communicate with your email system, global address book, and other email functions. Depending on the version of Windows you are running, your security rights, and the service packs you have installed, the drop-down may not show the list of profiles which exist on your PC. Simply go to Windows Control Panel - Mail and take a look to see what your default profile is set to be. Then simply type this profile's name into the box. More often than not, the profile name will be "Outlook" or "MS Exchange Settings", but this is not always the case. Password: Enter your password. More: The following options allow you to select addtional options for the MAPI settings as below:


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Test Settings: Click this button to ensure that the above settings are correct. This sends an email to the address supplied to the prompt. The "Apply" button remains unavailable until the above credentials have been verified. Clear Settings: This will clear any previous email settings you have entered. Try re-sending failed mails: Select this option if you would like SQL-RD to keep trying to send failed emails. This is useful if you know you have an unreliable email server. Text character Encoding: Encoding is used by Operating systems to determine how to display emails on the recipient's PC. US-ASCII is standard for most languages. However, if you are using Japanese characters, then you should select ISO-2022-JP.


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SMTP

Use this option to connect to an SMTP mail server. SMTP Mail User ID: Enter the user id provided by your email administrator. This is not always required, so can be left blank, but check with your email administrator first. Password: Enter the password provided by your email administrator. This is not always required, so can be left blank, but check with your email administrator first. Server name: Enter your SMTP server details. You can use the mail server name or the IP address. Sender Address: When the email is received, this will be the "From" address displayed. Sender Name: When the email is received, this will be the displayed Sender Name.


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SMTP Timeout: Use this to determine how long SQL-RD will wait for a connection from your SMTP server before declaring a failure. The default is 30 seconds, but you may need to adjust this to deal with your own circumstances. Test Settings: Click this button to ensure that the above settings are correct. The "Apply" button remains unavailable until the above credentials have been verified. Clear Settings: This will clear any previous email settings you have entered. Try re-sending failed mails: Select this option if you would like SQL-RD to keep trying to send failed emails. This is useful if you know you have an unreliable email server. Advanced: You can use the advanced options to set up options such as "POP before SMTP" if they are required by your SMTP server.


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Please note you will need to verify the settings before they can be saved. Add More: You can set up more than one SMTP server. You can use some as backup servers, or you can have different schedules emailing reports using different servers. For more information click here. Text character Encoding Encoding Type: Encoding is used by Operating systems to determine how to display emails on the recipient's PC. US-ASCII is standard for most languages. However, if you are using Japanese characters, then you should select ISO-2022-JP.


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SQL-RD Mail

What is SQL-RDMail? If you do not have access to a MAPI compliant mail system, or an SMTP mail server, or you simply do not want to use your own infrastructure to send mails to recipients, you may choose to use SQL-RDMail. SQL-RDMail is ChristianSteven's own SMTP Server. Before using it, be aware of the following:

The PC or Server you are running SQL-RD on must have access to the internet

Whilst we do our best to ensure prompt delivery of mail, we cannot make any guarantees of delivery. We have huge capacity, and a lot of built in redundancy, but if the general speed of the internet is slow ( as a result of a worldwide virus attack, for example), delivery may not be as quick as you would want. By the same token, ChristianSteven Software cannot be held responsible for any loss or corruption of emails in transit.

SQL-RDMail sends email OUT only. It cannot receive emails. Emails are not sent securely and there is no encryption. Our server does not scan for viruses, worms, etc. It is your responsibility

to ensure that the SQL-RD PC/Server is protected. It is also your


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responsibility if you infect your recipient with a virus or worm by sending email from an unprotected PC/Server.

Using SQL-RD and/or SQL-RDMail to SPAM is strictly forbidden. Violators will be switched off, not be supported, and reported to the relevant authorities. To stop SQL-RD from being used as a spam tool, you are able to send 60 - 100 emails per hour. When the limit has been reached, your account will be temporarily disabled until the end of the hour, when it will be enabled again.

SQL-RDMail Setup Activate Account: Click this to send an activation request to ChristianSteven. Enter your customer number when requested. (Your customer number is sent to you in your registration email). We will set up an account for you and send you back confirmation. This process can take up to 10 UK working hours, so be patient. Sender Name: Enter your name. Sender Address: This is what will appear to the recipient as the "From" email address Test Settings: Click this button to ensure that the above settings are correct. The "Apply" button remains unavailable until the above credentials have been verified. Clear Settings: This will clear any previous email settings you have entered. Try re-sending failed mails: Select this option if you would like SQL-RD to keep trying to send failed emails. Text Character Encoding: If you are using Japanese character text in the body of your email, change this to ISO-2022-JP. Otherwise, leave it at US-ASCII. IMPORTANT YOUR SQL-RDMAIL ACCOUNT WILL NOT WORK UNTIL WE HAVE SET IT UP. WE WILL EMAIL YOU WHEN THIS IS DONE. SQL-RDMAIL COMES AS PART OF YOUR SUPPORT/MAINTENANCE PACKAGE (FREE IN THE FIRST YEAR). IF YOU DO NOT RENEW YOUR MAINTENANCE ANNUALLY, SQL-RDMAIL WILL STOP WORKING WHEN YOUR ANNUAL MAINTENANCE LAPSES.


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GroupWise

The GroupWise client must be installed on the SQL-RD PC for this option to work. Please obtain the required information from your email administrator.


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SMS

SMS

You configure SQL-RD to send you notifications by SMS. Please see the following:

How SMS Works Setting Up SMS SMS Service Provider Information


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How SMS Works

SQL-RD sends SMS messages using two methods: By modem connected to a phone line: Your cell phone provider provides you with a special telephone number (SMSC Number) when this number is dialled, an SMS device connects to the line, and SQL-RD sends the required information to your provider. A normal cell phone works by sending text to the SMSC number programmed in the phone. If you use an SMSC dial-in provider to send SMS messages, you just need a standard Hayes compatible modem. Because SMSC centers operate at low speed, you don't need a fast modem. A Standard 96000 bps modem is already sufficient. Ensure you set your modem to use the speed required by your service provider. Click here to see more information on providers, numbers and settings. IMPORTANT: When using an SMSC dial-in provider, you can only send SMS messages, not receive. By direct connection to a cell phone or GSM Modem: If you have a cell phone connected to a COM port on your PC, SQL-RD can interface directly with the cell phone and send messages. You can use a GSM Modem or GSM Phone for sending SMS messages. SQL-RD supports the majority of the GSM modems available on the market, and supports most 'business' GSM phones, i.e. GSM phones that support the AT+C command set. We recommends a dedicated GSM modem instead of a GSM phone; a GSM modem is more reliable and faster. We recommends WaveCom Fastrack GSM modems. There are many GSM modems and GSM phones available today, and we do support most of these devices. The SMS component manufacturer has successfully tested the following GSM Modems and GSM phones: GSM modems and GSM phones that were successfully tested Brand Type Send Receive Comments Ericsson Ericsson T18s True True Ericsson T28s True True Ericsson T39 True True

Itegno Itegno True True Use modem driver and TAPI (USB Modem)

Nokia Nokia 30 True True Nokia 3310 False False Nokia 3330 False False Nokia 3410 False False


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Nokia 5110 False False Nokia 5190 False False Nokia 5210 False False Nokia 6110 False False Nokia 6150 False False Nokia 6190 False False Nokia 6210 True True Nokia 6220 True True Nokia 6310 True True Nokia 6310i True True Nokia 6600 True True Nokia 7600 True True Nokia 8910 True True Siemens Siemens C25 True True Siemens C35 True True Siemens C45 True True Siemens M35 True True Siemens M45 True True Siemens MC35 True True Siemens S35 True True Siemens TC35 True True Sony Ericsson Sony Ericsson T310 True True Sony Ericsson T610 True True Sony Ericsson T630 True True Sony Ericsson T68 True True

WaveCom WaveCom Fastrack M1206B

True True Use 'Standard 56000 bps' driver

WaveCom Fastrack M1306B

True True Use 'Standard 56000 bps' driver

WaveCom Integra True True Whilst we have provided information here on the phones which have been tested, we make no guarantee that SQL-RD will work with any of the above phones, or any other phones. We do not advise or train on the installation of GSM modems and phones. For more information, please speak to your telephone system administrator and refer to the user manuals and manufacturer of your phone or GSM modem. Note: Whilst the list above indicates that SMS could be received, this facility has not been enabled in SQL-RD. Within SQL-RD, the component can only send SMS. SQL-RD cannot receive and process SMS messages.


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Setting Up SMS

Device: Select your Modem or COM port from the list. All Other Settings: Please refer to the phone settings shown here, or speak to your SMS provider, GSM Modem or GSM phone user manual.


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SMS Service Provider Information

There are many service providers offering pager/SMS services today. At time of publication, we were provided with a list of service providers and the settings they require. However, we cannot guarantee that all of the service providers mentioned below are working fine, or that SQL-RD will work with your service provider. For more up to date information, please speak to your own SMS service provider.

Country Provider Phone (SMSC #)

Protocol Modem speed

Modem settings (databits,parity, stopbits)

Password Comments

Australia Link 0738326002 TAP 1200 8,n,1

Orange +61 394175949

TAP 9600 8,n,1 REQUIRED

Telstra 125107 TAP No EOT

1200 7,e,1 mnmail

Austria AirPage 06883322111 TAP 1200 7,e,1 CallMe 090066911 TAP 1200 7,e,1 Mobilkom 090066914 TAP 2400 Unknown

Belgium Mobistar 0495955205 UCP 2400 8,n,1

Not accepting messages to foreign countries.

Proximus 0475161621 TAP 2400 8,n,1

Accepting messages to local and foreign countries. Foreign addresses must have format like this: 4412345678. Not accepted:


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004412345678

Canada Cantel 5148620630 TAP 1200 7,e,1

Not accepting SMS messages to outside countries

PageNet1 4167159999 TAP 1200 7,e,1 PageNet2 4167912499 TAP 1200 7,e,1 Telus 14032532266 TAP 1200 7,e,1

Denmark TeleDanmark Mobil

90131201 UCP 1200 8,n,1

Finland Sonera 209801 TAP 1200 8,n,1 Germany D1 Alpha 01712092522 TAP 2400 8,n,1 D2 1722278020 UCP 2400 8,n,1 E-Plus 01771167 TAP 2400 7,e,1 TelMI 016601010101 TAP 1200 7,e,1

Iceland Landssími Íslands

05665395 TAP 2400 8,n,1

Landssími Íslands

9541010 UCP 1200 8,n,1

Ireland Eircell 0312607000 TAP 1200 7,e,1 Esat Digifone 03868525352 TAP 2400 8,n,1

Ireland Esat Digifone

868525352 TAP 1200 8,n,1

Netherlands KPN 0653141414 UCP 1200 8,n,1 New Zealand

Telecom Paging

0264001283 TAP 1200 7,e,1

Telecom Paging

043844476 TAP 1200 7,e,1

Norway N,Telenor,UCP 096890060 UCP 1200 8,n,1 NetCom 092000890 TAP 1200 7,e,1 Telenor Mobil 096890050 TAP 1200 7,e,1


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PS Portugal TMN 962113000 UCP 1200 8,n,1 Sweden Telia 0740930000 UCP 1200 8,n,1

Switzerland Telepage Private

0740900003 TAP 1200 7,e,1

Telepage Swiss 0740900103 TAP 1200 7,e,1 UK BT EasyReach 09011130000 TAP 1200 7,e,1 BT Pager 08457581354 TAP 1200 7,e,1 Cellnet 7860980480 TAP 300 8,n,1 Hutchison 0941100400 TAP 1200 7,e,1 One2One 07956201072 TAP 1200 7,e,1 One2One 07958879889 TAP 1200 7,e,1 Orange Fleet 07973100601 TAP 1200 8,n,1 PageOne 0640900199 TAP 1200 7,e,1 VodaZap 07666699699 TAP 2400 8,n,1 USA AirTouch 8003260038 TAP 1200 7,e,1 Ameritech 13125149243 TAP 2400 7,e,1 Bellsouth 18008682835 TAP 300 7,e,1 Cellone 18888787727 TAP 1200 7,e,1 MetroCall 18009171168 TAP 1200 7,e,1 Mobile Comm 18009464644 TAP 1200 7,e,1 Mobile Media 18006225742 TAP 1200 7,e,1 NexTel1 18013016683 TAP 1200 7,e,1 NexTel2 13129076683 TAP 1200 7,e,1 PageMart 180084649499 TAP 1200 7,e,1 PageNet 18007208398 TAP 1200 7,e,1 SkyTel 16013600504 TAP 1200 7,e,1 SkyTel 18007596366 TAP 1200 7,e,1 Sprint PCS 18886561727 TAP 1200 7,e,1 USA Mobile 18005899776 TAP 1200 7,e,1 VoiceStream 18009378941 TAP 1200 7,e,1


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Scheduler

Scheduler

The following scheduling options are available:

None Application Scheduler (Background) Windows Service Scheduler (Also known as NT service)


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None

SQL-RD can be used as an ad-hoc report managing tool with no scheduling. If you do not want any automated scheduling, select this option. You will need to execute each schedule manually. This option is also used to uninstall any previously installed scheduling services. Apply Settings: After selecting "None", click "Apply Settings" to uninstall any previously installed schedulers and apply the new settings.


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Application Scheduler

The background application scheduler is a windows application which monitors SQL-RD and fires off reports when they become due. It is an application, therefore it will stop working if the user logs off or the PC is shut down *. Here is how to install it:

Select "Use background scheduling application" Click "Apply Settings" to install the scheduler. Click "Start Service" to start the scheduler.

When the scheduler is running, you will see an icon the windows system tray (next to the clock). Right-click on this icon to

temporarily switch off the scheduler until you log on again temporarily pause scheduling enter the SQL-RD editor Start a stand alone instance of the System Monitor.

Left click on this icon to see

Last polled date/time Last polled results (number of schedules found and executed)


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Time to next poll Whenever the SQL-RD Editor is started, it checks to see if the scheduler is switched off, and switches it on if it finds this to be the case. To stop this behaviour, check the "Do note check and restart...". * If you want to be able to log off the PC without stopping SQL-RD scheduling, then you must install and use the Windows (NT) Service Scheduler. Polling Interval: The schedule polls the SQL-RD schedule database at regular intervals to see if there are any schedules to execute. The polling interval defines how often you wish scheduler to check for schedules. There are separate polling intervals for standard schedules and event-based schedules available. CPU Priority: Determine how CPU is prioritized by Windows for SQL-RD during the exporting of reports. Multi-threading: This allows up to 4 reports to be exported simultaneously. Your system resources will be shared so this will not always mean that reports will take 1/4 the normal time. For example: You have 4 reports. Each one takes 15 minutes to export. In single threaded mode, it would take 1 hour to complete the export In multi-threaded mode, you would expect it to take 15 minutes for all 4. However, the sharing of your system resources by 4 reports may result in each report taking longer that 15 minutes and the total time for 4 reports may be more than 15 minutes (but definitely less than 1 hour). Editor startup: You can use the options in the Miscellaneous section to further instruct SQL-RD how to handle the scheduler on Editor start up.


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NT (Windows) Service Scheduler

The NT service is a windows service. It installs into the windows "Services" control panel. Before installing this option, you must ensure that the following is already in place:

You are logged on as the NT service user The above user has the following windows security rights on the PC you

are installing it on: 1. "Act as part of the operating system" 2. "Log on as a service" 3. Is a member of the "Local Administrators" security group 4. If you are using MS Exchange Server, the above user must have

full rights to the designated email account. These security requirements are stipulated by Windows. If you are unsure how to set up Windows security settings, your system administrator will be able to help. Windows Domain: Type in the Domain name. If you are using MS Exchange Server, then this must be your network domain so that SQL-RD can connect to your Exchange server.


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Windows User Name: Enter the username for the above user. Windows Password: Enter the password for the above user. Apply Settings: Click to install the service. If you have configured SQL-RD to use MAPI mail, you will be prompted to select

Outlook Standalone Exchange Server

Select the type of email system you are using and follow the prompts to complete configuration of the service. The service will be visible in the windows "Services" control panel and will be known as "SQL-RD". Also visible will be "SQL-RD Monitor". This is a monitoring service which ensures that the SQL-RD service is continually running. Start Service: Click to start the service once it is installed. Whenever the SQL-RD Editor is started, it checks to see if the scheduler is switched off, and switches it on if it finds this to be the case. To stop this behaviour, check the "Do not check and restart..." option. As this is a windows service, it will continue to run scheduled reports even when there is no user logged on to the PC. However, it will not run if the PC is switched off. If any of the above credentials are changed e.g. the password is changed or times out, the service will stop running. Under these circumstances, you will have to uninstall it and re-install it ensuring you enter the new credentials correctly. We recommend that your system administrator ensures that the NT user's credentials never change and never time out. Warning: Installing the service, and other configuration activities in SQL-RD, must NOT be done by remote control using Windows XP remote capabilities, or Terminal services. These applications do not save the settings on the PC, only in the virtual "session" you are using at the time. The correct security requirements are therefore not passed to the service, or SQL-RD, and this will cause spurious results e.g. service not polling, or schedules executing at wrong times or on wrong dates. If you must use remote control, we recommend PcAnywhere or VNC. Polling Interval: The schedule polls the SQL-RD schedule database at regular intervals


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to see if there are any schedules to execute. The polling interval defines how often you wish scheduler to check. You can have separate polling intervals for standard schedules and event based schedules. CPU Priority: Determine how CPU is prioritized by Windows for SQL-RD during the exporting of reports. Multi-threading: This allows up to 4 reports to be exported simultaneously. Your system resources will be shared so this will not always mean that reports will take 1/4 the normal time. For example: You have 4 reports. Each one takes 15 minutes to export. In single threaded mode, it would take 1 hour to complete the export In multi-threaded mode, you would expect it to take 15 minutes for all 4. However, the sharing of your system resources by 4 reports may result in each report taking longer that 15 minutes and the total time for 4 reports may be more than 15 minutes (but definitely less than 1 hour). Editor startup: You can use the options in the Miscellaneous section to further instruct SQL-RD how to handle the scheduler on Editor start up.


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Housekeeping

Housekeeping

The options in housekeeping help you manage settings that help you manage resources SQL-RD works with. This include the following:

Components Folder Housekeeping


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Components

From time to time, the main dlls required to run SQL-RD successfully will need to be re-registered into your system registry. This need may arise as a result of the install or uninstall process of other applications you may be running on your PC. To re-register, simply select the component with the error and select "Register component". Depending on the version of SQL-RD you have, you may not have all components in the list. Do not worry. Only components relevant to the version of SQL-RD you are running will be in the list. Important: During the re-registering process, you must ensure that you are logged into the PC as the Local Administrator in order to ensure that you have full security rights to the complete system registry. You may also need to restart the PC after registering the components to ensure that the new settings are stored by Windows. Archive Schedules: This option will move "disabled" schedules to an "Archive" folder. They can be "enabled" again and moved other folders, but this option keeps your folders neat and easier to manage.


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Auto Compact and Repair system files: The SQL-RD system files, like all databases, need repairing and re-indexing from time to time. (Only applicable if you are using the local file system). This option allows SQL-RD to look after itself by repairing and re-indexing on a regular basis. Note: If the SQL-RD Editor is open at the time specified, SQL-RD will automatically close it before compacting the system.


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Folder Housekeeping

To stop your destination folders from getting too full, simply add the folder to the list and define when files should be deleted. Click the green plus button to add new paths.

Note: This can be used for any folder on your system. It is not restricted to SQL-RD folders.


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User Defaults

User Defaults

User Defaults let you set default values for the following settings for use in SQL-RD:

Messaging Defaults Database Defaults Miscellaneous


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Messaging Defaults

Messaging Defaults: You can set up standard email messages and signatures, and use these as the email text for scheduled reports. Simply enter the text you wish to use. You can also include a default attachment e.g. business card or any other file. For each schedule, you can overwrite the default email text and enter your own. For more information on how to do this, click here.


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Database Defaults

If your reports all log into the same database, you can store the database credentials here and save having to enter them into each and every schedule.


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Miscellaneous

Default Report Location: When a path is entered here, SQL-RD will always take you to this folder when you are browsing for a report. Default Date Stamp: When you select to append a date/time stamp to a report, this default format will be pre-filled, saving you from having to select a format each time you write a schedule.


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Default Destinations

Default destinations can be reused whilst creating new schedules. The facility saves you from having to create the same destinations over and over again. For more information on how to set up destinations, click here. You can also set up specific destinations for testing purposes. To test a schedule using a designated destination instead of the schedule's actual destination, right-click on the schedule. Select Tools - Test Schedule. You will be presented with a list of the default destinations you have set up here and you can choose any one of them.


