Query report

The Query Report page shows one query report: its schedule, delivery and format, and its parameters. From here you preview the report, send it now, change how and when it is sent, and choose who receives it and who can generate it.

To open a query report, select it on the Query reports page. ◄ Back to List takes you back to the list.

TrakIT Support writes the query behind each report. What you can do on this page depends on your relation to the report:

The owner of the report, and system administrators, can change it, send it and choose its recipients and the users who can generate it.
Users given access can preview it and change its parameters.
Other users can see its details and ask the owner for access.

Only the owner and system administrators can open an inactive report.

The top of the page

Tags label the report. To add one, type a tag of at least 3 letters or numbers, without spaces, in Add a Tag and press Enter; to remove one, select the cross next to it. Only the owner and system administrators can change tags. Tags can be used to filter the Query reports list.
The report’s ID, and its status: Active or Disabled. A disabled report is shown on a pale red background.
The speech-bubble icon (Change Log) opens the report’s change log: notes about changes to the report, which system administrators can add.

Report details

Under the title and description:

Field	Shows
Report Owner	The user responsible for the report.
Frequency	Weekly or Monthly.
Days	The weekdays it is sent on, for example Mon, Thu, or All Days; for a monthly report, the dates, for example 1,15. — if it is not scheduled.
Time	The hours it is sent at, in UTC, for example 6,18 UTC.
Delivery Mode	By Email, By FTP or By API Post.
Report Type	The file format, for example Excel Spreadsheet (.xlsx).
Template	For an Excel report, the Excel template it uses, or [None].
Time Zone	The Report Time Zone, as an offset from UTC.
Excel Auto Fit, Generate Empty Report, Auto Disable	Yes or No. See Modify the report.
API Access	Yes if the report can be fetched through the TrakIT API, with `QueryReport`. TrakIT Support sets it.
Action Trigger	Yes if workflow actions can run the report. TrakIT Support sets it.

Below them: when the report was created and last updated, and by whom.

Actions on the report

Button	What it does	Shown to
Pencil (Modify Report)	Changes the report’s settings.	The owner and system administrators.
Send Now	Sends the report now to its recipients or destination.	The owner and system administrators.
Preview	Generates the report and downloads it.	Users who can generate the report.
Recipients	Chooses who receives the report.	The owner and system administrators.
User Access	Chooses who can generate the report.	The owner and system administrators.
Request Access	Asks the owner to let you generate the report.	Users who can’t generate it.

TrakIT Support also sees buttons to change the query, clone the report and delete it.

Preview the report

Select Preview. TrakIT opens a new browser tab, generates the report with the current parameter values and downloads the file, named after the report title with the date and time (UTC) added. No one is sent anything.

If the report can’t be generated, the tab shows The report could not be generated! with the reason, for example:

Reason	Means
Nothing to export	The query returned no rows, and Generate Empty Report is off.
Report generation is already in progress (started … ago by …). Please try again shortly.	Someone, or a scheduled send, is generating the report right now. A report can’t be generated twice at the same time.

Send the report now

Select Send Now to send an active report now, the same way a scheduled send does. TrakIT adds it to the report queue (Report Queued), which usually sends it within a few minutes. The button is then disabled until you reload the page.

An inactive report can’t be sent: Cannot send inactive report. Please activate report first.

What is sent

By Email: an email to the recipients, with the report title as its subject. It holds the title, your Custom Message or the Email Template text, and the report as an attachment, or, for HTML In Email, the report table in the email itself.
By FTP or By API Post: the file is uploaded to the FTP server or posted to the address. The recipients, if any, receive an email saying whether the upload succeeded, with the reason if it failed.

When the query returns no rows and Generate Empty Report is off, nothing is generated and nothing is sent. A report sent by email with no recipients is not sent either: the report queue shows why.

Modify the report

Select the pencil (Modify Report).
In Modify Report, change the settings you need. Some fields appear only for some choices, as described below.
Select Save.

Field	What to enter
Report Title	Up to 100 characters. Required.
Description	Shown under the title.
Report Owner	The user responsible for the report: an active user of your company. System administrators can choose any user. The owner can always generate and change the report, so if you choose someone else, you can no longer change it unless you are a system administrator.
Delivery Mode	By Email, By FTP or By API Post.
Simple Message or Message Template	For By Email: with Simple Message, enter a Custom Message of up to 500 characters to put in the email; with Message Template, choose an Email Template from the message templates set up in TrakIT.
FTP Server	For By FTP: the FTP server to upload the file to, from those set up in TrakIT.
API Post Url	For By API Post: the address to post the file to, up to 256 characters: a full `http://` or `https://` address on the internet. Addresses on the local or private network are refused, and so is an address that redirects elsewhere: give the final address. When you save, TrakIT posts a small test file to it, and does not save if the address does not accept it.
Report Type	The format: Comma Separated Values (.csv), HTML File (.html), HTML In Email (the report table in the body of the email), Excel Spreadsheet (.xlsx), Text File (.txt) or JSON File (.json).
Select Template	For Excel: an Excel template loaded for your installation to lay out the report in, or – None – for a plain sheet.
Enable Header Filters	For Excel: adds filter buttons to the heading row. It is selected each time you change the Report Type.
Zip Report	Marks the report as zipped, as shown in the Zip column of the list. The file itself is sent as it is.
Report Frequency	Weekly or Monthly.
Send on Day(s)	For a weekly report: the weekdays to send it on. The check icon selects all or none.
Send on Date(s)	For a monthly report: the dates to send it on, from 1 to 30, separated by commas and in increasing order, for example 1,10,20.
At Hour(s)	The hours to send it at, in UTC, from 0 to 23, separated by commas and in increasing order, for example 6,12,18. Required when you choose days or dates.
Report Time Zone	A time zone kept with the report and shown as its Time Zone. The dates and times in the report are as its query returns them, unless TrakIT Support wrote the query to use the time zone, which it receives as the offset from UTC in minutes.
Excel Auto Fit	Fits the width of the Excel columns to their contents.
Generate Empty Report	When the query returns no rows, still generates the report, with the column headings only. Without it, no report is generated and no email is sent.
Auto Disable	Turns the report off if it has not been generated for 6 months. TrakIT checks this every Sunday.
Active	Clear it to turn the report off: it is no longer sent, Send Now refuses it, and only its owner and system administrators see it.

