Sending a Scheduled Report Using the Automated Contact List

The Automated Contact List feature is a customization option that allows you to send scheduled dashboards and reports to specific contacts and companies without selecting multiple recipient email addresses. It eliminates the inconvenience of manually updating the list when a new contact is added or removed from your Professional Services Automation (PSA) or Customer Relationship Management (CRM) software. This article provides instructions on how to use the Automated Contact List feature when sending reports.

What are the functions of the Automated Contact List? 

The Automated Contact List connects to a widget where users can set conditions that recognize data like full name, email address, company name, and contact type to help you send reports to targeted audiences. This feature addresses needs such as the following:

• Sending email to a dynamic contact list, constantly changing due to set conditions
• Excluding email addresses and company names that should not receive the report
• Preventing sending dashboards without data 
• Discontinue sending reports to inactive users or members
• Send reports to the leaders of the company 

Required integrations, permissions, and prerequisites

• The Automated Contact List is only available when creating a scheduled dashboard or report with a company slicer and widgets in the dashboard or report that have a contact list tag.
• You can set up dashboards and reports for all MSPbots apps, BI packages, and applicable integrations.
• Only users with admin permissions can create dashboards and reports. If you don't have enough permissions, contact your administrator for help. 

How to use Automated Contact List to send my report to a custom list

Follow these steps:

1. Create a scheduled report. Refer to How to Create Scheduled Reporting for Dashboards and Reports for instructions.
   
      *   Ensure that your dashboard or report has a company slicer. Refer to How to Add a Slicer to the Dashboard to add a company slicer.
      *   Make sure the QueryParams value in the slicer you add to your dashboard or report is "Company," so that the Automated Contact List switch will appear in the Scheduled Report. Refer to the Dropdown List.
   
   
   
   
2. Open the scheduled report you created.
3. Enable the Automated Contact List switch.
   
   
    
4. For the Contact List option, select an existing contact list widget from the Custom list or click Use Template to clone a template contact list widget from the Template list.
   
   
   
   
   
   
   • Once selected, it will display the total number of contacts within that widget, indicating how many times this report will be sent. For instance, "60 contacts in list" means that 60 reports will be generated and sent to the corresponding 60 recipients for each schedule.
     
     
     
     
5. (Optional) Click Edit to edit the contact list widget. For more detailed information, refer to How to Create a Contact List Widget.
   
   
   
   
6. Select a field from the To dropdown menu. The scheduled report will be sent to the email addresses in the contact list widget for the field. 
   • (Optional) You can also manually enter email addresses in the To, CC, or BCC field to send this report to recipients like internal company personnel.
     
     If you want to send the report to the individuals in the Default Email column of the Contact List widget then send a copy to abc@mspbots.ai and a blind copy to an internal recipient like def@mspbots.ai. For example, select Default Email in the To field, then type abc@mspbots.ai in the CC field and def@mspbots.ai in the BCC field.
     
     
     
     
7. Select Company Name from the Contact Company Name dropdown menu. This will filter the widget's data according to the recipient's company.
   
   
   
   
8. Select a from address as the sender's address for the scheduled reports. The addresses in the dropdown list are from the outgoing mailbox set up in the System.
   
   
   
   
9. Input the title of the report emails in the From option; you can insert the dynamic company name by adding a token from the Contact List.
   
   
   
   
10. Next, type your message and add a custom greeting.
    
    
    
    
11. If you want to send the report as a PDF attachment, check the Include PDF Attachment checkbox in the Attachment section.
    
    
    
    
12. If you want clients to only view your dashboard in the sent scheduled report, you can check Include shareable link.
    
    
    
    
13. Click Save when done. Your report will be sent to the recipients based on the widget settings and the specified schedule.
    Below is an example of an email sent to a recipient in the Automated Contact List.
    
    
    
    
    • If you want to manage the schedules, refer to How to Manage Schedules.