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Clustering

If you have a large number of reports to send out in a small time window, you may want to run several installations of SQL-RD on several PCs to speed things up. Under normal circumstances, you would have to write different schedules on each PC and maintain each as a separate installation. In a SQL-RD cluster, however, two or more PCs have SQL-RD installed and communicate with each other to send out more reports in a shorter time. When clustering is set up, you only need to maintain your schedules on one PC (Master). The others (Slaves) will take their instruction from the Master. Preparing to Set up a cluster: Each PC in the cluster must receive a full installation of SQL-RD. Ensure that each PC has all the SQL-RD pre-requisites in place e.g. latest service pack; Crystal Reports Developer or Developer Advanced edition, the latest Crystal runtime modules, updates and hotfiles; security rights etc. For each installation, write one or two schedules using report files you will actually be using in a production environment.


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Test each installation thoroughly to ensure that it works correctly as a stand - alone installation. e.g. emails get sent, the NT service has all the correct rights, SQL-RD has rights to the source file folder, SQL-RD has rights to export to network folders, etc. When you are satisfied that your installations are all running correctly, you are ready to set up a cluster. Switching on Clustering: On the PC you have designated as Master do the following:

1. Check "enable SQL-RD Clustering on this Machine" 2. Give it the role of "Master" 3. The Slave Timeout determines how long the Master should wait for a

slave to accept an instruction. If the slave has not accepted an instruction after this time, the Master will move to the next slave. The slave timeout value determines how fast round the cluster the instructions go. Care should be taken to make this a reasonable value. For example, if this is set to 1 second, your schedules may never run as the slaves have not been given enough time to respond. On the other hand, if this is set to 300 seconds, the Master will wait 5 minutes before moving on. This is no good if you have a cluster of a large number of machines as it will take too long for SQL-RD to go round the entire cluster. We recommend no less than 15 seconds.

4. Click "Add" to add a slave to the cluster. You will be prompted to navigate to the Slave's SQL-RD folder. Once the master has accepted the slave, the slave will no longer run any schedules that were set up locally on it. It will be dedicated to running schedules sent to it by the Master.

Click "Apply" to apply your settings. Your cluster is now set up. SQL-RD Clustering is a powerful and useful tool. Load balancing is inherent in the methodology. Here is an example of how it helps: Problem: John has 10 reports to run. Each report takes 2 hours to generate. But they must all generate between 1am and 4am. How does John ensure that his reports are all produced in this time window? Solution: John sets up a SQL-RD cluster consisting of 3 PCs. 1 master and 2 slaves. All have multi-threading switched on. At 1am, the master will distribute the reports as follows: - Report 1 to Master - Report 2 to Slave 1


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- Report 3 to Slave 2 - Report 4 to Master - Report 5 to Slave 1 - Report 6 to Slave 2 - Report 7 to Master - Report 8 to Slave 1 - Report 9 to Slave 2 - Report 10 to Master All 10 report will run simultaneously and should be completed before the 4am deadline.


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System Paths

Cached Data Folder: SQL-RD stores information which is used by event-based and other schedules Snapshots folder: This is where Snapshots will be stored. Temporary Output Folder: SQL-RD uses this folder to store temporary files. To automatically clear down this folder so that your PC does not run out of disk space, set it up in Folder Housekeeping. Cached Reports Folder: SQL-RD stores copies of your report files (*.rpt) and executes these copies. The copies are cached in this folder. Sent Messages Repository (SMTP): SQL-RD will use this folder to store information on your sent email messages via your configured SMTP server.


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Audit Trail

An audit trail showing common activities can be switched on here. Audit information is not stored in SQL-RD and you must create and designate an external ODBC compliant database for storage.


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Default Tasks

You can use the Default Tasks section to create and store a copy of your most used custom task list for easy insertion into schedules.


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User Interface

User Interface

SQL-RD features an easy to use interface. Please see the following topics to see how to access the various features available:

Main Menu Toolbars Task Pane Task Dock SQL-RD Explorer SQL-RD Outlook Smart Folders System Folders


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Main Menu

Main Menu

The Main Menu in SQL-RD provides simple well organized access to all the main functions in the program.

The following items are available from the main menu:

File View Tools System Windows Help


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File

Open Report: You can use this to directly open a report without specifying any parameters and other settings in the SQL-RD schedule. New: From here, you can create a new folder, smart folder, and a variety of schedules. Keyboard shortcuts are also shown here. To reach this option by keyboard shortcut, select ALT+f n Click on the following links for more information:

Folder Smart Folder Single Report Schedule Packaged Reports Schedule Dynamic Schedule Dynamic Package Schedule Automation Schedule Event-Based Schedule Event Based Package Bursting Schedule Data-Driven Schedule Data-Driven Package Schedule

Show Desktop: For quick navigation to the SQL-RD desktop, select this option. To reach this option by keyboard shortcut, select ALT+f s


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Log Out: Click this option to quickly log out of SQL-RD and log back in as another user. Exit: Use this option to quit SQL-RD. To reach this option by keyboard shortcut, select ALT+f x


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View

Icons: This will show all folders and schedules as icons. List: This will show schedules and folders as a simple list Tile: This will show schedules and folders in a tiled view Details: This will show all schedules with extra details. To determine what details you wish to see, select "Choose Details" Choose Details:


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Check the properties you would like to see when using "Detail" view. Use the arrows to determine the order the columns will be shown. Themes:

Select your preferred theme. Refresh: This will refresh the screen and pull through any recent changes. Task Dock:


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Select this option to switch the task dock off or on. Task Pane: Use this option to remove or re-instate the task pane.


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Tools

Options: This brings up the "Options" module used for configuration and settings. For more information on the "Options" module, click here. System Monitor: This brings up the "System Monitor" module used to view scheduling and other system events and processes. For more information on the "System Monitor" module, click here. User Manager: The User Manager module allows you to set up users and administrators. Click here for more information. Address Book: SQL-RD has its own internal address book. For more information, click here. Custom Calendar: This allows you to set up your own frequency calendars e.g. 4-4-3, 4-4-5 etc. For more information, click here. Operational hours: This allows to set hours during which Event-Based schedules can be triggered off. For more information, please click here. SMTP Servers Manager: You can configure and manage any number of SMTP servers. You can use different SMTP servers for different schedules. You can setup SMTP servers as backup servers (in case the main server is down). For more information, click here.


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Remote Administration: Control a remote installation of SQL-RD from your desktop. Click here for more information. Export Schedules: Use this option to export schedules from this installation of SQL-RD to another one. For more information click here. Getting Started: This brings up an overview screen on what you ca do with SQL-RD.


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System

System: You can backup/restore the system and also run a "repair and compact" process from the System menu item. Please Click here for more details.


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Windows

This provides standard functionality on how you wish your windows to be arranged - and enables selection from a list of open windows.


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Help

About SQL-RD: This option brings up the "about" screen with version & user information. SQL-RD Help: brings up this help file. Check for Updates: This checks if there is a new build of SQL-RD available. Please note this requires internet access.

SQL-RD on the web: Takes you to useful information about SQL-RD on our website. Click the links to Search the Knowledge Base and browse the user forum or view the SQL-RD Product page.


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Support - Create Support Files: When you register a technical support ticket, the support desk may need to examine your SQL-RD database contents. This option extracts the information out of your database and places it in a file format ready to be mailed to the support desk. Your SQL-RD error log file (if it exists) may also be included. Select this option when requested by the technical support desk. Support - Technical Support: Click on this to log a call with our support desk. Note: You must be registered to get support. Support is free for the first 12 months for all users (including evaluation users). SQL-RD support and maintenance is free for the first 12 months of use (including evaluation users). Our only requirement is that you register for support. Use this option to visit our website and register for support.


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Once you have purchased a SQL-RD license you need to activate the installation so SQL-RD functions as the edition you have purchased. Activation & Registration - Activate SQL-RD: Use this option to Register and/or Activate SQL-RD. Please note that activation requires you to have purchased a license. Activation & Registration - Deactivate SQL-RD: Use this option to deactivate SQL-RD. License Agreement: This brings up the SQL-RD License Agreement. Feature Upgrade Wizard: The feature upgrade feature allows you to apply additional features you have bought.


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Toolbars

Toolbars

SQL-RD provides additional Toolbars to provide shorter paths to often used features. These are:

General Toolbar Advanced Toolbar


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General Toolbar

The General Toolbar can be toggled from the Toolbar option in the View menu item on the main menu. It provides quick access to the following features: Moving up a folder

Click this button to move into the parent folder of the current folder. Create a New Folder

Click this button to create a new folder in the current folder. Create a Smart Folder

Click this button to create a new Smart Folder. Create a New Schedule

Use the dropdown menu to create a new report schedule. The "New Schedule" button serves a dual purpose:

Click on the arrow to expose the complete list of schedule wizards Click on the button to create a schedule. The default wizard will be the last

wizard you used. Preview Reports


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This button enables you to preview the report for a selected schedule. Delete an Item

This allows you to delete a selected item. Configuration Options

Click this button to access the Configuration Options. System Monitor

Click this button to access the System Monitor. SQL-RD Help

Click this button to access SQL-RD Help Documentation. Search Tool

Type in the field to search for an item in the current folder. Click the red button to clear the search field.


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Advanced Toolbar

The Advanced Toolbar provides quick and easy access to the more advanced tools available in SQL-RD.

Data Items This button allows you quick access to the Data Items module. Please click here for more details. User Constants This button provides quick access to User Constants. Please click here for more details. User Manager. This button provides access to the User Manager. SMTP Server This button provides access to the SMTP Servers Manager. Remote Admin This dropdown menu allows you to connect or disconnect to a remote SQL-RD installation. Please click here for more information. System This dropdown menu allows you to quickly carry out system functions. Please click here for more information. Export Schedules This button allows you to quickly export schedules. Please click here for more information. Custom Calendar This button allows you to quickly launch the Custom Calendar tool. Operational Hours This button allows you to access the Operational Hours module.


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Task Pane

The task pane provides quick links to frequently used functions. Task Pane Functionality

Undock the pane by clicking the top of the pane and dragging it away from the side.


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Dock the pane by dragging it to the left of your screen or to the right. The pane cannot be docked at the top or the bottom.

Close the pane by clicking the "x" in the top right hand corner of the pane. To show the task pane again, go to View - Task Pane.

The bottom of the pane shows the user logged into the system at the time, and their security status. Also shown is the type of database system used by SQL-RD to store schedule information e.g. File (local MS Access file), ODBC (remote database via ODBC DSN), etc.

New

The schedule items in this section allow you to quickly create new schedules.

View

Options: This launches the configuration options module. System Monitor: This launches the System Monitor module. Properties: This opens the properties of a selected schedule in the SQL-RD Explorer pane.

Edit

Custom Calendar: This launches the Custom Calendar module. Address Book: This launches the Address Book module.

Help

SQL-RD Help: View this Help file. The remaining options in this section allow you to browse the User Forums, Knowledge Base and How To Demos available online. The task pane also provides some system information on the following:

The User you are logged in as. The connection the SQL-RD system database is using.


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Task Dock

The Task Dock provides an alternate way to access modules, start new schedules and access items in the Help section of the main menu. Simply roll over the mouse on an item and click to activate it.


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SQL-RD Explorer

SQL-RD provides a familiar "Explorer-like" interface to help you manage your folders. Folders help you manage and organize your reports and frequencies.

The SQL-RD Explorer interface is divided into two sections. The left pane contains the tree like navigation tool to help you navigate folders quickly.


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Selecting and right-clicking on a folder in the left pane reveals the actions you can take using a folder. Open: This opens a new window showing the contents of the folder. Move: This options a folder selection dialogue to allow you to choose a folder to move the folder. Rename: This allows you to rename the folder. Delete: This allows you to delete the folder. All Contents: This option allows you to apply the selected action to all the contents of the folder.

Refresh: This refreshes the cached report the schedule uses for the report. Disable: This disables all schedules in the current folder and any child folders. Enable: This enables all schedules in the current folder and any child folders. Execute: This allows you to manually execute all schedules in the selected folder and any child folders.

The context menu for the folder is also available if you right click in the right pane of SQL-RD Explorer.


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You can create a new folder by right-clicking on an empty space in the right pane and selecting New > Folder. You can also click on the "New Folder" button on the toolbar, right click in the parent folder and select New - Folder, or Select File - New from the menu.

When creating a new schedule you also have the option to create a folder.


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Select the parent folder and click "OK" Enter a name for the new folder and click OK. .recovered folder: The ".recovered" folder is an automatic folder that is created by SQL-RD to recover schedules and folders that were not deleted correctly. Please check in this folder for any missing schedules.


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SQL-RD Outlook

SQL-RD Outlook is a new interface in SQL-RD that allows you to view your schedules in several different ways. To switch to this view click the SQL-RD Outlook tab below the default SQL-RD Explorer tab that is selected.


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The SQL-RD Outlook view is divided into left and right panes. The left pane contains options and controls which affect the view that is presented in the main viewing pane on the right. The Calendar

The first section in the left pane is the Calendar section. This allows you to navigate to any desired date by clicking on the date. A selected date has its background grayed and the current date is highlighted with a red border. Selecting a range of dates in the calendar item displays that range in the right hand pane with the selected view style.


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You can move through the months and eventually years by clicking on the left and right buttons on <Month> <Year> display area or click any grayed out dates for the next or previous month. You can collapse and expand the Calendar or any section by clicking the arrow toggle in the top right hand corner of the section. The Filter

The Filter section allows you to select the types of schedules for which information will be presented in the main viewing pane. For example, the selection shown in the figure above will mean the current view on the right will present information on all types of schedules that are available. The View Style

The view style allows you to change the view that is presented in the viewing pane on the right. The default view style when you switch to the SQL-RD Outlook view is the Day View shown below.


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This shows you information on schedules for the hours between 12:00am and 11:59pm for the day that you have selected in the Calendar section. You can select a schedule and move it to change the scheduled times.

Selecting the Week View option presents the following:


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This shows you information on schedules that fall in the week that contains the day you have selected in the Calendar tool. The Current day if it is in this week is highlighted in orange. The Month view as shown below shows by default the information on selected schedules for the current month. You can also scroll through to other months in this view in a 2 year range.


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The Gantt View


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The Gantt view allows you to view the schedules in a Gantt chart which you can further modify using the options below the chart. Time Interval

You can use the time interval section while in the Day view to view schedule with the desired granularity. The time interval ranges from 5 minutes to one hour. Click the "Refresh" to apply the selected interval to the view.


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Smart Folders

Smart folders are an easy way to group existing schedules together without re-organizing your original folder structure. Set up a smart folder by going to File - New - Smart Folder on the menu, or click the "Smart Folder" button on the toolbar.


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Name: Type in a name for the Smart Folder Description: Type in a description to help you identify what this Smart Folder is set up for.


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Set up any other conditions required and click Finish. All schedules which fulfil these conditions will be shown in the folder.


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You can also access the Smart Folder view by clicking on the Smart Folder tab on the left pane.


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To view the contents of a smart folder as a report, simply right-click on a Smart folder and select "View as Report"


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System Folders

System Folders are accessed by clicking on the System Folders tab on the left pane. These folders give you an overview of the two possible states of your Single and Package Schedules. System Folders contain the following folders: Packages Due: Clicking on this folder will show you all the "package" schedules that are due to run. Single Schedules Due: Clicking on this system folder shows all the "single" schedules that are due to run. Todays Failed Packages: This folder contains all the "package" schedules that failed to run on the current day. Todays Single Packages: This folder contains all the "single" schedules that failed to run on the current day.


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Report Schedules

Report Schedules

There are several types of schedules that can be set up in SQL-RD. All use a wizard to help guide you through the process. For more information about these schedules, please click the relevant link below:

Single Report Schedule Wizard Packaged Reports Schedule Wizard Dynamic Schedule Wizard Dynamic Package Schedule Wizard Automation Schedule Wizard Event-Based Schedule Wizard Event-Based Package Schedule Wizard Data-Driven Schedule Wizard Data-Driven Package Schedule Wizard


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Single Report Schedule

Single Report Schedule Wizard

This is the most commonly used type of schedule. The purpose of the wizard will be to guide you through the process of setting up a single report to be generated at defined intervals and delivered to one or more defined destinations. To start the Wizard, click File - New and select "Single Report Schedule" on the Menu. The wizard may also be started by selecting it from the "New Schedule" dropdown on the Toolbar. Or you can select "Single Report Schedule on the Task Pane.


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Create in: The SQL-RD folder where the schedule is stored Report Service URL: The path to the folder where the reports are stored Schedule Name: If the report's properties has a title in it, this will be read and will automatically populate this field. You can overwrite it if you wish. Description: A short description to help other users identify exactly what this schedule is and what it is expected to do Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule. Click "Next" to continue:

Determine your scheduling frequencies on this screen.


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Every Day: The schedule runs every day. Click "..." to see further advanced options:

Change the number of days to suit your requirements. For example, if you want the schedule to run every other day, enter "2".

Every Week Day: The schedule runs only on Monday to Friday and will not run on Saturday or Sunday. Every Week: The schedule runs weekly. Click on "..." to see further advanced options:


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Change the number to suit your requirements and specify which day(s) of the week the schedule should run.

Every Month: The schedule runs monthly. Click on "..." to see further advanced options:

Change the frequencies and months to suit your requirements.

Every Year: The schedule will run annually.


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None: No scheduling is required. Custom Calendar: Use existing custom calendars (dropdown to see the list) or create a new one (dropdown and select "New"). Custom calendars are used to create your own scheduling frequencies or patterns. For more information about custom Calendars, click here. Next Run: The schedule will next run on this date Schedule Time: On the Next Run date, the schedule will run at this time. End Date: After this date, there will be no automated scheduling of this report. No End Date: Check this option if you want the automated scheduling to continue forever. Repeat Every: Rerun the schedule every x minutes from the schedule time until your specified time. For example, you can set up a daily report to run every day at 8am, and to run every hour until 5pm. Enabled: Uncheck this option to Disable the schedule. Disabled schedules are not deleted, but they do not execute automatically. You can re-start the schedule at a later date by checking this option again. Click Next to Continue:


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Add: Click to add another destination. For more information on adding destinations, click here. Edit: Select a destination and click to edit its properties. Or simply double-click on the destination. Delete: select a destination and click this button to delete it. Import: Click this to import previously set up destinations. Click Next to continue:


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Parameters: To change a parameter, click on this button: Discrete Value: Select the parameter you wish to change, and its value will be displayed here.

Insert: You can insert constants, formulas and database field values instead of a static "typed in" value. Right-click in the above field to expose the Insert menu:


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For more information about the Insert function, click here.

Click Next to continue:


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Report Datasources: Report datasources will be listed. Double-click on each datasource to enter a username and password if required, or leave as default. Report Snapshots: Enable snapshot functionality by checking this option ad selecting the number of days the exported reports should be kept for. Preview: Click to test and ensure that the settings you have provided so far are good. Click Next to continue:

Reports fail for any number of reasons - database connectivity issues, database busy, network issues and more. This screen gives you the ability to tell SQL-RD what to do if it encounters an error. On error, retry executing: If set to 0, SQL-RD will deem the schedule as "Failed" the first time it encounters an error. The schedule will not run again until


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its next scheduled time. Change the value to tell SQL-RD how many times you want it to retry running the report before declaring it as "Failed". Treat as error if not completed: If a report "hangs", this option tells SQL-RD to declare it "Failed" after a certain length of time and to move on to other schedules in the queue. A report which "hangs" will not report an error, so the "Retry Scheduling" option will not apply. You can let SQL-RD auto-calculate the time or uncheck the Auto-calculate option and specify your own. Perform checks for blank report: If a report is blank because it genuinely returned no data, recipients can misconstrue this as an error with the scheduler. This option allows you to identify genuine empty reports and instruct SQL-RD on what to do with them. Click Next to continue:

Add, Edit, delete and change the order of tasks from this screen. For more information about the Custom Tasks module, click here.


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Use to export a task list, or import a previously exported task list. Click "Finish" to save the schedule. Type topic text here.