A report with no days or dates is not sent on a schedule, but you can still preview it and send it with Send Now.

How scheduled sending works

Every 30 minutes, TrakIT looks for the active reports due on the current day and hour, in UTC, and adds each to the report queue once. The queue usually sends it within a few minutes. So a report set to 6 is sent shortly after 06:00 UTC: work out the UTC hours from your own time zone. The current UTC time is shown above the Query reports list.

Messages when you save

Message	What to do
Report Title must be specified	Enter a title.
Report Owner must be specified	Choose an owner.
Email Template must be selected	Choose an Email Template, or switch to Simple Message.
FTP Server must be specified	Choose an FTP Server.
Hour(s) must be specified	Enter At Hour(s), or clear the days.
Hour(s) specified are invalid. or Hours must be in increasing order.	Enter whole hours from 0 to 23, smallest first.
Day(s) specified are invalid. or Days must be in increasing order.	Enter dates from 1 to 30, smallest first.
API Response: … or API Error: …	The API Post Url did not accept the test file. Check the address with whoever runs it.
The API URL must be a full http:// or https:// address	Enter the whole address, starting with `https://` or `http://`.
The API URL’s server could not be found	Check the server name in the address.
The API URL must be an internet address, not a local or private one	The address is on your local or private network. Use an address on the internet.
… contains possible html tags or disallowed text.	Remove any `<` followed by a letter from the title, description or message, and don’t start them with `=`, `+` or `@`.

Recipients

The recipients receive the report when it is sent. To choose them, select Recipients. The Set Recipients popup has three lines: To:, Cc: and Bcc:.

To add a recipient:

In the box of the line you want, type part of a name, user ID or email address.
Choose a user or a user group from the list, or choose what you typed to add an email address.

The recipient is added at once (Recipient was added successfully). To remove one, select the red x next to it.

To send the report to someone who is not a TrakIT user, type their full email address. An external user you choose is also added by their email address. If their portal role allows it, they can also download the report from the portal’s Reports page.
A user group’s email goes to the recipients set up for the group. A group marked (archived) reaches nobody.
Recipients don’t need access to generate the report; to let them download it themselves, add them under User Access too.

Message	What to do
No matching user found	Check the name, or enter a full email address.
Matching users profile is locked	The user’s account is locked: they can’t receive reports.
… matching users were found for ‘…’. Please be more specific.	Type more of the name, or choose the user from the list.
Recipient already present	They are already a recipient.

Users can see the reports they receive on My reports, and remove themselves from them.

User access

Users given access can generate the report themselves: Preview it, change its parameters, and download it from My reports. They don’t receive it when it is sent; for that, add them as recipients.

Select User Access. The Set User Access popup lists the users who have access.
Under Add User, choose the company. It starts on yours; the list shows your own companies (all companies for a system administrator).
Choose the user. They are added at once.

To remove a user, select the red X next to their name.

The owner always has access and doesn’t need to be added. If you choose yourself, TrakIT says You already have access to this report.

Request access

When you can’t generate a report, the page says You do not have access to generate this report. Please use the button below to request access.

Select Request Access.
Confirm.

TrakIT emails the report’s owner a Report Access Request, with a Grant Access button, and says The request was emailed successfully. When the owner selects Grant Access, within 7 days of your request, you are added to the report’s user access and receive a Report Access Granted email. The button works only for the report’s owner or a system administrator, signed in to TrakIT: anyone else gets You do not have the permission to give access to this report.

Parameters

The Parameters tab lists the values the report’s query asks for, such as a date range or a customer. A report without parameters shows This report does not have any input parameters.

Column	Shows
Name	The parameter, with a note on what to enter under it.
Value	The current value: a text box, a date with a calendar, or a list to choose from.
Updated By	Who last changed the value, and how long ago. System if TrakIT set it, for example through the API.

To change values:

Enter or choose the new values.
Select Update.

TrakIT says Parameters updated successfully, or No parameters were changed.

You can change values if you can generate the report; other users see them greyed out. If a value is refused, the reason appears under it in red, for example Value must be numeric, Invalid Date/Time, Value cannot exceed 500 characters or Value contains possible html tags or disallowed text.

Who can use this page

You open a query report from the Query reports list. Like the list, the page needs Read in the Query Reports section; without it, TrakIT shows Authorization Failed. Beyond that, what you can do depends on the report:

Who	Can
Every user who can open the report	See its details, parameters and change log, and request access.
Users given access	Also preview it and change its parameter values.
The report’s owner and system administrators	Also change its settings and tags, send it now, and choose its recipients and the users with access. Only they can open an inactive report.
TrakIT Support	Create query reports, change the query, clone and delete reports.