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Single Report Schedule Context Menu

Right-Click on a schedule to see the following actions. Copy: Use this to copy an existing schedule. You can then paste it into another folder or the same folder. Simply open the folder you wish to paste to, right-click in the "white" space and select "Paste". Follow the on-screen instructions to complete the process. Paste: Paste a previously copied schedule Rename: Rename a schedule Enabled: Schedules are Enabled when there is a check beside this option. To stop a schedule from running, or to "pause" it for a while, select this option to remove the check. Disabled schedules will not run till they are enabled again. Refresh: When a schedule is first created, SQL-RD caches (saves) a copy of the report. All executions of the scheduled are performed using this copy. If you make changes to your master report, you must select this option in order to pull the changes into SQL-RD. Preview Report: Click this option to preview your report.


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Execute Schedule: This will execute the schedule immediately. Note that the next run date and time is not moved on as a result of a manual execution. They only move on if the schedule is run automatically by one of the schedulers. Delete Schedule: Selecting this option will delete the schedule. Properties: Selecting this option will bring up the "Properties" module containing configuration information for that schedule. For more information on Properties, click here. Tools: Test Schedule: Use this option to test the schedule and export it to selected "test" destinations. Convert to Package: Select this option to convert a Single Report Schedule to a Packaged Reports Schedule. Please note that you can select multiple single schedules to convert into a single Packaged Report Schedule. You are given the option to select which single schedule will be used as a template for the Packaged Report Schedule. Please note that the single schedules are deleted once the Packaged Report Schedule is created. For more information on Packaged Reports Schedules, click here. Ad-Hoc Email to Recipients: Select this option to send an ad-hoc email to all recipients of this schedule. You can use this to alert recipients to a planned system outage, or any other useful information. For more information on this feature, click here. Create Shortcut: Use this option to create a shortcut you can save in any location on your PC. Execute the shortcut to execute the schedule in SQL-RD.


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Properties

Single Report Schedule - Properties

For more information on each of the menu items, select the relevant link below: General Schedule Report Data Sources Exception Handling History Tasks Snapshots


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General - Single Report Schedule Properties

Schedule Name: The name of the schedule Create in: The SQL-RD folder where the schedule is stored Report Server URL: The path to the report Description: A short description to help other users identify exactly what this schedule is and what it is expected to do Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule.


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Schedule - Single Report Schedule Properties

Determine your scheduling frequencies on this screen. Every Day: The schedule runs every day. Click "..." to see further advanced options:


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Every Year: The schedule will run annually. None: No scheduling is required. Other: The schedule will run with the selected option. Click "..." to select the options.


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Custom Calendar: Use existing custom calendars (dropdown to see the list) or create a new one (dropdown and select "New"). Custom calendars are used to create your own scheduling frequencies or patterns. For more information about custom Calendars, click here. Next Run: The schedule will next run on this date Schedule Time: On the Next Run date, the schedule will run at this time. End Date: After this date, there will be no automated scheduling of this report. No End Date: Check this option if you want the automated scheduling to continue forever. Repeat Every: Rerun the schedule every x minutes from the schedule time until your specified time. For example, you can set up a daily report to run every day at 8am, and to run every hour until 5pm. Enabled: Uncheck this option to Disable the schedule. Disabled schedules are not deleted, but they do not execute automatically. You can re-start the schedule at a later date by checking this option again.


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Report - Single Report Schedule Properties

This screen shows parameter information. If you make a change to the source report e.g. you add new parameters, click the "Requery" button

to pull this new information into SQL-RD. Parameters: To change a parameter, click on this button:


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Discrete Value: Select the parameter you wish to change, and its value will be displayed here. Set as Null: Check this option to pass a Null to the parameter Insert: You can insert constants, formulas and database field values instead of a static "typed in" value. Right-click in the above field to expose the Insert menu:


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Or click on the button to expose the menu:

For more information about the Insert function, click here. Discrete Value: Select the parameter you wish to change, and its value will be displayed here. Insert: You can insert constants, formulas and database field values instead of a static "typed in" value. Right-click in the above field to expose the Insert menu:



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Preview: This shows you a preview of the report.


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Data Sources - Single Report Schedule Properties

Report Datasources: Report datasources will be listed. Double-click on each datasource to enter a username and password if required, or leave as default. Preview: Click to test and ensure that the settings you have provided so far are good.


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Output - Single Report Schedule Properties

This screen shows the destination which have been set up for this schedule. Add: Click to add another destination. For more information on adding destinations, click here. Edit: Select a destination and click to edit it's properties. Or simply double-click on the destination. Delete: select a destination and click this button to delete it.

Click to import from the list of default destinations.


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Exception Handling - Single Report Schedule Properties

Reports fail for any number of reasons - database connectivity issues, database busy, network issues and more. This screen gives you the ability to tell SQL-RD what to do if it encounters an error. On error, retry executing: If set to 0, SQL-RD will deem the schedule as "Failed" the first time it encounters an error. The schedule will not run again until its next scheduled time. Change the value to tell SQL-RD how many times you want it to retry running the report before declaring it as "Failed". Treat as failed if not completed: If a report "hangs", this option tells SQL-RD to declare it "Failed" after a certain length of time and to move on to other schedules in the queue. A report which "hangs" will not report an error, so the "Retry Scheduling" option will not apply. Auto-calculate: This allows SQL-RD to auto-calculate when the report should be marked as an error. Perform checks for blank report: If a report is blank because it genuinely returned no data, recipients can misconstrue this as an error with the scheduler.


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This option allows you to identify genuine empty reports and instruct SQL-RD on what to do with them.


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History - Single Report Schedule Properties

This screen shows you a history of the selected schedule. To see a history of all schedules, please use the System Monitor. Clear: Use this option if you want to clear all the history for a schedule. Refresh: Use this option to refresh all the schedule history.


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Tasks - Single Report Schedule Properties


Use to export a task list, or import a previously exported task list..


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Snapshots

A snapshot is a copy of each report a schedule or a package generates. Keeping snapshots enables you to resend past reports without generating them afresh - especially if the data has changed in the meantime. Simply select the number of days to keep the snapshots.


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Packaged Reports Schedule

Packaged Reports Schedule Wizard

This is a favourite amongst SQL-RD users. The purpose of the wizard will be to guide you through the process of setting up a number of reports to be generated at defined intervals and delivered to one or more defined destinations - together. This means, for example, that your entire monthly report pack (consisting of a number of reports) can be sent to a recipient with all reports attached to the single email. You can also zip up the reports into a single zip file, or export them out to a single Excel workbook, or export them in a single PDF file. To start the Wizard, click File - New and select "Packaged Reports Schedule" on the Menu. The wizard may also be started by selecting it from the "New Schedule" dropdown on the Toolbar. Or you can select "Packaged Reports Schedule on the Task Pane.


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Package Name: The name of the package. Create in: The SQL-RD folder where the package is stored. Description: A short description to help other users identify exactly what this schedule is and what it is expected to do Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule. Click "Next" to continue:


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Determine your scheduling frequencies on this screen. Every Day: The package runs every day. Click "..." to see further advanced options:


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Change the number of days to suit your requirements. For example, if you want the package to run every other day, enter "2".

Every Week Day: The package runs only on Monday to Friday and will not run on Saturday or Sunday. Every Week: The package runs weekly. Click on "..." to see further advanced options:


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Change the number to suit your requirements and specify which day(s)) of the week the package should run.

Every Month: The package runs monthly. Click on "..." to see further advanced options:


Every Year: The package will run annually. None: No scheduling is required. Custom Calendar: Use existing custom calendars (dropdown to see the list) or create a new one (dropdown and select "New"). Custom calendars are used to create your own scheduling frequencies or patterns. For more information about Custom Calendars, click here. Next Run: The package will next run on this date. Schedule Time: On the Next Run date, the package will run at this time. End Date: After this date, there will be no automated scheduling of this package. No End Date: Check this option if you want the automated scheduling to continue forever.


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Repeat Every: Rerun the package every x minutes from the schedule time until your specified time. For example, you can set up a daily package to run every day at 8am, and to run every hour until 5pm. Enabled: Uncheck this option to Disable the package. Disabled packages are not deleted, but they do not execute automatically. You can re-start the automatic scheduling at a later date by checking this option again.

Click Next to Continue:

Add: Click to add another destination. For more information on adding destinations, click here. Edit: Select a destination and click to edit it's properties. Or simply double-click on the destination. Delete: select a destination and click this button to delete it. Import: Click this to import previously set up destinations.


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Append date/time: This is useful for the following reasons

If the filename is the same each time, and it is being exported to the same folder each time, then it will be overwritten by the latest one each time. By appending date and time to the filename, each file remains unique and no files are overwritten.

You are able to track which reports ran and when they ran by looking at what the report is named.

Choose the format you require from the list. Click Next to continue:

A package may be created with no constituent reports and then the reports can be added later. However, you may also add reports at this stage in the wizard - and amend, delete or add some more later. Choose to merge all PDF outputs into one PDF file.


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Choose to merge all Excel outputs into a single file. Add: Click this button to add a report to the package:

Report Tab

Report Service URL: The path to the report server. Report Name: Enter a name for the report. Format: Select an output format for the report. Enabled: Enables or disables the report in the package. Parameters Tab


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This screen shows parameter information and provides advanced record selection editing capabilities.

Parameters: To change a parameter, click on this button:


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Discrete Value: Select the parameter you wish to change, and its value will be displayed here. Insert: You can insert constants, formulas and database field values instead of a static "typed in" value. Right-click in the above field to expose the Insert menu:



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Preview: Shows you a preview of the report. Note: The preview function only works if Crystal Reports is installed on the PC. Report datasources Tab

Report Datasources: Report datasources will be listed. Double-click on each datasource to enter a username and password if required, or leave as default. Naming Tab


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Default Naming Convention: SQL-RD will name the output file in the following format: reportname.fomat extension e.g. Catalog Report.pdf. Customize the output file name: Choose your own filename or right-click and use the Insert Function to insert a value. Customize output extension: Choose your own extension. This is useful for system integration. For example, the default extension for a character separated file is "CSV", but you can give your export an extension of "txt" so that the file can be read by another already existing system you may have. You may also right-click and use the Insert Function to insert a value. Append date/time: This is useful for the following reasons




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Choose the format you require from the list. Adjust date: You can adjust the date using this control. Blank Reports Tab

Blank Reports: You can use the options here to instruct SQL-RD what to do for blank reports.

Modifying an existing report: To modify an existing report, simply double-click the report in the Reports List. The properties listed above (Adding a new report) will be displayed. Modify the values as required and save when completed. Click Next to continue:


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Reports fail for any number of reasons - database connectivity issues, database busy, network issues and more. This screen gives you the ability to tell SQL-RD what to do if it encounters an error. On error, retry executing: If set to 0, SQL-RD will deem the schedule as "Failed" the first time it encounters an error. The schedule will not run again until its next scheduled time. Change the value to tell SQL-RD how many times you want it to retry running the report before declaring it as "Failed". Treat as failed if not completed: If a report "hangs", this option tells SQL-RD to declare it "Failed" after a certain length of time and to move on to other schedules in the queue. A report which "hangs" will not report an error, so the "Retry Scheduling" option will not apply. Fail whole package if one report fails: Checking this option will fail the whole package if one report in the package fails. For example, in some cases you may


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want either all of the reports to be mailed, or none. In this case, check this option to stop the email from being sent with some of the reports only. Perform checks for blank report: If a report is blank because it genuinely returned no data, recipients can misconstrue this as an error with the scheduler. This option allows you to identify genuine empty reports and instruct SQL-RD on what to do with them. Click Next to continue:


Use to export a task list, or import a previously exported task list. Click "Finish" to save the package.


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Packaged Reports Context Menu

Right-Click on a package to see the following actions. Add Report: Use this to add one or more reports to an existing package. Copy: Use this to copy package. Right - click in the "white space" of the folder you wish to copy it to and select "Paste". Rename: Rename a package Enabled: Schedules are Enabled when there is a check beside this option. To stop a schedule from running, or to "pause" it for a while, select this option to remove the check. Disabled schedules will not run till they are enabled again. Refresh: When a report is added to a package, SQL-RD caches (saves) a copy of the report. All executions of the package are performed using this copy. If you make changes to your master report, you must select this option in order to pull the changes into SQL-RD. This option will refresh all the reports in a package. To refresh just one report in a package

Click on the package in the left hand pane.


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All the constituent reports of the package will be displayed in the right hand pane.

Right-click on the report you wish to refresh and select "Refresh". Execute Package: This will execute the schedule immediately. Note that the next run date and time is not moved on as a result of a manual execution. They only move on if the schedule is run automatically by one of the schedulers. Delete Package: Selecting this option will delete the schedule. Properties: Selecting this option will bring up the "Properties" module containing configuration information for that package. For more information on Properties, click here. Open: This will open the package and show its constituent reports in the right hand pane as shown below:

You can right-click on each of the constituent reports to see the context-sensitive menu shown in the picture above.

Add Report: Adds a new report to the package


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Enabled: Use this to enable or disable the constituent report Refresh: Pulls through changes to just that report which were

made outside SQL-RD. Rename: Renames the selected report Preview: Generates a preview of the selected report. Delete: Deletes the selected report from package Properties: Displays the configuration properties of just that

report. For more information on Properties, click here. Tools:

Test Schedule: Use this option to test the schedule and export it to selected "test" destinations. Split into Single Schedules: This will split all the constituent reports in the package into Single Report Schedules. Note: This process will automatically delete the package once the splitting process is completed. Ad-Hoc Email to Recipients: Select this option to send an ad-hoc email to all recipients of this package. You can use this to alert recipients to a planned system outage, or any other useful information. For more information on this feature, click here. Create Shortcut: Use this option to create a shortcut you can save in any location on your PC. Execute the shortcut to execute the schedule in SQL-RD.


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Properties

Packaged Reports Schedule - Properties

For more information on each of the menu items, select the relevant link below:

General Schedule Reports Output Exception Handling History Tasks Snapshots


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General - Packaged Reports Schedule Properties

Package Name: The name of the package. Create in: The SQL-RD folder where the package is stored. Description: A short description to help other users identify exactly what this schedule is and what it is expected to do Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule.


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Schedule - Packaged Reports Schedule Properties



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Change the number of days to suit your requirements. For example, if you want the package to run every other day, enter "2".

Every Week Day: The package runs only on Monday to Friday and will not run on Saturday or Sunday. Every Week: The package runs weekly. Click on "..." to see further advanced options:


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Change the number to suit your requirements and specify which day(s) of the week the package should run.

Every Month: The package runs monthly. Click on "..." to see further advanced options:


Every Year: The package will run annually. None: No scheduling is required. Custom Calendar: Use existing custom calendars (dropdown to see the list) or create a new one (dropdown and select "New"). Custom calendars are used to create your own scheduling frequencies or patterns. For more information about custom Calendars, click here. Next Run: The package will next run on this date. Schedule Time: On the Next Run date, the package will run at this time. End Date: After this date, there will be no automated scheduling of this package. No End Date: Check this option if you want the automated scheduling to continue forever.


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Repeat Every: Rerun the package every x minutes from the schedule time until your specified time. For example, you can set up a daily package to run every day at 8am, and to run every hour until 5pm. Enabled: Uncheck this option to Disable the package. Disabled packages are not deleted, but they do not execute automatically. You can re-start the automatic scheduling at a later date by checking this option again.


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Reports - Packaged Reports Schedule Properties

Select All: Use this to select all the reports in the schedule. A selected (checked) report is active and will be delivered when the Package is sent.

Click on a report to use the buttons above to Add, Edit or Remove a report. Merge all PDF: Select this option to merge all PDF output and customise the name. Merge all Excel: Select this option to merger all Excel output from the reports into a single workbook.


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Output - Packaged Reports Schedule Properties

This screen shows the destination which have been set up for this schedule. For more information on setting up destinations, click here. Add: Click to add another destination. Edit: Select a destination and click to edit it's properties. Or simply double-click on the destination. Delete: select a destination and click this button to delete it. Append date/time stamp: You can append a date/time stamp to the destination by checking this option and specifying the format.


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Exception Handling - Packaged Reports Schedule Properties

Reports fail for any number of reasons - database connectivity issues, database busy, network issues and more. This screen gives you the ability to tell SQL-RD what to do if it encounters an error. On error, retry executing: If set to 0, SQL-RD will deem the schedule as "Failed" the first time it encounters an error. The schedule will not run again until its next scheduled time. Change the value to tell SQL-RD how many times you want it to retry running the report before declaring it as "Failed". Treat as failed if not completed: If a report "hangs", this option tells SQL-RD to declare it "Failed" after a certain length of time and to move on to other schedules in the queue. A report which "hangs" will not report an error, so the "Retry Scheduling" option will not apply. Fail whole package if one report fails: Checking this option will fail the whole package if one report in the package fails. For example, in some cases you may want either all of the reports to be mailed, or none. In this case, check this option to stop the email from being sent with some of the reports only.


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Perform checks for blank report: If a report is blank because it genuinely returned no data, recipients can misconstrue this as an error with the scheduler. This option allows you to identify genuine empty reports and instruct SQL-RD on what to do with them.


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History - Packaged Reports Schedule Properties

This screen shows you a history of the selected schedule. To see a history of all schedules, please use the System Monitor.


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Tasks - Packaged Reports Schedule Properties


Use to export a task list, or import a previously exported task list.


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Snapshots - Packaged Reports Schedule Properties

A snapshot is a copy of each report a schedule or a package generates. Keeping snapshots enables you to resend past reports without generating them afresh - especially if the data has changed in the meantime. Simply select the number of days to keep the snapshots.


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Dynamic Schedule

Dynamic Schedule Wizard

The example below illustrates the simple idea behind dynamic report schedules and what they are intended to achieve: The Springfield Donut Company has 1500 stores worldwide. Ray is the SQL Reports guru at Head Office. He has to send each store manager a report of their weekly statistics every Monday. He does not want to write 1500 static report schedules. To make matters worse, stores which are not doing well are regularly closed off, and new stores are being brought on-line weekly. And that's not all. It has just been announced that SDC has just acquired a rival company and 800 new stores are coming on board tomorrow morning. It's the middle of summer, so 2 of Ray's 3 staff are on vacation. He has a meeting with the Chairman in 3 hours, and, if he can demonstrate that everything will be in place an running by 5pm today, he will get a $25,000 bonus. "What I need", he thinks to himself, "is a schedule which will - reel through the database, - populate the StoreId parameter automatically, - run the report for that store, - email it to the store manager using the email address in the database, - and repeat the above actions for every store in the database. I need this to happen automatically every Monday at 0100 hours." This is the most basic problem which the Dynamic Report Schedule feature attempts to resolve. There are many other functions which the Dynamic Report Schedule will perform, and many are related to your needs, and the level of SQL language and programming expertise you have. The instructions and examples below are written for NON advanced users and therefore constitute some of the more simple functionality. Advanced users should simply experiment. To resolve the issue illustrated above:

1. Start by writing a report with a single parameter called StoreID. Write the report so that when a StoreID is entered into this parameter, the resulting report is populated by that store's sales information only. We will call StoreID the Key Parameter.

2. Make sure that a database table somewhere (ODBC compliant) has some of the other information we will need e.g. the email address to email each


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store's report to, or the folder you want to export it to, or the printer you would like the report to print out on. For example:

The values can be stored in the same database or even the same table, but are typically stored in a different database e.g. HR database as these are maintained on a daily basis and are therefore more likely to be right. It also takes a lot of mundane administration work from you!

In simple terms here is what SQL-RD will do with a dynamic schedule: 1. It will look at a list of StoreIDs defined by you. e.g. Select StoreID from

mytable where closeddown <> 'T' (Don't be scared, the wizard will walk you through setting up SQL queries)

2. It will pick the first StoreID in the list and enter it into the report. 3. The report will be generated for that store. 4. The generated report will now be delivered to the specified email address

and SQL-RD knows this because you will tell SQL-RD where to get the email address e.g. select email from anothertable where StoreID = [StoreID]

If you are still confused, don't worry. As we go through the wizard, it should all become clearer. To start the Wizard, click File - New and select "Dynamic Schedule" on the Menu. The wizard may also be started by selecting it from the "New Schedule" dropdown on the Toolbar. Or you can select "Dynamic Schedule on the Task Pane.


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Create in: The SQL-RD folder where the schedule is stored Report Service URL: The path to the report server. Report Location: The name and path of the selected report Schedule Name: The name of the schedule Description: A short description to help other users identify exactly what this schedule is and what it is expected to do. Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule.


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Click "Next" to continue:

Destination: Select how you would like your report to be delivered. This will also determine some of the options that will show up later in the process. For example, if you select email, you will be asked for email address later. Determine your scheduling frequencies. Every Day: The schedule runs every day. Click "..." to see further advanced options:


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Every Year: The schedule will run annually. None: No scheduling is required. Custom Calendar: Use existing custom calendars (dropdown to see the list) or create a new one (dropdown and select "New"). Custom calendars are used to create your own scheduling frequencies or patterns. For more information about custom Calendars, click here. Next Run: The schedule will next run on this date Schedule Time: On the Next Run date, the schedule will run at this time. End Date: After this date, there will be no automated scheduling of this report. No End Date: Check this option if you want the automated scheduling to continue forever.


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Repeat Every: Rerun the schedule every x minutes from the schedule time until your specified time. For example, you can set up a daily report to run every day at 8am, and to run every hour until 5pm. Enabled: Uncheck this option to Disable the schedule. Disabled schedules are not deleted, but they do not execute automatically. You can re-start the schedule at a later date by checking this option again. Click Next to Continue:

The key parameter is the parameter in your report which will help SQL-RD identify the email address, printer or folder to export to. In the example, Ray's key parameter is "[?StoreID:]" as the email address for each store is stored against the StoreID.


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Select the parameter you wish to use as the Key Parameter. Populate key parameter with static data: The use of this option is better explained with an example. Ray wants to run the report against the same StoreID. He cannot use a Static schedule as, unfortunately, the store's email address changes weekly. This would mean he would have to edit the static schedule and enter a new email address each time the email changed. So he writes a Dynamic schedule and uses this option to enter a static StoreID e.g. [?StoreID:] = "1991". The report will now always run for StoreID number 1991 only, but the email address it will be sent to will be the value entered in the database against this store at the time the schedule is run. If the database is maintained daily, then the report will always be sent to the latest email address. Populate key parameter with data from a database: The use of this option is better explained with an example. Ray wants to run the report for a large number of stores. Normally, he would print a list of all the StoreID that needed a report. He would then run the report, enter one ID, export and email the report. He would move to the next store in the list and do the same again. For SQL-RD to automate RAY's actions, SQL-RD will need a list of StoreIDs which it will reel through - producing a unique report for each store and sending it to the corresponding email address. Using this option, Ray can build the list of stores the report should run for. In short, the list of parameter values which SQL-RD should use to run the report.


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In the example, we have selected the list of all values from the StoreID column and we have qualified it by picking only where the value is not null or blank. You can use the interface to define the list further or click on "Advanced" to enter a SQL statement or call the results of a stored procedure.


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For more information on how to use the "Get Values from Database" module, click here. The screen is structured in a standard format which will be familiar to database programmers and people who are familiar with SQL or boolean statements. For more information on how to write SQL statements, please see your database administrator. DSN Name: Drop down and select a DSN.

We strongly recommend System DSNs so that the DSN is visible to SQL-RD even when the user associated with the DSN is logged off.

All communication to databases (including Access databases) is done through ODBC, so you must setup a system DSN to the database before you can use this facility.

When setting up DSNs we recommend (if possible) that you use Windows Authentication (Trusted Connection). This ensures that your username and password are not required to be stored in SQL-RD (more secure) and


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overcomes a large number of security restrictions which Windows places on DSNs. When using Windows Authentication, make sure that the SQL-RD NT service user (or background application service user) has full rights to the database otherwise, though you will connect when you are logged in, automated scheduling will fail if the Service user has not got rights to the database.

When setting up a DSN to a SQL server, you must ensure that the "Default Database" setting is set to the database you are connecting to (Windows defaults this to "Master").

UserID: Enter the User ID SQL-RD should use to log on to the database Password: Enter the password associated with the above user. Click Next to continue:

Here is where Ray connects to the database and tells SQL-RD where it will find the StoreID value, and what the corresponding email address is.


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DSN Name: Select the name of the DSN which connects to the database. UserID: Enter the database logon username (Optional). Password: Enter the database logon password (Optional) Click Connect to establish a connection to the database. Select the table name (e.g. ContactInfo) and the column in that table (e.g. StoreID) which matches the parameter value (StoreID) which you determined in the previous step.. Select the column in the table that holds the email address ( or folder path or printer name) that corresponds to the above parameter value. If you want all your exported reports to go to a single destination e.g. a folder. Use the "Use static destination" option to make this happen Advanced Functionality In the instructions and explanations above, it is assumed that the email address column resides in the same table as the key parameter (StoreID). It is also assumed that all key parameter and email records qualify to receive a report. Very often, this is not true. There are certain criteria which must be met (e.g. Ray may wish to run reports only for stores whose ID's are between 10 and 97 only, with email addresses which are not blank or null, and email addresses which do not end in ".co.uk". Also, the email address which corresponds to the key parameter is actually stored in a separate table) before a report is sent. To achieve the above advanced functions, select "Advanced" from the dropdown list shown in the picture.

This functionality is for advanced users only. Note: The screen is structured in a standard format which will be familiar to database programmers and people who are familiar with SQL or boolean statements.


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For more information on how to write SQL statements, please see your database administrator. You can build your database query visually using the form provided, as shown above. If you are fluent in SQL, you may wish to enter your SQL statement manually. Click to see the advanced interface. Here we can add the extra limiting criteria. You can type directly in the "Edit Query" box and enter the SQL statement.

Add: Click to add another destination. For more information on adding destinations, click here. Edit: Select a destination and click to edit it's properties. Or simply double-click on the destination. Delete: select a destination and click this button to delete it. Import: Click to import previously set up destinations.


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Click Next to Continue:

Report Datasources: Report datasources will be listed. Double-click on each datasource to enter a username and password if required, or leave as default. Resume with Cached Data: Enabling this option instructs SQL-RD to resume any failed schedule run where it left off using the cached data instead of starting the schedule from the beginning. Click Next to Continue:


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Reports fail for any number of reasons - database connectivity issues, database busy, network issues and more. This screen gives you the ability to tell SQL-RD what to do if it encounters an error. On error, retry executing: If set to 0, SQL-RD will deem the schedule as "Failed" the first time it encounters an error. The schedule will not run again until its next scheduled time. Change the value to tell SQL-RD how many times you want it to retry running the report before declaring it as "Failed". Treat as failed if not completed: If a report "hangs", this option tells SQL-RD to declare it "Failed" after a certain length of time and to move on to other schedules in the queue. A report which "hangs" will not report an error, so the "Retry Scheduling"


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option will not apply. Auto-calculate determines what time to use based on the schedules' history. Perform checks for blank report: If a report is blank because it genuinely returned no data, recipients can misconstrue this as an error with the scheduler. This option allows you to identify genuine empty reports and instruct SQL-RD on what to do with them.




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Click "Finish" to save the schedule.


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Dynamic Schedule Context Menu

Right-Click on a schedule to see the following actions. Copy: Use this to copy an existing schedule. You can then paste it into another folder or the same folder. Simply open the folder you wish to paste to, right-click in the "white" space and select "Paste". Follow the on-screen instructions to complete the process. Paste: Paste a previously copied schedule Rename: Rename a schedule Enabled: Schedules are Enabled when there is a check beside this option. To stop a schedule from running, or to "pause" it for a while, select this option to remove the check. Disabled schedules will not run till they are enabled again. Refresh: When a schedule is first created, SQL-RD caches (saves) a copy of the report. All executions of the scheduled are performed using this copy. If you make changes to your master report, you must select this option in order to pull the changes into SQL-RD. Preview Report: Click this option to preview your report. Execute Schedule: This will execute the schedule immediately. Note that the next run date and time is not moved on as a result of a manual execution. They only move on if the schedule is run automatically by one of the schedulers. Delete Schedule: Selecting this option will delete the schedule.


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Properties: Selecting this option will bring up the "Properties" module containing configuration information for that schedule. For more information on Properties.


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Properties

Dynamic Schedule - Properties

For more information on each of the menu items, select the relevant link below: General Schedule Report Data Sources Output Exception Handling History Tasks Linking


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General - Dynamic Schedule Properties

Schedule Name: The name of the schedule Create in: The SQL-RD folder where the schedule is stored Report Server URL: The path to the report Description: A short description to help other users identify exactly what this schedule is and what it is expected to do Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule.


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Schedule - Dynamic Schedule Properties



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Report - Dynamic Schedule Properties

This screen shows parameter information and provides advanced record selection editing capabilities. To edit the Key Parameter Value you must use the Linking Tab. Parameters: To change a parameter, click on this button: Preview: Click this button to preview the report.

Click this button, , to requery the parameters from the report. You can check the option to resume failed/errored schedules. This helps to ensure schedules start from where they left off rather than starting from the beginning in cases where there was an error or the schedule failed for some reason. Note: The key parameter is not visible in this screen and can be viewed and modified in the "Linking" screen.


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Data Sources - Dynamic Schedule Properties

Report Datasources: Report datasources will be listed. Double-click on each datasource to enter a username and password if required, or leave as default. Preview: Click to test and ensure that the settings you have provided so far are good.


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Output - Dynamic Schedule Properties

This screen shows the destination which have been set up for this schedule. Add: Click to add another destination. For more information on adding destinations, click here. Edit: Select a destination and click to edit it's properties. Or simply double-click on the destination. Delete: select a destination and click this button to delete it. Note: As this is a dynamic schedule, the primary destination ("to" for emails, "folder" for file exports and "printer" for printouts) will not be editable in this screen. They can be amended in the "Linking" screen. However, all other features are editable here e.g. cc, BCC, email text, email subject, etc.


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Exception Handling - Dynamic Schedule Properties

Reports fail for any number of reasons - database connectivity issues, database busy, network issues and more. This screen gives you the ability to tell SQL-RD what to do if it encounters an error. On error, retry executing: If set to 0, SQL-RD will deem the schedule as "Failed" the first time it encounters an error. The schedule will not run again until its next scheduled time. Change the value to tell SQL-RD how many times you want it to retry running the report before declaring it as "Failed". Treat as failed if not completed: If a report "hangs", this option tells SQL-RD to declare it "Failed" after a certain length of time and to move on to other schedules in the queue. A report which "hangs" will not report an error, so the "Retry Scheduling" option will not apply. Auto-calculate: Check this to have SQL-RD auto-calculate when the report should be treated as an error. Perform checks for blank report: If a report is blank because it genuinely returned no data, recipients can misconstrue this as an error with the scheduler.


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This option allows you to identify genuine empty reports and instruct SQL-RD on what to do with them.


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History - Dynamic Schedule Properties



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Tasks - Dynamic Schedule Properties




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Linking - Dynamic Schedule Properties

Modify the queries and settings for dynamic linking on this screen.


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Dynamic Package Schedule

Dynamic Package Schedule

In the example used for Dynamic Schedules each store manager receives one report in an email. The reality, in most cases, is that you would want each store manager (or recipient) to receive a number of reports. Writing a dynamic schedule for each report will result in multiple emails being delivered. And, of course, more schedules to maintain. To do this manually, you would

create a folder for each store. export and save report 1 for each store in its designated folder. export and save report 2 for each store in its designated folder. repeat the above for the number of reports you have. copy the contents of each store folder into an email (per store) and send

the email. A dynamic package allows you to write a single schedule consisting of multiple reports for each destination and saves you the trouble of having to do all of the above steps. Note important requirement: Each report must use the same Key Parameter. The Key Parameter value is used across all reports. For example, if your package consists of a Weekly sales by store, a Weekly cost by store and a Weekly stock by store report, all three reports should have data based on the parameter "StoreID". If you are still confused, don't worry. As we go through the wizard, it should all become clearer.


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Package Name: Give the package a name Create In: Select the SQL-RD folder the package should be stored in Description: A short description to help other users identify exactly what this schedule is and what it is expected to do Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule. Click "Next" to continue:


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Destination: Select how you would like your report to be delivered. This will also determine some of the options that will show up later in the process. For example, if you select email, you will be asked for email address later. Determine your scheduling frequencies. Every Day: The schedule runs every day. Click "..." to see further advanced options:


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Change the number of days to suit your requirements. For example, if you want the schedule to run every other day, enter "2". Every Week Day: The schedule runs only on Monday to Friday and will not run on Saturday or Sunday. Every Week: The schedule runs weekly. Click on "..." to see further advanced options:


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Change the number to suit your requirements and specify which day(s) of the week the schedule should run. Every Month: The schedule runs monthly. Click on "..." to see further advanced options:

Change the frequencies and months to suit your requirements. Other: Allows you to specify other scheduling options.


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Every Year: The schedule will run annually. None: No scheduling is required. Custom Calendar: Use existing custom calendars (dropdown to see the list) or create a new one (dropdown and select "New"). Custom calendars are used to create your own scheduling frequencies or patterns. For more information about custom Calendars, click here. Next Run: The schedule will next run on this date Schedule Time: On the Next Run date, the schedule will run at this time. End Date: After this date, there will be no automated scheduling of this report. No End Date: Check this option if you want the automated scheduling to continue forever. Repeat Every: Rerun the schedule every x minutes from the schedule time until your specified time. For example, you can set up a daily report to run every day at 8am, and to run every hour until 5pm. Enabled: Uncheck this option to Disable the schedule. Disabled schedules are not deleted, but they do not execute automatically. You can re-start the schedule at a later date by checking this option again. Click Next to continue:


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Click the Add button to add reports to the package, after selecting a report, the Report Options screen will appear to allow you to set the values needed for the report. Report


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Report Service URL: This is the location of the report server. Report Location: This is the name and location of the report which is populated after browsing for the report. Report Name: You can specify the name of the report here. Format: You can specify the report options here. Enabled: Check this to enable the report in the package. Parameters:


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Click "Parameter" to enter the parameter values required. In the example above StoreID has been left blank as this is the Key Parameter and will be filled in by SQL-RD later on in the wizard. If you enter a value in the Key Parameter, the value will be ignored by SQL-RD at runtime. The other parameters have been filled in by inserting SQL-RD constants. You can enter static values instead, if you wish. Naming:


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Customize your output options on this screen. In the example above the output name has been customized by inserting the Key Parameter Value into the name of the report. For more information about inserting constants, click here. Datasources:


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Double-click on each datasource to modify the logon credentials or leave as default. Blank Reports


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Blank Reports: You can specify how SQL-RD should treat blank reports.


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All three reports in the above example will contain at least one parameter called "StoreID". Click Next to continue:


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Populate key parameter with static data: The use of this option is better explained with an example. Ray wants to run the reports against the same StoreID. He cannot use static schedules as, unfortunately, the store's email address changes weekly. This would mean he would have to edit the static schedules and enter a new email address each time the email changed. So he writes a Dynamic package and uses this option to enter a static StoreID e.g. StoreID = "1991". The reports will now always run for StoreID 1991 only, but the email address it will be sent to will be the value entered in the database against this store at the time the schedule is run.


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If the database is maintained daily, then the report will always be sent to the latest email address. Populate key parameter with data from a database: The use of this option is better explained with an example. Ray wants to run the reports for a large number of stores. Normally, he would print a list of all the StoreID that needed a report. He would then run the reports, enter one ID into each report, export and email the reports. He would move to the next store in the list and do the same again. For SQL-RD to automate Ray's actions, SQL-RD will need a list of StoreIDs which it will reel through - producing unique reports for each store and sending them to the corresponding email address. Using this option, Ray can build the list of stores the reports should run for. In short, the list of parameter values which SQL-RD should use to run the report.


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In the example, we have selected the list of all values from the StoreID column and we have qualified it by picking only where the value is not null or blank. You can use the interface to define the list further or click on "Advanced" to enter a SQL statement or call the results of a stored procedure. For more information on how to use the "Get Values from Database" module, click here. The screen is structured in a standard format which will be familiar to database programmers and people who are familiar with SQL or boolean statements. For more information on how to write SQL statements, please see your database administrator. DSN Name: Drop down and select a DSN.



When setting up DSNs we recommend (if possible) that you use Windows Authentication (Trusted Connection). This ensures that your username and password are not required to be stored in SQL-RD (more secure) and overcomes a large number of security restrictions which Windows places on DSNs. When using Windows Authentication, make sure that the SQL-RD NT service user (or background application service user) has full rights to the database otherwise, though you will connect when you are logged in, automated scheduling will fail if the Service user has not got rights to the database.


UserID: Enter the User ID SQL-RD should use to log on to the database Password: Enter the password associated with the above user. Click Next to continue:


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Here is where Ray connects to the database and tells SQL-RD where it will find the email address that corresponds to the StoreID. DSN Name: Select the name of the DSN which connects to the database. UserID: Enter the database logon username (Optional). Password: Enter the database logon password (Optional) Click Connect to establish a connection to the database. Select the table name and the column in that table which matches the parameter value (StoreID) which you determined in the previous step.. Select the column in the table that holds the email address (or folder path or printer name or fax number) that corresponds to the above parameter value.


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If you want all your exported reports to go to a single destination e.g. a folder. Use the "Use static destination" option to make this happen Advanced Functionality In the instructions and explanations above, it is assumed that the email address column resides in the same table as the key parameter (StoreID). It is also assumed that all key parameter and email records qualify to receive a report. Very often, this is not true. There are certain criteria which must be met (e.g. Ray may wish to run reports only for stores whose ID's are between 10 and 97 only, with email addresses which are not blank or null, and email addresses which do not end in ".co.uk". Also, the email address which corresponds to the key parameter is actually stored in a separate table) before a report is sent. To achieve the above advanced functions, select "Advanced" from the dropdown list shown in the picture.

This functionality is for advanced users only. Note: The screen is structured in a standard format which will be familiar to database programmers and people who are familiar with SQL or boolean statements. For more information on how to write SQL statements, please see your database administrator. You can build your database query visually using the form provided, as shown above. If you are fluent in SQL, you may wish to enter your SQL statement manually. Click to see the advanced interface. Here we can add the extra limiting criteria. You can type directly in the "Edit Query" box and enter the SQL statement. Click Next to Continue:


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You can enter details as required here for the selected destination type. You can also customize the Sender Details.


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Add: Click to add another destination. For more information on adding destinations, click here. Edit: Select a destination and click to edit it's properties. Or simply double-click on the destination. Delete: select a destination and click this button to delete it. Import: Click to import previously set up destinations. Date/Time Stamp: You can append a date/time stamp. Resume with cached data: You can use this option to instruct SQL-RD to resume with cached data in case there is an error or the schedule failed for some reason. This is also useful for cases where the data changes quickly and would thus ensure the report is delivered with the data present at that time. Click Next to Continue:


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Reports fail for any number of reasons - database connectivity issues, database busy, network issues and more. This screen gives you the ability to tell SQL-RD what to do if it encounters an error. On error, retry executing: If set to 0, SQL-RD will deem the schedule as "Failed" the first time it encounters an error. The schedule will not run again until its next scheduled time. Change the value to tell SQL-RD how many times you want it to retry running the report before declaring it as "Failed".


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Treat as failed if not completed: If a report "hangs", this option tells SQL-RD to declare it "Failed" after a certain length of time and to move on to other schedules in the queue. A report which "hangs" will not report an error, so the "Retry Scheduling" option will not apply. Perform checks for blank report: If a report is blank because it genuinely returned no data, recipients can misconstrue this as an error with the scheduler. This option allows you to identify genuine empty reports and instruct SQL-RD on what to do with them. Click Next to Continue:


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Use to export a task list, or import a previously exported task list. Click "Finish" to save the schedule.


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Dynamic Package Context Menu

Right-Click on a schedule to see the following actions. Add report: You can use this option to add a report to the database. Copy: Use this to copy an existing schedule. You can then paste it into another folder or the same folder. Simply open the folder you wish to paste to, right-click in the "white" space and select "Paste". Follow the on-screen instructions to complete the process. Paste: Paste a previously copied schedule Rename: Rename a schedule Enabled: Schedules are Enabled when there is a check beside this option. To stop a schedule from running, or to "pause" it for a while, select this option to remove the check. Disabled schedules will not run till they are enabled again. Refresh Package: When a schedule is first created, SQL-RD caches (saves) a copy of the report. All executions of the scheduled are performed using this copy. If you make changes to your master reports, you must select this option in order to pull the changes into SQL-RD.


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Open: This opens your schedule in a new desktop view to allow access to the reports. Execute Schedule: This will execute the schedule immediately. Note that the next run date and time is not moved on as a result of a manual execution. They only move on if the schedule is run automatically by one of the schedulers. Delete Schedule: Selecting this option will delete the schedule. Properties: Selecting this option will bring up the "Properties" module containing configuration information for that schedule. Tools Test Schedule: This allows you to test the schedule using a destination you can select or create. Split into Single Schedules: This allows you to split the package into Single Report schedules. Adhoc Email: This allows you to send an Adhoc email to recipients of the schedule. See Adhoc Email for more information. Create Shortcut: This allows you to create a shortcut that can be used to execute the schedule.


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Properties

Dynamic Package Schedule - Properties

For more information on each of the menu items, select the relevant link below: General Schedule Reports Output Exception Handling History Tasks Linking


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General - Dynamic Package Schedule Properties

Package Name: The name of the schedule Create in: The SQL-RD folder where the schedule is stored Description: A short description to help other users identify exactly what this schedule is and what it is expected to do Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule.


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Schedule - Dynamic Package Schedule Properties



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Reports - Dynamic Package Schedule Properties

Select All: Use this to select all the reports in the schedule. A selected (checked) report is active and will be delivered when the Package is sent.

Click on a report to use the buttons above to Add, Edit or Remove a report. You can use the Up and Down buttons to specify the order in which the reports are to run. Merge all PDF: Select this option to merge all PDF output and customize the name.


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Merge all Excel: Select this option to merger all Excel output from the reports into a single workbook.


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Output - Dynamic Package Schedule Properties

This screen shows the destination which has been set up for this schedule. For more information on setting up destinations, click here. Add: Click to add another destination. Edit: Select a destination and click to edit it's properties. Or simply double-click on the destination. Delete: select a destination and click this button to delete it.


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Exception Handling - Dynamic Package Schedule Properties

Reports fail for any number of reasons - database connectivity issues, database busy, network issues and more. This screen gives you the ability to tell SQL-RD what to do if it encounters an error. On error, retry executing: If set to 0, SQL-RD will deem the schedule as "Failed" the first time it encounters an error. The schedule will not run again until its next scheduled time. Change the value to tell SQL-RD how many times you want it to retry running the report before declaring it as "Failed". Treat as failed if not completed: If a report "hangs", this option tells SQL-RD to declare it "Failed" after a certain length of time and to move on to other schedules in the queue. A report which "hangs" will not report an error, so the "Retry Scheduling" option will not apply. Fail whole package if one report fails: Checking this option will fail the whole package if one report in the package fails. For example, in some cases you may want either all of the reports to be mailed, or none. In this case, check this option to stop the email from being sent with some of the reports only.


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Perform checks for blank report: If a report is blank because it genuinely returned no data, recipients can misconstrue this as an error with the scheduler. This option allows you to identify genuine empty reports and instruct SQL-RD on what to do with them.


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History - Dynamic Package Schedule Properties

This screen shows you a history of the selected schedule. To see a history of all schedules, please use the Schedule History in System Monitor.


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Tasks - Dynamic Package Schedule Properties




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Linking - Dynamic Package Schedule Properties

You can modify the queries and settings for dynamic linking on this screen.


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Automation Schedule

Automation Schedule

Automation Schedules give you the ability to write automated processes using the SQL-RD standard Custom Tasks. The purpose of the wizard will be to guide you through the process of setting up an automated schedule. Use this schedule on its own, or as part of a more complete automation solution. To start the Wizard, click File - New and select "Automation Schedule" on the Menu. The wizard may also be started by selecting it from the "New Schedule" dropdown on the Toolbar. Or you can select "Automation Schedule on the Task Pane.

Schedule Name: The name of the schedule.


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Create in: The SQL-RD folder where the schedule is stored. Description: A short description to help other users identify exactly what this schedule is and what it is expected to do Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule. Click Next to continue:



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Change the number to suit your requirements and specify which day(s) of the week the package should run.



Every Year: The schedule will run annually. None: No scheduling is required. Other: The schedule will run with the selected options. Click "..." to view the available options.


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Custom Calendar: Use existing custom calendars (dropdown to see the list) or create a new one (dropdown and select "New"). Custom calendars are used to create your own scheduling frequencies or patterns. For more information about custom Calendars, click here. Next Run: The schedule will next run on this date. Schedule Time: On the Next Run date, the schedule will run at this time. End Date: After this date, there will be no automated scheduling of this schedule. No End Date: Check this option if you want the automated scheduling to continue forever. Repeat Every: Rerun the schedule every x minutes from the schedule time until your specified time. For example, you can set up a daily schedule to run every day at 8am, and to run every hour until 5pm. Enabled: Uncheck this option to Disable the schedule. Disabled schedules are not deleted, but they do not execute automatically. You can re-start the automatic scheduling at a later date by checking this option again. Click Next to continue:


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Add, Edit, delete and change the order of tasks from this screen. For more information about the Tasks module, click here.

Use to export a task list, or import a previously exported task list. Click Finish to save and exit.


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Automation Schedule Context Menu

Right-Click on a schedule to see the following actions. Copy: Use this to copy an existing schedule. You can then paste it into another folder or the same folder. Simply open the folder you wish to paste to, right-click in the "white" space and select "Paste". Follow the on-screen instructions to complete the process. Paste: Paste a previously copied schedule Rename: Rename a schedule Enabled: Schedules are Enabled when there is a check beside this option. To stop a schedule from running, or to "pause" it for a while, select this option to remove the check. Disabled schedules will not run till they are enabled again. Execute Schedule: This will execute the schedule immediately. Note that the next run date and time is not moved on as a result of a manual execution. They only move on if the schedule is run automatically by one of the schedulers. Delete Schedule: Selecting this option will delete the schedule. Properties: Selecting this option will bring up the "Properties" module containing configuration information for that schedule. Tools:


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Create Shortcut: Use this option to create a shortcut you can save in any location on your PC. Execute the shortcut to execute the schedule in SQL-RD.


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Properties

Automation Schedule - Properties

For more information on each of the menu items, select the relevant link below: General Schedule History Tasks


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General - Automation Schedule Properties

Schedule Name: The name of the schedule. Create in: The SQL-RD folder where the schedule is stored. Description: A short description to help other users identify exactly what this schedule is and what it is expected to do Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule.


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Schedule - Automation Schedule Properties

Determine your scheduling frequencies on this screen. Please refer to the Single Report schedule for more details.


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History - Automation Schedule Properties



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Tasks - Automation Schedule Properties

Add, Edit, delete and change the order of tasks from this screen. For more information about the Tasks module, click here.



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Event Based Schedule

Event Based Schedule

Event-Based Schedules give you the ability to run any already existing schedule (enabled or disabled) when an event occurs. The purpose of the wizard will be to guide you through the process of setting up an Event-Based Schedule. Use this schedule on its own, or in addition to a regular time based schedule for the same report. To start the Wizard, click File - New and select "Event-Based Schedule" on the Menu. The wizard may also be started by selecting it from the "New Schedule" dropdown on the Toolbar. Or you can select "Event-Based Schedule" on the Task Pane.

Schedule Name: The name of the schedule.


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Create in: The SQL-RD folder where the schedule is stored. Description: A short description to help other users identify exactly what this schedule is and what it is expected to do. Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule. Click Next to continue:

Select whether the schedule will fire if ANY of your conditions are fulfilled, or if it should fire only when ALL conditions are fulfilled. If you have only one condition, this selection is ignored. Click Add to define a new condition, Edit to edit an existing condition or Delete to delete an existing condition. For more information on Conditions and how to set them up, click here.


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Click Next to continue:

Select whether the event should execute an existing schedule, a new report, or None. Select None if the schedule will be used to execute a set of custom tasks.


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You can use select the report type to use.


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You can specify what should happen if there is an error running the schedule. Hours of Operation: You can specify the hours between which the event will be allowed to trigger the schedule. For more information on creating the hours of operation, please click here. Schedule Priority: You can set the schedule priority, this determines the order in which the schedules will run if two or more schedules are due to run at the same time.


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You can specify any custom tasks here. For more information on Custom Tasks, please click here. Follow the wizard prompts to complete setting up the schedule.


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Event Based Schedule Context Menu

Right-Click on a schedule to see the following actions. Copy: Use this to copy an existing schedule. You can then paste it into another folder or the same folder. Simply open the folder you wish to paste to, right-click in the "white" space and select "Paste". Follow the on-screen instructions to complete the process. Paste: Paste a previously copied schedule Rename: Rename a schedule Enabled: Schedules are Enabled when there is a check beside this option. To stop a schedule from running, or to "pause" it for a while, select this option to remove the check. Disabled schedules will not run till they are enabled again. Execute Schedule: This will execute the schedule immediately. Note that the next run date and time is not moved on as a result of a manual execution. They only move on if the schedule is run automatically by one of the schedulers. Delete Schedule: Selecting this option will delete the schedule. Properties: Selecting this option will bring up the "Properties" module containing configuration information for that schedule. For more information on Properties. Create Shortcut: This allows you to create a shortcut that can be used to execute the schedule.


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Properties

Event Based Schedule - Properties

For more information on each of the menu items, select the relevant link below:

General Conditions Schedules Schedules Options History Tasks Execution Flow


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General - Event Based Schedule Properties



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Conditions - Event Based Schedule Properties

An Event-Based schedule will fire off reports when specified conditions are met. This screen shows the select condition. For more information Conditions and how to set them up, click here.


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Schedules - Event Based Schedule Properties

This screen shows the reports that will be executed when the condition is met.


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Schedules Options - Event Based Schedule Properties

You can use this page to set up Exception handling options. For more information on Custom Hours of Operation, please click here. You can also set the schedule priority to determine in what order schedules that may trigger on the same event run.


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Tasks - Event Based Schedule Properties




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Execution Flow - Event Based Schedule Properties

Determine the execution flow on this screen.


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History - Event Based Schedule Properties



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Event Based Package Schedule

Event Based Package

Event-based schedules check the conditions continuously throughout the day. Event-Based packages allow you to specify standard execution times. For example, you may want the database checked only once a day, or once per hour. Event-based schedules allow you the flexibility to do this. Event-Based Packages also allow you to run a number of event-based schedules in a specified order. To start the Wizard, click File - New and select "Event Based Package" on the Menu. The wizard may also be started by selecting it from the "New Schedule" dropdown on the Toolbar. Or you can select "Event Based Package" on the Task Pane.


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Package Name: The name of the package. Create in: The SQL-RD folder where the package is stored. Description: A short description to help other users identify exactly what this schedule is and what it is expected to do Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule. Click "Next" to continue:


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Change the number of days to suit your requirements. For example, if you want the package to run every other day, enter "2". Every Week Day: The package runs only on Monday to Friday and will not run on Saturday or Sunday. Every Week: The package runs weekly. Click on "..." to see further advanced options:


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Change the number to suit your requirements and specify which day(s)) of the week the package should run. Every Month: The package runs monthly. Click on "..." to see further advanced options:

Change the frequencies and months to suit your requirements. Every Year: The package will run annually. None: No scheduling is required. Other: The package will run with the selected option. Click "..." to select an option.


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Custom Calendar: Use existing custom calendars (dropdown to see the list) or create a new one (dropdown and select "New"). Custom calendars are used to create your own scheduling frequencies or patterns. For more information about Custom Calendars, click here. Next Run: The package will next run on this date. Schedule Time: On the Next Run date, the package will run at this time. End Date: After this date, there will be no automated scheduling of this package. No End Date: Check this option if you want the automated scheduling to continue forever. Repeat Every: Rerun the package every x minutes from the schedule time until your specified time. For example, you can set up a daily package to run every day at 8am, and to run every hour until 5pm. Enabled: Uncheck this option to Disable the package. Disabled packages are not deleted, but they do not execute automatically. You can re-start the automatic scheduling at a later date by checking this option again. Click Next to Continue:


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This is where you can add the schedules to be packaged.


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The Add button gives you an option to create either a new Event Based Schedule or add an existing Event Based schedule. Clicking on New takes you through the following process:


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Note that the Schedule is set to the package.


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You can create your Event Conditions as required.


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You can decide whether to run a new report, existing schedules or not send any report for this schedule.


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You can specify your Exception Handling requirements here. Schedule Priority and Hours of Operation are not available in an Event Based Package. Click Next to continue:


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You can create Custom Tasks as required. Click Next to continue.


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If you chose to create a new report or use an existing one the Execution Flow type options are enabled. These allow you to specify in what order the schedules and custom tasks are to run. Click on Finish.


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The newly added schedule will be shown in the list.


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Choosing to add existing schedules gives you the following:


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Choose the folder where your Event Based schedules are located, select a schedule to add and click on OK.


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Repeat the process for all the schedules you need to have in the package.

Once added, you can use the buttons to specify the order in which the schedules in the package are to run. Click Next to continue.


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You can create Custom Tasks for the package as required. Click Next to continue.


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The Execution Flow options allow you to specify in what order the Schedules and Custom Tasks for the package are to run. If you have not created and Custom Tasks for the package, the Execution Flow is disabled. Click Finish to complete the setup of the Event Based Package. Important: Please note that any existing Event Based Schedules that were selected to be in the package are moved into the package. If you need to revert to single Event Based Schedules or add more schedules you can use the options on the Event Based Package Context menu.


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Please see Event Based Package Context menu for more information.


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Event Based Package Context Menu

Right-Click on a schedule to see the following actions. Add Schedule: This allows you to add new or existing Event Based Schedules to the Event based Schedule package. Copy: Use this to copy an existing schedule. You can then paste it into another folder or the same folder. Simply open the folder you wish to paste to, right-click in the "white" space and select "Paste". Follow the on-screen instructions to complete the process. Paste: Paste a previously copied schedule Rename: Rename a schedule Enabled: Schedules are Enabled when there is a check beside this option. To stop a schedule from running, or to "pause" it for a while, select this option to remove the check. Disabled schedules will not run till they are enabled again. Open: This opens the report in a new window enabling you to work with the Event Based schedules it contains.


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Execute Schedule: This will execute the schedule immediately. Note that the next run date and time is not moved on as a result of a manual execution. They only move on if the schedule is run automatically by one of the schedulers. Delete Schedule: Selecting this option will delete the schedule. Properties: Selecting this option will bring up the "Properties" module containing configuration information for that schedule. For more information on Properties. Split: This splits the schedule creating individual Event based schedules from the schedules that were contained in the package. Create Shortcut: This creates a shortcut that you can place anywhere to execute the schedule.


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Properties

Event Based Package Schedule - Properties

Please see the links below for more information. General Schedule Schedules Tasks Execution Path History


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General - Event Based Package Schedule Properties



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Schedule - Event Based Package Schedule Properties

This is where you can modify your schedule settings. Please refer to the single report schedule for details.


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Schedules - Event Based Package Schedule Properties

This is where you can Add, Edit and Delete Schedules that will be run by this schedule. Please note that these can only be Event based schedules.


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Tasks - Event Based Package Schedule Properties




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Execution Path - Event Based Package Schedule Properties

Determine the execution flow on this screen.


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History - Event Based Package Schedule Properties



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Data-Driven Schedule

Data-Driven Schedule

A data-driven schedule allows you to use dynamic report data that is retrieved from an external database table at run time. You can also use static text and default values should you wish. You can use Data Driven schedules for a number of scenarios. Here are some examples: - Distribute a report to a fluctuating list of recipients. For example, you can distribute a report throughout a large organization where recipients vary from one month to the next, or use other criteria that determines group membership from an existing set of users. E.g. select * from mytable where firstname = ‘john’ will generate the report and distribute only for records where the recipient’s first name is John. - Filter the report output using report parameter values that are retrieved at run time. For example, the parameter value returned from the table for Last Name will be “Doe” for John Doe and “Smith” for John Smith. - Determine the delivery type and report format dynamically at run time. For example John Smith gets the report as a PDF file by email with a customized email body and John Doe gets the report as an excel spreadsheet by FTP upload to his web server. The following simple example will illustrate the process of creating a Data-Driven Schedule. Scenario: You have a report which has a large number of parameter and destination combinations. Representing the combinations in a table may look something like the example below (Yellow = parameters)

You need to have the report run once for each record. The parameter values entered in the table above should populate the parameters in the report and the report should be delivered to the destinations shown in the table.


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Using a Data Driven schedule SQL-RD will reel through the database table and generate and deliver a report for each record using the information provided. Here’s how to set up the schedule:

This is where you specify the source and Data selection criteria for the Data Driver. DSN Name: Drop down and select a DSN. We strongly recommend System DSNs so that the DSN is visible to SQL-RD even when the user associated with the DSN is logged off. All communication to databases (including Access databases) is done through ODBC, so you must setup a system DSN to the database before you can use this facility.


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When setting up DSNs we recommend (if possible) that you use Windows Authentication (Trusted Connection). This ensures that your username and password are not required to be stored in SQL-RD (more secure) and overcomes a large number of security restrictions which Windows places on DSNs. When using Windows Authentication, make sure that the SQL-RD NT service user (or background application service user) has full rights to the database otherwise, though you will connect when you are logged in, automated scheduling will fail if the Service user has not got rights to the database. When setting up a DSN to a SQL server, you must ensure that the "Default Database" setting is set to the database you are connecting to (Windows defaults this to "Master"). UserID: Enter the User ID SQL-RD should use to log on to the database Password: Enter the password associated with the above user. Group Reports by email: This allows you to instruct SQL-RD to group reports which go to the same recipient in one email. Please note that enabling this option means the reports can not be embedded in the email body for email destinations. Click “Connect” to connect to the data source. Click “Build” to specify the data selection criteria. The screen that follows below is structured in a standard format which will be familiar to database programmers and people who are familiar with SQL or boolean statements. For more information on how to use the “Get Values from Database” module, please click here. For more information on how to write SQL statements, please see your database administrator.


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You can click on the “Parse” button to verify the data that is selected. Click “Yes” to view the results.

Click on the OK buttons to return and click “Next” to continue.


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Create In: The SQL-RD folder the schedule is stored in. Report Service URL: The path to the report server. Report Location: The path to the folder where the report is stored. Report Name: The name of the report. Description: A short description to help other users what this schedule is and does. Keyword (optional): Optional keywords can later be used by Smart Folders to identify this schedule. Click “Next” to continue:


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You can set up your scheduling options here: Every Day: The schedule runs every day. Click "..." to see further advanced options:


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Change the number of days to suit your requirements. For example, if you want the schedule to run every other day, enter "2". Every Week Day: The schedule runs only on Monday to Friday and will not run on Saturday or Sunday. Every Week: The schedule runs weekly. Click on "..." to see further advanced options:


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You can change the number of weeks it repeats to suit your requirements and specify which day(s) of the week the schedule should run. Every Month: The schedule runs monthly. Click on "..." to see further advanced options:

You can change the frequencies and months to suit your requirements. Every Year: The schedule will run annually. None: No scheduling is required. Other: The schedule will run with the selected options. Click "..." to select the option.


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Custom Calendar: Use existing custom calendars (dropdown to see the list) or create a new one (dropdown and select "New"). Custom calendars are used to create your own scheduling frequencies or patterns. For more information about custom Calendars, click here. Next Run: The schedule will next run on this date Schedule Time: On the Next Run date, the schedule will run at this time. End Date: After this date, there will be no automated scheduling of this report. No End Date: Check this option if you want the automated scheduling to continue forever. Repeat Every: Rerun the schedule every x minutes from the schedule time until your specified time. For example, you can set up a daily report to run every day at 8am, and to run every hour until 5pm. Enabled: Uncheck this option to Disable the schedule. Disabled schedules are not deleted, but they do not execute automatically. You can re-start the schedule at a later date by checking this option again. Click “Next” to Continue:


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Click on “Add” to add a new destination. For more information on destinations please click here. Since we want to manage the data used in particular settings for the schedule in the data source, these will be specified using SQL-RD Constants, in particular the @@Data-Driven Data constants. To find out more about SQL-RD Constants, please click here. Right click in the To email address field and select Insert > Constants


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Select the @@Data-Driven Data constants in the Type field and the data you want to insert in the “To” email address field, in this case it is “email”.


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Make sure the cursor is in the field and click “Insert” to insert the constant.

You can customize the body of the email and add any parameter values as well.


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Click on “Done” to continue with the wizard when you have finished inserting the constants.


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You can now specify the required output format.

Add another destination for the disk destinations and select the Insert > Constants menu after right clicking in the File Path field.


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Select “disk” from for the @@Data-Driven data.


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Click on Insert and then click the Move Down green arrow to save the File path.


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You can then specify all other values for the destination as required. Click on “OK” and then click on “Next” once you return to the Destination Setup step. Add another destination for the FTP destinations:


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Select the correct constant name for the field and make sure the cursor is in the field and click “Insert”.


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Insert the constant for the FTP Folder the connections should go to.


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In our case, firstnames are unique and are used as the username and password for the FTP service.


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Click the down Green Arrow button to populate list of FTP destinations.


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Click on “OK”


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Click on “Next” to continue. Select a parameter and click the “Parameters” button to provide values for the parameter.


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Right-click in the Discrete value field and select the Insert menu.


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Select the required constant name and click “Insert”


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Select a different parameter in the “Parameters” form and change the @@Data-Driven Data to the correct name.


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Repeat the above process for the all the parameter values you have. When you have finished click the “Done” button and then click on “OK”.


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You can choose to refresh the schedule before every execution. Please note that this is for the report, the data used to drive the report is automatically refreshed at every execution.


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Click on “Next” to continue. Specify any other report options as required.


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You can double click on the Datasource to enter the login details.


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Report Snapshots: Enable snapshot functionality by checking this option and selecting the number of days the exported reports should be kept for. Click on “Next” to continue.


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You can specify any required settings for Exception Handling here. Reports fail for any number of reasons - database connectivity issues, database busy, network issues and more. This screen gives you the ability to tell SQL-RD what to do if it encounters an error. On error, retry executing: If set to 0, SQL-RD will deem the schedule as "Failed" the first time it encounters an error. The schedule will not run again until its next scheduled time. Change the value to tell SQL-RD how many times you want it to retry running the report before declaring it as "Failed". Treat as error if not completed: If a report "hangs", this option tells SQL-RD to declare it "Failed" after a certain length of time and to move on to other schedules in the queue. A report which "hangs" will not report an error, so the "Retry Scheduling" option will not apply. You can let SQL-RD auto-calculate the time or uncheck the Auto-calculate option and specify your own.


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Fail whole schedule if any report fails: You can opt to mark the whole schedule as a failed if one of the reports in the schedule has not succeeded by selecting this option. Perform checks for blank report: If a report is blank because it genuinely returned no data, recipients can misconstrue this as an error with the scheduler. This option allows you to identify genuine empty reports and instruct SQL-RD on what to do with them. Click “Next” to continue.

You can specify any required Custom Tasks here. For more information on Custom Tasks, please click here.


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Click “Finish” to complete the Data-driven Schedule wizard. The Schedule is then ready to run.

If you need to make any changes for the parameter values that are passed on to the report or the destinations for any report you simply make the required changes in the data source and the latest details will be passed on to SQL-RD. Please note that with the above data when the schedule runs, the following will occur: - John Doe will receive only one email for the reports from sectors 1 and 3. He will also get the reports from sectors 2, 3 and 34 delivered to his reports disk location. - Peter Crimble will have his report printed on the Printer he specified. - Jorge Minola will have a copy of his report sent to John Doe to the disk location he specified and a copy uploaded to his FTP server and folder. - Anil Maharaja will receive an email as requested. - John Wu will have his report delivered to his email and FTP server as requested. Note that as the data changes to reflect the requirements, the reports will be delivered as necessary without requiring any changes to the schedule in SQL-RD.


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Data-Driven Context Menu

Right-Click on a schedule to see the following actions. Copy: Use this to copy an existing schedule. You can then paste it into another folder or the same folder. Simply open the folder you wish to paste to, right-click in the "white" space and select "Paste". Follow the on-screen instructions to complete the process. Paste: Paste a previously copied schedule Rename: Rename a schedule Enabled: Schedules are Enabled when there is a check beside this option. To stop a schedule from running, or to "pause" it for a while, select this option to remove the check. Disabled schedules will not run till they are enabled again. Refresh: When a schedule is first created, SQL-RD caches (saves) a copy of the report. All executions of the scheduled are performed using this copy. If you make changes to your master report, you must select this option in order to pull the changes into SQL-RD.


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Preview Report: Click this option to preview your report. Execute Schedule: This will execute the schedule immediately. Note that the next run date and time is not moved on as a result of a manual execution. This only moves on if the schedule is run automatically by one of the schedulers. Delete Schedule: Selecting this option will delete the schedule. Properties: Selecting this option will bring up the "Properties" module containing configuration information for that schedule. For more information on Properties, click here. Tools:

Test Schedule: Use this option to test the schedule and export it to selected "test" destinations. Convert to Package: Select this option to convert a Single Report Schedule to a Packaged Reports Schedule. Please note that you can select multiple single schedules to convert into a single Packaged Report Schedule. You are given the option to select which single schedule will be used as a template for the Packaged Report Schedule. Please note that the single schedules are deleted once the Packaged Report Schedule is created. For more information on Packaged Reports Schedules, click here. Ad-Hoc Email to Recipients: Select this option to send an ad-hoc email to all recipients of this schedule. You can use this to alert recipients to a planned system outage, or any other useful information. For more information on this feature, click here. Create Shortcut: Use this option to create a shortcut you can save in any location on your PC. Execute the shortcut to execute the schedule in SQL-RD.


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Properties

Data-Driven Schedule - Properties

For more information on each of the menu items, select the relevant link below: General Schedule Report Datasources Exception Handling History Tasks Data Driver


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General - Data-Driven Schedule Properties

Schedule Name: The name of the schedule Create in: The SQL-RD folder where the schedule is stored Report Server URL: The path to the report server. Report Location:The path to the report Description: A short description to help other users identify exactly what this schedule is and what it is expected to do Keyword: Enter some keywords which can be used later by Smart Folders to identify this schedule.


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Schedule - Data-Driven Schedule Properties



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Every Year: The schedule will run annually. None: No scheduling is required. Custom Calendar: Use existing custom calendars (dropdown to see the list) or create a new one (dropdown and select "New"). Custom calendars are used to create your own scheduling frequencies or patterns. For more information about custom Calendars, click here. Next Run: The schedule will next run on this date Schedule Time: On the Next Run date, the schedule will run at this time. End Date: After this date, there will be no automated scheduling of this report. No End Date: Check this option if you want the automated scheduling to continue forever.


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Repeat Every: Rerun the schedule every x minutes from the schedule time until your specified time. For example, you can set up a daily report to run every day at 8am, and to run every hour until 5pm. Enabled: Uncheck this option to Disable the schedule. Disabled schedules are not deleted, but they do not execute automatically. You can re-start the schedule at a later date by checking this option again.


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Report - Data-Driven Schedule Properties

This screen shows parameter information and provides advanced record selection editing capabilities. For more information on how to use parameters in Data-Driven Schedules please click here.


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Datasources - Data-Driven Schedule Properties

You can set the login details for the datasource b double clicking on the Datasource. Preview: You can preview the report using this button. Refresh: You can refresh report datasources using this button.


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Output - Data-Driven Schedule Properties

This screen shows the destinations which have been set up for this schedule. Add: Click to add another destination. For more information on adding destinations, click here. Edit: Select a destination and click to edit it's properties. Or simply double-click on the destination. Delete: select a destination and click this button to delete it.

Click to import from the list of default destinations.


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Exception Handling - Data-Driven Schedule Properties

Reports fail for any number of reasons - database connectivity issues, database busy, network issues and more. This screen gives you the ability to tell SQL-RD what to do if it encounters an error. On error, retry executing: If set to 0, SQL-RD will deem the schedule as "Failed" the first time it encounters an error. The schedule will not run again until its next scheduled time. Change the value to tell SQL-RD how many times you want it to retry running the report before declaring it as "Failed". Treat as failed if not completed: If a report "hangs", this option tells SQL-RD to declare it "Failed" after a certain length of time and to move on to other schedules in the queue. A report which "hangs" will not report an error, so the "Retry Scheduling" option will not apply. Perform checks for blank report: If a report is blank because it genuinely returned no data, recipients can misconstrue this as an error with the scheduler. This option allows you to identify genuine empty reports and instruct SQL-RD on what to do with them.


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History - Data-Driven Schedule Properties

This screen shows you a history of the selected schedule. To see a history of all schedules, please use the System Monitor. Clear: Use this option if you want to clear all the history for a schedule. Refresh: Use this option to refresh all the schedule history.


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Tasks - Data-Driven Schedule Properties




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Data Driver - Data-Driven Schedule Properties

The Data Driver is where you set up the source for data for your data driven reports. If your data source or data selection criteria changes this is where you will need to make any required changes. For more information on setting up Data-Driven schedules, please click here.


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Modules

Modules

SQL-RD provides several modules which help you manage options used with schedules and settings for use with the system. Please click on a topic below for more information:

Address Book Adhoc Email Command Line Options Custom Calendars Data Items Export Schedules Get Values from Database Insert Function Multiple Schedule Edits Operational Hours Process Watcher Remote Administration SMTP Servers Manager User Manager Custom Tasks Event Based Conditions Destinations Output Formats System Monitor


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Address Book

The SQL-RD Address book allows you to set up contacts and group contacts for use in schedules. New Contact Click this button to create a new contact.


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Enter the contacts details and click "OK" to save. New Group Click this button to create a new group.


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Group Name: Enter a name for the Group Add Contact: To add a contact, select the name from the dropdown list and

click to add to the group.

Delete: Select a contact or group from the left hand pane and click this button to delete. Edit: Select a contact or group from the left hand pane and click this button to edit - or simply double-click the contact or group. Import: Click this button to import a previously exported address book. Export: Click this button to export your address book.


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Adhoc Email

The "Ad-Hoc Email to Recipients" module is reached by right-clicking on a schedule. It is designed to give administrators an easy way of sending a static email message to every email recipient associated with that schedule.

Simply type in a subject and a message for which you can check the spelling and click "Send".


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Command Line Options

Command line switches are all optional, and it doesn't matter the order you put them in. Switches are separated by a semi colon (;). Examples: To execute a single schedule called "myschedule": sqlrd.exe -s schedulename=myschedule To do the above without any messages showing: sqlrd.exe -s schedulename=myschedule;showmsg=no To ignore the email address in the schedule and send to a specified email address: sqlrd.exe -s schedulename=myschedul;showmsg=no;[email protected] To send a package: sqlrd.exe -p schedulename=mypackage;showmsg=no Creating a schedule by command line: Run sqlrd.exe with the switch of -x e.g. \SQL-RD\sqlrd.exe -x And then the following parameters ScheduleName : name of schedule


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ReportPath : path of crystal report FolderName : folder to store schedule SQL-RDUser :sqlrd login userid SQL-RDPassword : sqlrd login password UserID : crystal report database userid Password : crystal report database password Frequency : schedule frequency {Daily, Weekly,Monthly,Yeary,Weekdays,Custom:[calendarname]} RunAt : time schedule executes Description : schedule description Keyword : schedule keywords StartDate :start date for schedule EndDate : end date for schedule Repeat : 1 or 0 if schedule is to repeat RepeatInterval : repeat interval RepeatUntil : repeat until time Status : 1 or 0 UseLogin : 1or 0 UseSavedData : 1 or 0 Destination : schedule destination {Email,Disk,Fax,Printer,Ftp} DestinationName : name of destination SendTo : email send to or fax number CC : email cc Bcc : email bcc Subject : email subject Message : email message Extras : extra attachments MailFormat : text or html SMTPServer : specify SMTP server OutputPath : disk output path FTPServer : FTPUserName FTPPassword FTPPath Format : schedule output format Zip : 1 or 0 Embed : 1 or 0 Parameter: [parametername]:[parametervalue] Separate out the switches using a semi-colon(;) e.g. sqlrd.exe -x schedulename:myschedule;reportpath:c:\myreports;foldername:Bills Reports and so on.


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Custom Calendars

Create your own scheduling frequencies with Custom Calendars. To create a calendar:

Click "New" Type in a name for the new calendar Click the dates you wish scheduling to occur, click on a date again to

remove it from the selection Click Save Click Close to Exit the Calendar

Use the Import and Export buttons to export a calendar, or import a previously created calendar. To delete a calendar: select a calendar from the list and click "Delete".


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Update Schedules: After modifying or adding to an existing calendar, use this button to update all schedule which use this calendar. The schedules will be updated with the new calendar information. If this function is not used, the schedules will retain the old calendar information.


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Data Items

The data items module affords you the capability of setting up a number of data queries, storing them and calling them up for use when required.


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Add: To create a new data item, click "Add". Enter a name for the new item, and click "OK". You will be presented with the "Get Values from Database" module where you can build a query using the intuitive simple setup wizard, or paste in your own query. For more information on "Get Values From Database", click here. Edit: Select a data item and click this button to edit it. You will be presented with the "Get Values from Database" module where you can modify the query using the intuitive simple setup wizard, or paste in your own query. For more information on "Get Values From Database", click here. Delete: Select a data item and click this button to delete it.

To use an existing data item, simply select it from the list and click . Click "OK" to insert the selected item into the originating data field.


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If you have several data items, you can use the search field to quickly locate the data item you need.


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Export Schedules

Select Tools > Export Schedules to start the Export Schedules wizard.


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Select the folder you would like to export the schedules from. You can now select a schedule and click the right Green button to add it to the selected schedules list.


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When all the schedules you need have been added, click Next to continue


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Select the connection type for the destination system. For the File System connection type, type in or browse to the SQL-RD folder and click Connect.


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For the ODBC/SQL Server connection type, select the required DSN and click Connect.


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You can now select the folder you would like to export to in the other SQL-RD system.


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Click on next to continue.


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You can now click on "Finish" to initiate the export process.


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When all the schedules have been exported you should have the following notice.

This completes the Export Schedules process.


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Get Values From Database

DSN Name: Drop down and select a DSN.





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UserID: Enter the User ID SQL-RD should use to log on to the database Password: Enter the password associated with the above user. Follow the prompts to build a query, or click on the "Advanced" button to paste or write a more complicated query. Click "OK" to save your query and return to the originating data field. Note. ChristianSteven Software does not provide training or support for writing SQL queries. The facility is provided for users who already have a basic knowledge of boolean algebra. For more information on building queries, please speak to your database administrator.


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Insert Function

The insert function is activated in two ways: 1. In the field into which you wish to insert a function, right-click and select "Insert".

2. Where the button is present, click it to reveal the Insert menu

Constants: Select this option to insert a constant:

The following types of constants are available:

SQL-RD Constants (@@SQL-RD Constants) User Defined Constants (@@User Defined Constants) Crystal Constants (@@Crystal Constants) Parameters (@@Parameters)

SQL-RD Constants: To use SQL-RD constants, select "@@SQL-RD Constants" from the "Type" list and then select the constant you want from the resulting "Name" list. Here is a list of constants to choose from:

CurrentDate: Returns the current date CurrentTime: Returns the current time CurrentDateTime: Returns the current date and time CurrentMonth: Returns the current month number Current Year: Returns the current year CurrentDay: Returns the current day date


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CurrentWeekDayName: Returns the day name of the day the schedule is run

CurrentScheduleName: Returns the name of the current schedule or package

MondayThisWeek: Returns the date for this Monday TuesdayThisWeek: Returns the date for this Tuesday WednesdayThisWeek: Returns the date for this Wednesday ThursdayThisWeek: Returns the date for this Thursday FridayThisWeek: Returns the date for this Friday SaturdayThisWeek: Returns the date for this Saturday SundayThisWeek: Returns the date for this Sunday MondayLastWeek: Returns the date for last Monday TuesdayLastWeek: Returns the date for last Tuesday WednesdayLastWeek: Returns the date for last Wednesday ThursdayLastWeek: Returns the date for last Thursday FridayLastWeek: Returns the date for last Friday SaturdayLastWeek: Returns the date for last Saturday SundayLastWeek: Returns the date for last Sunday MonthStartLastMonth: Returns the date of the first day of last month MonthEndLastMonth: Returns the date of the last day of last month EndLastYear: Returns the date of the last day of last year StartThisYear: Returns the date of the first day of this year YearStartLastYear: Returns the date of the first day of last year Exported File Name: Returns the name of the exported file Key Parameter Value: Returns the current key parameter value in

use by a dynamic schedule User Defined Constants: To use User Defined Constants, select "@@User Defined Constants" from the "Type" list and then select the constant you want from the resulting "Name" list. Or select "New" to create a new constant. You can insert other constants and create a new formula of your own. Event-Based Data: Used with event-based schedules. Data from the database record or email body which triggered off the event can be inserted into emails, reports etc. For instructions on how to parse the body of an email, see the last section of this page. Data-Driven Data: Used with data-driven schedules. Data from the data driver can be inserted in all possible areas to drive the schedule. For more information on Data-driven schedules, please click here. Parameters: Use these to insert the current report parameter value into an email, report name, etc.


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Database Field: Construct a SQL statement to collect the information from a database field. Selecting this option will bring up the "Data Items Module". Here you can pick an already existing SQL script, or construct a new one to query a database and return a specified value. For more information on the Data Items module, click here. Default Subject: This will insert the wording in the Default Subject field from the User Defaults menu (in Options). For more information on User defaults, click here. Default Message: This will insert the wording in the Default Message field from the User Defaults menu (in Options). For more information on User defaults, click here. Default Signature: This will insert the wording in the Default Signature field from the User Defaults menu (in Options). For more information on User defaults, click here. How to parse the values in the body of an email and insert them into SQL-RD fields For an "Unread Email" event, SQL-RD can read the body text of the email and place selected values into Event-based constants. Here is an example: Mary has an email which will contain values, and she wants the values to update a database. Here's how she would set it up in SQL-RD. Firstly, SQL-RD will expect the email text to be in the format [Constant]:[Value]. Here is how Mary will set up her email: EmployeeID: xxxxx EmployeeName:yyyyy EmployeeStartDate:zzzzzzzz As you can see, the required constant is on the left of the colon (:) and the required data is on the right. To insert the data into her database, Mary uses an "Update a database" custom task as shown below:


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She inserts Event-Based Constants, selecting a Custom Constant:

She types in the Custom Field Descriptor:


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When she clicks Insert, "<[e]Incoming ;EmployeeID>" is placed in the field:

She clicks to add the statement to the list. And repeats the process for all the custom constants she will need to parse the email. The above instruction tells SQL-RD to read the email body text and to place the value to the right of "EmployeeID:" in the database. Note: The colon (:) is only required in the email body. It is not used as part of the definition process above, but SQL-RD will automatically read the value to the left of the colon and the apply the data to the right of the colon.


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Operational Hours

Operational Hours allow you to setup times during which an event is allowed to trigger an Event-Based schedule.

Click "Add" to specify a new set of operational hours.


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Once you have specified the hours, click "OK" to save them. Select the operational hours and click the "Edit" button to edit existing operational hours.


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Any defined operational hours will now be available for use with Event-Based Schedules. For more information on Event-based Schedules please click here.


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Process Watcher

The Process Watcher is a monitoring facility for manually executed schedules. You can enable this in Options (Tools > Options) on the General tab in the User Experience section. The Process Watcher enables you to execute multiple reports and watch them execute.

The schedules will then go through the stages of execution...


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Any schedule can then be cancelled from the Process Watcher at any stage of execution. Right click on the schedule and select Cancel Execution.

You will be asked to confirm the cancellation.

The schedules may be at different stages of execution.

You could still at this stage cancel any of the remaining reports following the same process.


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Remote Administration

Use this module to control remote installations of SQL-RD. Remote Administration requires the following: 1. The SQL-RD folder on the remote install must be shared and the local user must have full rights to all files and sub folders on the remote PC. 2. Both the remote and the local PC should have the Remote Registry Service started (comes as part of windows) 3. The local user must also have full security rights to the remote Windows registry. To connect to a remote SQL-RD installation click Connect. Click Add and follow the prompts to locate your remote installation. To connect to a previously existing setting, select the installation and click "Connect" You can also force SQL-RD to automatically log into the remote installation each time you start it:


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Simply right-click on the connection you wish to auto-connect and select "Auto Connect at Startup". Please note that you will need to use SQL-RD Authentication on both the local and remote installations for this feature to work.


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SMTP Servers Manager

You can set up a number of SMTP servers and select from the list of existing servers when creating schedules. This allows you to use a different SMTP server for each schedule should you wish. This is useful if you want the "From" name and email address to be different for different recipients. A "check" indicates that this server has been selected as a backup server. If the selected server fails, SQL-RD will attempt to send the email through the backup server instead. If there is no backup server selected, SQL-RD will continue to re-try the email (See "Retry Failed Mails") using just the server which has been selected for that schedule.


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User Constants

The User Constants module is accessible from the Advanced Toolbar and from the "New..." dropdown item for the @@User Defined Constants in the Insert Function. This module allows you to create your own constants using your own formulas. You can use the Insert Function to enter other constants such as the SQL-RD Constant for the CurrentDateTime above. Formula Name: The name of the constant. Definition: The definition of the formula. Click the Save Button to save a defined constant.


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This will then be available for use under the @@User Defined Constants name in the Insert Function. Please click here for more information. To delete a User Defined Constant, select the formula name from the dropdown and click the Delete button.

Click Yes to confirm deletion.


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User Manager

Set up new users and administrators using the User manager. You can also delete and amend existing users.

What is user management

The principle behind the user management is simple:

Administrators are able to view and manipulate all schedules Users can only see and manipulate schedules they have created.


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In future versions of SQL-RD, Administrator will be able to assign or remove functionality from users For example, administrators may choose to remove visibility of certain modules e.g. System Monitor or disallow certain users from being able to create or modify existing schedules.

How to access the User Manager

From the menu, go to Tools - User Manager (Ctrl+U) The function is only available to administrators.

How to set up a user

Add User: Click on the Add User button to show the new user screen. First Name: Enter the user's first name Last Name: Enter the user's last name User ID: Enter a suitable username for the user Password: Enter a password for the user Security Role: Select a security role Apply: Click Apply to create the new user. Logon Automatically: When this option is checked, SQL-RD will always logon using this user's credentials. When SQL-RD starts, the splash screen will show this user and the system will automatically log in after 10 seconds. You can interrupt the automatic logon process by typing in a different username and password and manually log on as a different user.

Assigning schedules to a user

Select the user from the list in the left hand pane Assign Schedules: "Click the Assign Schedules" button


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Select the schedule or folder from the left hand pane and assign it to this user by clicking the "Add" button.

Amending a user's details

To amend a user's details Click on the user in the left hand pane Overwrite the existing details with the new details Click "Apply".

Deleting a user

To delete a user Click on the user in the left hand pane Click the "Remove" button


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Custom Tasks

Custom Tasks

The Custom Tasks module allows you to write a series of automation actions (macros) which can be set to run before a report is run, after a report is run, or both. (Not applicable to Automation Schedules. Please see Custom Task Execution for more information. Click "Add" to add a task to the list:


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For more information on the Action types, click the relevant link below: General Files and Folders Internet Database Registry


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Custom Tasks Execution

SQL-RD allows you to customize when in relation to the schedule and reports the custom tasks will run. The level of customization is dependent on the schedules and is as follows: Automation, Event Based and Event Based Package Schedules

For the schedules above, the custom tasks will simply be run as ordered in the list. In the example above the tasks would be run in the following order: 1. Run a Program 2. Wait 5 seconds 3. Open a webpage

You can use the buttons to reorder the tasks in the list. Single (Single Report, Bursting, )Schedules


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In a single schedule, on creating the task, you will get the following prompt.


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Here you can decide the following:

If the task should run after the schedule If the task should run before the schedule is executed. If the task should run both before and after the schedule has run.

After selecting when in relation to schedule the task should run; If you select "AFTER" you can then further specify the following:

If the task should be run after successful report delivery If the task should be run after successful report production

If you select "BEFORE":


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The options do not apply in this case and are grayed out. Click OK to complete the task setup. If you select "BOTH":

The tasks will run before the schedule and after the selected event (report delivery or production) for the run "after" the schedule.

When editing the tasks the options above; "Once for each generated report" and "Once for the entire schedule"; are grayed out as they refer to options applicable to Dynamic Schedules and Dynamic Packaged Schedules. The tasks are run once for the entire schedule according to the settings chosen for each task. Click "OK" to complete the task setup. Packaged Schedules


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In a Packaged Reports schedule, on creating the task, you will get the following prompt.




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After selecting when in relation to schedule the task should run; If you select "AFTER" you can then further specify the following:





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When editing the tasks the options above; "Once for each generated report" and "Once for the entire schedule"; are grayed out as they refer to options applicable to Dynamic Schedules and Dynamic Packaged Schedules. The tasks are run once for the entire schedule according to the settings chosen for each task as explained above. Click "OK" to complete the task setup. Dynamic (Dynamic Package, Dynamic Schedules, Data Driven) Schedules


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For Dynamic Schedules and Dynamic Packages, you will get the following prompt before completing a custom task.



After selecting when in relation to schedule the task should run;


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If you select "AFTER" you can then further specify the following:





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For Dynamic Schedules and Dynamic Packages you can further specify whether the custom tasks should run:

Once for each generated report Once for the entire schedule

Click on "OK" to complete creating the custom task. Note: Where the options exist the order of execution of custom tasks is determined using the following criteria:

1. When in relation to the schedule the task is supposed to run (Before, Both and After options).

2. The position of the task in the task list. 3. "After Type" (i.e. Production of report or Delivery of report) where the

"After" option in the first criteria has been selected.


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General

General

For more information about each of the tasks, click the relevant link below: Run Program/Open Document Print Document Wait/Pause Execute Schedule Send SMS


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Run Program / Open Document

Use this task to open a document or run a program or batch file. Task Name: Enter a name for the task Program/Document Path: Browse to find the path of the program or document Optional Parameter: Enter any arguments or parameters Windows Style: Choose from Normal, Minimized, Maximized or Hidden.


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Print Document

Use this task to print documents to a specified printer. Task Name: Enter a name for the task Printer Name: Select a printer or print driver from the list.

Click to browse for files to add to the printing list.


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Wait / Pause

Use this task to create pauses between tasks to ensure that one task is fully complete before the next task in the list is started. Task Name: Enter a name for the task. Select the pause interval to suit your requirements.


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Execute Schedule

This is a useful facility for "chaining" schedules together. Simply select the schedule you want to run from the list and click OK. Task Name: Enter a name for the task.


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Send SMS

You can send SMS messages using this task. You will need to make sure your SMS messaging configuration in Options is functional.


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Files and Folders

Files and Folders

For more information about each of the tasks, click the relevant link below: Copy File Rename/Move File Delete File Write Text File Create Folder Rename/Move Folder Zip Files Unzip File Merge PDF Files


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Copy File

Use this task to copy one or more files from one location to another. Task Name: Enter a name for the task

Files: Click to browse and select files. Destination Folder: Browse to select the destination folder. Check the checkbox to "Replace existing files at destination".


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Rename / Move File

Use this task to move a file. Keep the old name, or rename it by simply typing in a new name. Check to overwrite existing.


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Delete File

Simply browse for the file(s) you wish to delete and add them to the list.


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Write Text File

Use this task to create or write to existing text files, or append information and create your own log file. Right-click in the "Text" entry to reveal the "insert" menu which can be used to insert constants or database values. For more information on the Insert Function, click here.


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Create Folder

Use this task to create a new folder. Simply browse for the parent folder, and then tell SQL-RD what the new folder name should be.


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Rename / Move Folder

You can use this task to rename or move the folder. Select which action you want to take from the options. Select Folder: Select the folder you want to take the action on. New Name: Provide the name of the folder.


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Zip Files

You can use this task to zip files. If you need to zip single files from multiple locations you can use the "Simple" view. If you need to zip files in the same folder you can use the Advanced view shown above. Files: You can select a file or specify a path including wildcards e.g. *.* to select all files. Recursive: This will search the folder and all subfolders. Maintain Folder Structure: Select this to ensure files of the same name are not overwritten and have the folder structure maintained. This is useful when using wildcards.


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Unzip File

This task can be used to unzip a selected zip file to a specified folder.


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Merge PDF Files

Use this task to merge pdf files. You can select individual pdf files or a folder containing multiple pdf files. Destination File: Select a destination file that the merged file will be saved to. Check the checkbox to replace any existing files at the destination.


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Internet

Internet

For more information about each of the tasks, click the relevant link below: Send Email Open Web Address FTP - Upload Files(s) FTP - Download File FTP - Delete FTP File FTP - Create Directory FTP - Delete Directory


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Send Email

Task Name: Give the task a name To, CC & BCC:

Choose from: MAPI (Outlook) address book (Only available if you are using MAPI): Select one or more email addresses or groups.


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SQL-RD Address Book: Select one or more email addresses or groups. Database Source: Build a SQL query to pick the email address or addresses from a database. Text File: Store your email addresses as a standard mailing list in a text file (Format: no delimiters, each email address on a new line) Or simply type in the email address Subject: Enter a subject. Or right-click and select "Insert" to insert constants, database values and defaults. For more information on the Insert function, click here. Attach: Click to select an attachment. Or right-click and select "Insert" to insert constants, database values and defaults. For more information on the Insert function, click here. Body: Type in your email. Or right-click and select "Insert" to insert constants, database values and email defaults. For more information on the Insert function, click here. Insert: To insert a constant, database value or email default, place the cursor

where you want the value to be and click . For more information on the Insert function, click here. Mail Format: Choose from HTML or Text. When using html, you can enter html tags e.g. <p>pick up the report from <a href="http://mycompany.com/my%20folder/my%20report">http://mycompany.com/my folder/my report</a>. </p> When using text, links will be interpreted as links by the recipient's email address ONLY if they do not contain spaces. for example: \\servername\foldername\folder\filename.zip - will be interpreted as a link \\servername\foldername\folder\file name with spaces - will be malformed, with the link cutting off before the first space. In this instance, use html format and tags to ensure the complete link is interpreted correctly.


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Open Web Address

Use this task to open a web page. If you are not sure the full address, click the browse button. This will start your web browser. Navigate to the page you wish. Exit your browser and the page name will populate the field automatically.


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FTP - Upload File(s)

Use the button to add files you would like to upload. Use the Advanced view to use wildcards.


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Enter your FTP Credentials. FTP Directory: Click the browse button to connect to the server, navigate to the folder you wish to upload the files to.


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FTP - Download File

This task can be used to download files via FTP. Enter your FTP credentials. FTP Path: Click the browse button to select the FTP path.


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Selected File: Select a file or folder or use wildcards to select the files to download. Download to this folder: Specify which folder the files should be downloaded to.


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FTP - Delete FTP File

You can use this task to delete a file on an FTP server.


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FTP - Create Directory

Use this task to create a folder on an FTP server. Base FTP Directory: Leave this empty to select the root directory. New Directory Name: Specify the name of the directory to create.


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FTP - Delete Directory

You can use this task to delete a directory on an FTP server. Enter your FTP credentials. Delete this Directory: Click the browse button to select a directory to delete.


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Database

Database

For more information about each of the tasks, click the relevant link below: Execute SQL Script Update a Database Record Insert a Database Record Delete a Database Record Run a Stored Procedure Table - Create a Table Table - Delete a Table Table - Add a Column to a Table Table - Delete a Column from a Table IMPORTANT: These tasks will make modifications to database tables which, in some cases, may be irreversible. Please ensure that you review the resulting scripts and test them thoroughly on a Test system before committing them to your production (live) system.


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Make sure you take a full backup of your database before any testing. ChristianSteven Software does not provide support or training for the writing of SQL queries and related databases. If you are unsure what to do follow the English principle: "When in doubt, do Nowt". Do not attempt to write scripts if you are unsure of what you are doing. Refer this part of the process to your database administrator or a qualified SQL programmer.


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Execute SQL Script (from file)

ODBC Datasource Name: Drop down and select a DSN. We strongly recommend System DSNs so that the DSN is visible to SQL-RD even when the user associated with the DSN is logged off. All communication to databases (including Access databases) is done through ODBC, so you must setup a system DSN to the database before you can use this facility. When setting up DSNs we recommend (if possible) that you use Windows Authentication (Trusted Connection). This ensures that your username and password are not required to be stored in SQL-RD (more secure) and overcomes a large number of security restrictions which Windows places on DSNs. When using Windows Authentication, make sure that the SQL-RD NT service user (or background application service user) has full rights to the database otherwise, though you will connect when you are logged in, automated scheduling will fail if the Service user has not got rights to the database.


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When setting up a DSN to a SQL server, you must ensure that the "Default Database" setting is set to the database you are connecting to (Windows defaults this to "Master"). UserID: Enter the User ID SQL-RD should use to log on to the database. Password: Enter the password associated with the above user. Connect: Click Connect to connect to the Database. Script Location: Browse to locate the script. Click OK when done.


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Update a Database Record






UserID: Enter the User ID SQL-RD should use to log on to the database.


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Password: Enter the password associated with the above user. Connect: Click Connect to connect to the Database. Click Next to continue:

Select the table containing the record you wish to update. Select the Column you wish to update. Enter the new value.

Click to add the change. Click Next to continue.


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Add some conditions to identify the records to update. Click Next to continue.


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Review the completed scrip and make any modifications manually where required. Click OK to when you are finished.


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Insert a Database Record







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UserID: Enter the User ID SQL-RD should use to log on to the database. Password: Enter the password associated with the above user. Connect: Click Connect to connect to the Database. Click Next to continue:

Select the table to insert the record. Select a column and provide a value

Click to add to the list Insert values for all columns required

Click Next to continue.


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Review the SQL statement and make modifications manually where required. Click OK when completed.


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Delete a Database Record






UserID: Enter the User ID SQL-RD should use to log on to the database.


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Password: Enter the password associated with the above user. Connect: Click Connect to connect to the Database. Click Next to continue:

Select the table Set the selection criteria

Click Next to continue


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Review the final script and make any changes manually if required. Click OK when completed.


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Run a Stored Procedure




When setting up DSNs we recommend (if possible) that you use Windows Authentication (Trusted Connection). This ensures that your username and password are not required to be stored in SQL-RD (more secure) and overcomes a large number of security restrictions which Windows places on DSNs. When using Windows Authentication, make sure that the SQL-RD NT service user (or background application service user) has full rights to the database otherwise, though you will connect when you are logged


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in, automated scheduling will fail if the Service user has not got rights to the database.


UserID: Enter the User ID SQL-RD should use to log on to the database. Password: Enter the password associated with the above user. Connect: Click Connect to connect to the Database. Select a Stored Procedure from the list and enter any required parameters. For example, if you would normally run your stored procedure by using the query execute myproc para1 para2 para3 then Connect to the database and select "myproc" from the list. Enter in the parameters box: para1 para2 para3 and click OK.


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Table - Create a Table







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UserID: Enter the User ID SQL-RD should use to log on to the database. Password: Enter the password associated with the above user. Connect: Click Connect (Validate) to connect to the Database. Click Next to continue.

Type in a name for the new table, Add the columns, types and sizes to the list and Click Next.


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Review the final script and make manual adjustments if required. Click OK when you are done.


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Table - Delete a Table






UserID: Enter the User ID SQL-RD should use to log on to the database. Password: Enter the password associated with the above user.


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Connect: Click Connect to connect to the Database. Select the table you wish to delete from the list. Click OK when you are done.


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Table - Add Column to Table








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Connect: Click Connect to connect to the Database. Click Next to continue.

Select the table you wish to modify, Enter the new column name, the type and the size. Click Next to continue.


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Review the script and make modifications manually if required. Click OK when you are done.


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Table - Delete Column from Table








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Connect: Click Connect to connect to the Database. Click Next to continue.

Select the table you wish to modify, then select the column you would like to delete. Click Next to continue


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Review the script and make manual changes where required. Click OK when you are done.


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Registry

Registry

For more information about each of the tasks, click the relevant link below: Set Value Delete Key Create Key


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Set Key

Navigate to the registry key you wish to modify and enter the new value. Click OK when you are done.


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Delete Key

Navigate to the key you wish to delete. Click OK when you are done.


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Create Key

Navigate to the base key you would like to add a sub-key to. Type in the name of the new key. Click OK when you are done. Hint: To create a new key and assign it a value, you must first create the key, then use the Set Value task to set the value for this new key.


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Event-Based Conditions

Event-Based Conditions

Event-Based schedule are written to fire off reports when certain events occur. For more information about the events and how to configure the schedule for these events, click the relevant link: Files Exists File has been modified Database Record Exists Database Record has been modified Process Exists Windows is present Unread Email Exists


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File Exists

This condition will cause the schedule to be executed if a file exists. If set to True, the schedule will be executed if the file exists e.g. when it is created. If set to false, the condition will be executed if the file does not exists e.g. if it is deleted. Simply browse for the file.


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File Has Been Modified

This condition will cause the schedule to be executed if a file has been modified If set to True, the schedule will be executed if the file has been modified e.g. when it has been amended or updated. If set to false, the condition will be executed if the file has not been modified. Simply browse for the file.


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Database Record Exists

This condition will cause the schedule to be executed if a database record exists. If set to True, the schedule will be executed if the record exists e.g. when it is created. If set to false, the condition will be executed if the record does not exist. DSN Name: Drop down and select a DSN.





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UserID: Enter the User ID SQL-RD should use to log on to the database Password: Enter the password associated with the above user.

Query: Type or paste a query into this field. Alternatively, click the "Build" button to go to our intuitive and easy to use query builder. For more information on using "Get Values from Database" module to build queries, click here. Hint: If you select "New Records Only", the schedule will only act on records that were created after you wrote the schedule. And the schedule will only be fired once for each record. After the first run, it is deemed not to be new any more and the schedule will not fire. If you choose "Any Matching Records" you need to be very careful about ensuring that your query limits the returned values to just the record you are after. You must also write a custom action to update the database so that this record no longer fulfills the condition once the schedule has been executed. For example: The schedule should execute when a new sale over $1000 is entered.:

Select orderid from salestable where amount >= 1000


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Now limit the query further by adding a second condition:

Select orderid from salestable where amount >= 1000 and schedulesent <> 'T'

The schedule will only execute if it finds a sale over $1000 and the schedulesent field is not "t". Now write a custom Task to update the database record and set schedulesent to 'T'

update salestable set schedulesent = 'T' where amount >= 1000 and schedulesent <> 'T'

When the schedule has executed, it will mark the record and thus ensure that the schedule does not repeat itself each time SQL-RD polls the database. For more information on creating Custom Tasks, click here. Note. ChristianSteven Software does not provide training or support for writing SQL queries. The facility is provided for users who already have a basic knowledge of boolean algebra. For more information on building queries, please speak to your database administrator.


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Database Record Has Been Modified

This condition will cause the schedule to be executed if a database record is modified in any way. If set to True, the schedule will be executed if the record has been modified. If set to false, the condition will be executed if the record has not been modified. DSN Name: Drop down and select a DSN.






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UserID: Enter the User ID SQL-RD should use to log on to the database Password: Enter the password associated with the above user. Click Next to build the record selection query.

Query: Type or paste a query into this field. Alternatively, click the "Build" button to go to our intuitive and easy to use query builder. For more information on using "Get Values from Database" module to build queries, click here.


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You can select how SQL-RD should determine modified records.

The condition has now been setup successfully and you can click OK to continue with the schedule wizard.


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Process Exists

This condition will cause the schedule to be executed if a process exists. If set to True, the schedule will be executed if the process exists. If set to false, the condition will be executed if the process does not exist. Type in the window name, or use the dropdown to pick from a list of currently running processes.


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Window is Present

This condition will cause the schedule to be executed if a window is present. If set to True, the schedule will be executed if the window is present. If set to false, the condition will be executed if the window is not present Type in the window name, or use the dropdown to pick from a list of currently open windows.


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Unread Email Exists

This is possibly one of the most exciting of functionalities Event-Based schedules offer. Users can send report requests to a specified email address. SQL-RD will read the email, and, if the conditions are met, fire off the specified report. Simply fill in your POP server credentials and specify the conditions: Subject and/or message body contain specific words. Choose to clear the email from the inbox once SQL-RD has processed it. If you do use this function with the condition set to false, then be sure to remove the found email from the mailbox so that the report doesn't get fired off again (each time read emails are found). How to parse the values in the body of an email and insert them into SQL-RD fields For an "Unread Email" event, SQL-RD can read the body text of the email and place selected values into Event-based constants. Here is an example: Mary has an email which will contain values, and she wants the values to update a database. Here's how she would set it up in SQL-RD. Firstly, SQL-RD will expect the email text to be in the format [Constant]:[Value]. Here is how Mary will set up her email: EmployeeID: xxxxx EmployeeName:yyyyy EmployeeStartDate:zzzzzzzz As you can see, the required constant is on the left of the colon (:) and the required data is on the right. To insert the data into her database, Mary uses an "Update a database" custom task as shown below:


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She inserts Event-Based Constants, selecting a Custom Constant:

She types in the Custom Field Descriptor:


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When she clicks Insert, "<[e]Incoming ;EmployeeID>" is placed in the field:

She clicks to add the statement to the list. And repeats the process for all the custom constants she will need to parse the email. The above instruction tells SQL-RD to read the email body text and to place the value to the right of "EmployeeID:" in the database. Note: The colon (:) is only required in the email body. It is not used as part of the definition process above, but SQL-RD will automatically read the value to the left of the colon and the apply the data to the right of the colon.


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Destinations

Destinations

The Destinations module helps you to set up the destination and output format of your scheduled report. For more information, click on the links below: Export to Disk (Folders and Directories) Export to Email Export to an FTP folder or directory Export to Printer or print driver Export to FAX (Local FAX modem) Export to SMS (Cell phone text)

Click to import from the list of default destinations. Allows you to re-use destinations over and over again and saves you the trouble of having to write them afresh each time. For more information on Default Destinations, click here.


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Export to Disk

Destination Setup

Destination Name: Give the destination a name. Destination: Select "Disk". Connect using dial-up networking: Select this option if you wish to connect to the destination network using Dial-Up Networking or RAS. Select an already existing connection from your existing Windows connections list. Destination Directory: Browse to select a folder, or type in a path.


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Enable Housekeeping for this destination: Check this option if you want to delete reports on a regular basis which are older than a specified date. Insert: You can insert constants, formulas and database field values instead of a static "typed in" value. Right-click in the above field to expose the Insert menu:

For more information about the Insert function, click here. Output Format


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Format: Select an output format from the list. For more information about output formats and related properties, click here. Compress (ZIP) Output: Check this option if you want the report to be zipped before being attached to the email.

For single schedules, this compresses the single report For packages, this compresses all reports into a single zip Enable zip encryption if you require it

Naming


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Choose the format you require from the list.


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Deferred Delivery

Using this option, the report will be generated at the scheduled time, but will not be delivered to the specified destination until later. PGP Encryption


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Use this option to set up PGP Encryption. If you are unsure how PGP encryption works, or which options to use, please refer to your security or system administrator. Or visit http://www.pgp.com


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Export to Email

Destination Setup

Destination Name: Give the destination a name Destination: Select "Email" To, CC & BCC:


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Choose from

MAPI (Outlook) address book (Only available if you are using MAPI): Select one or more email addresses or groups.

SQL-RD Address Book: Select one or more email addresses or groups.

Database Source: Build a SQL query to pick the email address or addresses from a database.

Text File: Store your email addresses as a standard mailing list in a text file (Format: no delimiters, each email address on a new line)

User Constants Or simply type in the email address

Subject: Enter a subject. Or right-click and select "Insert" to insert constants, database values and defaults. For more information on the Insert function, click here. Attach: Click to select an attachment. Or right-click and select "Insert" to insert constants, database values and defaults. For more information on the Insert function, click here. Body: Type in your email. Or right-click and select "Insert" to insert constants, database values and email defaults. For more information on the Insert function, click here. Insert: To insert a constant, database value or email default, place the cursor

where you want the value to be and click . For more information on the Insert function, click here. Mail Format: Choose from HTML or Text. When using html, you can enter html tags e.g. <p>pick up the report from <a href="http://mycompany.com/my%20folder/my%20report">http://mycompany.com/my


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folder/my report</a>. </p> When using text, links will be interpreted as links by the recipient's email address ONLY if they do not contain spaces. for example: \\servername\foldername\folder\filename.zip - will be interpreted as a link \\servername\foldername\folder\file name with spaces - will be malformed, with the link cutting off before the first space. In this instance, use html format and tags to ensure the complete link is interpreted correctly. Embed Report: When using HTML format, check this option to embed the report into the email body. This option is only available for SMTP and SQL-RDMail users only. You cannot embed into the body if you are using MAPI. By default, if a report is embedded in the email body, there will be no attachment. If you are uncertain whether the recipient can read html formatted mails, you can check the "Include Attachment" option so that the recipient receives an additional attachment of the same report in any other format e.g. a pdf, word document, etc.

Compress (ZIP) Output: Check this option if you want the report to be zipped before being attached to the email.



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For more information about output formats and related properties, click here.

Output Format



Naming Conventions


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Default Naming Convention: SQL-RD will name the output file in the following format: reportname.format extension e.g. Catalog Report.pdf. Customize the output file name: Choose your own filename or right-click and use the Insert Function to insert a value. Customize output extension: Choose your own extension. This is useful for system integration. For example, the default extension for a character separated file is "CSV", but you can give your export an extension of "txt" so that the file can be read by another already existing system you may have. You may also right-click and use the Insert Function to insert a value. Append date/time: This is useful for the following reasons




Deferred Delivery


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Enter the PGP User Id and the key location. SQL-RD will encrypt the file using the provided key. For more information on how PGP encryption works, please refer to your security or system administrator. Or visit http://www.pgp.com


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Export to FTP

Destination Setup

Destination Name: Give the destination a name Destination: Select "FTP" FTP Server Address: Type in the FTP server address FTP Username: Type in the FTP server user name FTP Password: Type in the FTP password FTP Directory: Enter the directory, or leave blank for the root directory


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Test: Click "Test" to test your connection. Output Format



Naming Conventions


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Deferred Delivery


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Use this option to set up PGP Encryption. If you are unsure how PGP encryption works, or which options to use, please refer to your security or system administrator. Or visit http://www.pgp.com/


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Export to Printer

You can schedule a report to export to a printer or any other print drivers you have installed on the PC e.g. FAX print drivers. Destination Name: Give the destination a name Destination: Select "Printer" Select Printer: Select a printer (or print driver) from the dropdown list. Click

to add to the list. Click "OK" when completed.


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Export to FAX (Local Fax Modem)

Destination Setup

Destination Name: Give the destination a name. Destination: Select "FAX". Fax No: Click to select a FAX number from the address book, or type one in the space provided. Cover Page: Enter details as required..


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Export to SMS (Cell Phone Text)

Destination Setup

Destination Name: Give the destination a name. Destination: Select "SMS". To: Click to select a Cell Phone number from the address book, or type one in the space provided. Cover Page: Enter a short introductory message (if required).


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Output Formats

Output Formats

Reports may be exported to the following formats. Some formats have advanced options to help provide richer functionality and greater customization of the exported report. To find out more click the links below: Acrobat (pdf) CSV (csv) Data Interchange Format (dif) dBase II (dbf) dBase III (dbf) dBase IV (dbf) HTML (htm) Lotus 1-2-3 (wk1) Lotus 1-2-3 (wk3) Lotus 1-2-3 (wk 4) Lotus 1-2-3 (wks) MS Excel 97 - 2000 (xls) MS Word (doc) Rich Text Format (rtf) Text (txt) Tiff (tif) Web Archive (*.mhtml) XML (xml)


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Acrobat Format (.pdf)

Format Options

PDF options: You can enable extra pdf options. If you choose not to use the options, a standard pdf file will be exported. File Permissions: Enter passwords and select the options you require. Files will be encrypted using pdf 128 Bit encryption. The resulting files can only be opened with versions of Acrobat which can handle this level of encryption e.g. Acrobat 6 and above. You can include a watermark or stamp to be inserted in the PDF document. File Summary


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Determine file summary by filling in the required properties as illustrated above. If properties are not filled in or are left blank, the original properties which exist in the exported report will be preserved. To overwrite these with a blank, enter a space in the field you wish to overwrite.


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Crystal Reports (.rpt)

The Crystal Report (.rpt) output format does not have any further report options.


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CSV (.csv)

You can determine whether to append to a file if one already exists at the disk destination.


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Data Interchange Format (.dif)

The Data Interchange Format (.dif) format does not have any further format options.


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dBase II (.dbf)

The dBase II (.dbf) format does not have any further format options.


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dBase III (.dbf)

The dBase III (.dbf) format does not have any further format options.


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dBase IV (.dbf)

The dBase IV (.dbf) format does not have any further format options.


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HTML (.htm)

Separate html files: If HTML format is selected, SQL-RD will create a single html export. Check this option if you want to split this into the standard multiple page format which Crystal Reports produces when a manual export is performed. (Only available if HTML format is selected). Page Navigator: Check this option if you require page navigation at the bottom of each exported HTML page.


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Lotus 1-2-3 (.wk1)

The Lotus 1-2-3 (.wk1) format does not have any further format options.


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Lotus 1-2-3 (.wk3)



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Lotus 1-2-3 (.wk4)



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Lotus 1-2-3 (.wks)

The Lotus 1-2-3 (.wks) format does not have any further format options.


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MS Excel 97-2000 (.xls)

Workbook Password: Password protect your workbook by checking this option and entering the desired password.


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Determine file summary by filling in the required properties as illustrated above. If properties are not filled in or are left blank, the original properties which exist in the exported report will be preserved. To overwrite these with a blank, enter a space in the field you wish to overwrite.


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MS Word (.doc)

For MS Word (.doc) output the Format Options will depend on what you have in your report. You can select the page ranges which you would like to export and fill in a file summary as with a normal document.


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Record Style (.rec)

You can select to use the default CSV export method which uses the same method used by Crystal Reports. You can specify if you want the number and date formats to default to the ones specified in the report.


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You can use the custom method on how to export the records and select how these should be exported.


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You can select the checkbox to append the export to a file if one already exists in the destination.


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Rich Text Format (.rtf)

The Rich Text Format (*.rtf) does not have any further output options.


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Tab Separated (.txt)

The Tab Separated (.txt) format does not have further formatting options.


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Text (.txt)

The Text (*.txt) format does not have any further format options.


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TIFF (.tif)

You can use SQL-RD's default formatting options for TIFF (.tif) files or specify your own settings for the output.


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XML (*.xml)

The XML (*.xml) format does not have any formatting options.


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System Monitor

System Monitor

The system monitor displays information about various areas of the SQL-RD system. It also contains some system-wide automated processes. For more information, click the links below: SQL-RD System Schedule Manager Email Log Email Queue Error Log Deferred Delivery Scheduled Backup Scheduled Refresh Read Receipts Schedule History Single Packages Automation Event-Based Schedule Event Based Packages


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CRD System

SQL-RD System

The SQL-RD System panel in the System Monitor holds several areas of information for the system. Please click the links below for more information. Schedule Manager Email Log Email Queue Error Log Deferred Delivery Scheduled Backup Read Receipts


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Schedule Manager

This screen will display events as they happen e.g. when a schedule has been added to the queue and whilst it is being processed. Refreshing the Display You can adjust the refresh interval of the schedule manager by using the Refresh Interval scroller which has a range of 2 to 60 seconds. Managing Processes The Schedule manager also displays the Process ID which you can use to identify matching processes in the Windows Task Manager. Context Menus

Right clicking on a schedule presents a context menu which allows you to do the following:

Properties. Select the schedule, right-click and select "Open Schedule properties". This opens the schedule properties.

Show in Explorer. Select the schedule, right-click and select "Show the schedule in Explorer. This shows the schedule in the SQL-RD Explorer.

Remove From Queue. Select the schedule, right-click and select "Remove from Queue". The schedule is removed from the queue.


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Execute Schedule. Select the schedule, right-click and select "Execute Schedule". The schedule is executed right away if it was waiting.

Scheduler Status The Scheduler Status area displays information on the scheduler. This covers the time when the schedules were last polled, the last result of the poll and the time remaining until the next poll. Scheduler Control This can be used to Start and Stop the installed Scheduler. The buttons will be grayed out if no scheduler is currently installed.


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Email Log

This screen shows a list of all emails which have been successfully delivered. You can double click on an email to bring it up in an email client. You can use the search field to view only the emails which match your search terms.


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Email Queue

This screen shows a list of all failed emails. If "Resend Failed Emails" has been checked in Options, then SQL-RD will keep retrying the email until it is manually removed from the queue. As an example , if an email address has been misspelt (.cmo instead of .com). The queue will shows when the last attempt was, and what the result was. Send Now: Select a message, and click this button to attempt an immediate delivery. Remove Selected: Select a message and click on this button to delete it from the list. Remove All: Click this button to clear the queue. Only send one email alert per email failure: This works in conjunction with the "Try resending failed emails" in Options (Tools > Options). If a message cannot be sent and SQL-RD is configured to notify you of any email failure this makes sure an alert is sent to you only once and not every time the email fails due to the configured retry.


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Error Log

The error log enables you to view any errors that have been encountered by the system. You can filter out the entries displayed by using the search field to specify the keywords to filter by. To view the details of an entry simply select it and the details will be shown in the opposite pane. This can be very useful for troubleshooting purposes.


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Deferred Delivery

This contains a list of reports and information on which have been deferred for delivery.


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Scheduled Backup

Use this option to set up automated system backups. You can enable or disable automatic system backups. You can use the Simple backup option if you do not need the scheduling options above.


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IMPORTANT: As much as is possible try to schedule backups at times when you do not have schedules running. This is important as backups may cause delays to your schedule execution.


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Scheduled Refresh

Use this option to create automated Schedule Refreshes. You can add individual schedules or whole folders to the list.


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Read Receipts

If you have requested read receipts for your report delivery, you can check on the receipt status here.


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Schedule History

Schedule History

The Schedule History pane in the System Monitor brings together the schedule history for all your schedules. Please click the links below for more information. Single Packages Event Based Automation Event Based Packages


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Single

This screen shows you a history of all Single schedules (static and dynamic). You can print, save or manipulate this as a custom report by clicking the More... button.


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Packages

This screen shows you a history of all packages.


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Event Based

This screen shows you a history of all Event Based schedules.


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Automation

This screen shows you a history of all Automation Schedules. You can print, save or create a custom report by clicking the "More..." button.


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Event Based Packages

This screen shows you a history of all Event Based Packages.


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System Tools

System Tools

SQL-RD provides tools to help you manage the system. These are available from the System menu item on the main menu. Please see the following for more information: Backup System Restore System Compact System Migrate to SQL Server/ODBC Migrate to Local SQL Server Update ODBC Login info Switch to File System Switch to ODBC/Local SQL Export System Data


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Backup System

This option will back up the SQL-RD schedules database. Simply select the folder to store the backed up file. You can schedule backups to happen at frequent intervals automatically. To do this, see the Scheduled Backup section.


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Restore System

This option will restore your SQL-RD system and files to a previous backup. Simply select the folder where the previous backup is stored. Note: When the system is restored, anything that happened after the backup was created will be wiped out.


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Compact System

SQL-RD stores the schedule information and all your settings locally in an MS Access database. Access databases can grow very quickly, most of it consisting of empty unused space. When your database size exceeds 50 MB, SQL-RD will prompt you to "Compact the system". The compacting process reduces the size of the database, and re-indexes the records, repairing any corrupted records in the process. Uncheck the option in Options if you do not want SQL-RD to prompt you. Important: The compacting process requires that

MS Access 2000 or above is installed on the SQL-RD PC No other applications are using the access database e.g. the SQL-RD

scheduling services For Advanced users: You may manually compact and re-index the database directly in MS Access. Here's what to do:

1. Ensure that the database is not in use by the SQL-RD Editor, the schedulers or anything else.

2. Open Program Files\SQL-RD\SQL-RDLive.dat with MS Access. 3. In MS Access, go to Tools - Database Utilities and select "Compact and

Repair" For SQL Server/ODBC database users: The compact process only compacts and re-indexes the database if it is stored in the local file system (MS Access file). To compact and re-index a SQL, Oracle or other database, please follow the guidelines of the database manufacturer.


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Migrate to SQL Server / ODBC

In Default mode, the SQL-RD database containing schedule information, settings, calendar, address book and other data is stored in an MS Access file system as Program Files\ChristianSteven\SQL-RD\SQL-RDLive.dat. MS Access databases are known to grow rapidly, need frequent re-indexing and compacting and can be slow and occasionally erroneous when heavily used. For most users, compacting the system once a month or so will ensure continued performance. Where more than 500 schedules are expected and/or the database is being accessed by your own application (e.g. a web application), we strongly recommend that you Migrate your database to SQL server or another more reliable ODBC compliant database. Storing your data in an enterprise database (and not in MS Access) affords you a great deal of extended functionality through triggers, stored procedures, integration with other applications, system backups, indexing, tuning, and lots more. To Migrate to SQL Server (or some other ODBC compliant database): 1. Create a new empty database instance in your ODBC Compliant Database. 2. On the SQL-RD PC, create a SYSTEM ODBC DSN. Windows integrated authentication is preferred, but standard authentication is acceptable. Ensure you select the new database as the "default database". 3. In SQL-RD, go to Tools - System Tools - Migrate to SQL Server/ODBC 4. Select your new DSN from the dropdown list and enter your credentials (if you are not using Windows Authentication)


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5. Click "Go". Your local file system will be migrated to the new database, and SQL-RD will use this new database as its default database. Important: ChristianSteven Software does not provide support or instructions on how to use SQL or other databases. If you do not have any experience with databases, please contact your database administrator and arrange for the migration to be performed by an expert. If you wish to be visited by a ChristianSteven approved technical consultant, please visit http://www.christiansteven.com/partners/partnerlist.htm. To revert to the local system file: Go to Tools - System Tools and select "Migrate to File System". "Migration" will migrate all the data from one database type and move it to another. If you simply want to switch from one to the other without migrating the latest data, use the "Switch" option instead of the "Migrate" option.


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Migrate to Local SQL Server

In Default mode, the SQL-RD database containing schedule information, settings, calendar, address book and other data is stored in an MS Access file system as Program Files\ChristianSteven\SQL-RD\SQL-RDLive.dat. MS Access databases are known to grow rapidly, need frequent re-indexing and compacting and can be slow and occasionally erroneous when heavily used. For most users, compacting the system once a month or so will ensure continued performance. Where more than 500 schedules are expected and/or the database is being accessed by your own application (e.g. a web application), we strongly recommend that you Migrate your database to SQL server or another more reliable ODBC compliant database. Storing your data in an enterprise database (and not in MS Access) affords you a great deal of extended functionality through triggers, stored procedures, integration with other applications, system backups, indexing, tuning, and lots more. Select this option to Migrate to a local SQL server installation. If you do not have SQL Server installed, it will be installed for you (locally) as part of the installation. Important: ChristianSteven Software does not provide support or instructions on how to use SQL or other databases. If you do not have any experience with databases, please contact your database administrator and arrange for the migration to be performed by an expert. If you wish to be visited by a ChristianSteven approved


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technical consultant, please visit http://www.christiansteven.com/partners/partnerlist.htm. To revert to the local system file: Go to Tools - System Tools and select "Migrate to File System". "Migration" will migrate all the data from one database type and move it to another. If you simply want to switch from one to the other without migrating the latest data, use the "Switch" option instead of the "Migrate" option.


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Update ODBC Login Info

Select this option to change or update the logon information required by your database to logon.


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Switch - To File System

This option allows you to switch SQL-RD from an ODBC compliant database to the local Access database. It points SQL-RD to the local file system. This option does NOT migrate your system. It simply switches SQL-RD to look at a different database. To migrate from one system database type to a new type, please use the "Migrate" option.


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Switch - To ODBC / Local SQL

This option allows you to switch SQL-RD from a local Access database to an ODBC compliant database or a local SQL installation. It points SQL-RD to the new database. This option does NOT migrate your system. It simply switches SQL-RD to look at a different database. To migrate from one system database type to a new type, please use the "Migrate" option.


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Export System Data

This tool exports system data for each type of schedule. You can preview the data, print or save it disk, choose fields to export and create custom reports.


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Support

SQL-RD Support

Support is critical for any software product. ChristianSteven provides the following support avenues for SQL-RD.

Knowledge Base User Forums Version History Product Roadmap Technical Support Member Services

Please note that free technical support is also available to evaluation users of SQL-RD.


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Knowledge Base

ChristianSteven Software maintains a Knowledge Base with solutions to some common problems that users experience and answers to frequently asked questions. You can access the Knowledge Base by visiting the following location: SQL-RD Support — http://www.christiansteven.com/support_sql-rd.htm


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User Forums

There are forums available for the sole use of SQL-RD users to share tips and other solutions to any problems. The user forums can be accessed from the SQL-RD Technical Support page: SQL-RD Support — http://www.christiansteven.com/support_sql-rd.htm Please note that as content is contributed by other SQL-RD users, ChristianSteven Software will not accept any responsibility for the contents.


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Version History

ChristianSteven Software regularly releases new builds of SQL-RD to provide enhancements and fixes to any reported problems. You can find the full version history and the Change Log for the latest build at the download page in the Member Area of our website.


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Product Roadmap

ChristianSteven Software periodically releases future plans and features for the software on the website. We welcome your suggestions on how to make SQL-RD a better product for you, please contact Member Services with any suggestions.


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Technical Support

Technical Support is provided by the ChristianSteven Technical Support Desk. Technical Support is available to evaluation and licensed users of SQL-RD who have registered for support. Registration for Technical Support is free. Once registered, you can submit Technical Support queries. All SQL-RD support resources are available from the following location: SQL-RD Support — http://www.christiansteven.com/support_sql-rd.htm Please note that all non-Technical and other queries are dealt with by Member Services.


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Member Services

Member Services deal with all activation, licensing, registration, member area, suggestions and other NON-technical general queries. The team can be contacted by sending an email to [email protected]. Please make sure you include your customer number in your emails to ensure a quick response. Please note that Member Services personnel are NOT trained in technical aspects of the software. If you submit a technical question, you will be referred to contact Technical Support.

sql-rd user manual

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