Creating Reports and Subscriptions

You can create reports that share information about assets , desktop software and SaaS applications, contracts, accessories, locations, and people. In fact, you can create a report about any object in Oomnitza.

You can save the searches that you use as private or public searches. For example, to automate daily tasks, you save your searches as private searches. To share information, you save your searches as public searches.    

Contents

Creating reports

Sending reports

Creating subscriptions

Editing subscriptions

Editing saved searches

Creating workflows

Creating reports

To choose the information that you want to share with management or your colleagues, you create and save searches.

In this tutorial, you want to create a report that lists laptops by location and owner.  

Tips
For some attributes, you can use operators such as Equals, Contains, Does Not Contain, Is Empty, and Is Not Empty to retrieve information . Just click the drop-down arrow next to the field and select an operator.
Depending on the attribute, you can also enter a list of values. Just click the list icon . 

1. From the menu, click Assets.
2. Click Assigned To. To find the assets assigned to a person, you can enter a name or email address, or select an operator. 
3. Click Location and enter the location or select an operator.  
4. In the Search pane, click Asset Type and select a type from the list. To enter multiple values, click the list icon .
5. Click Save. 
6. Enter the name of the search.
7. If you want to add headers to the information that you export, select the checkbox.
8. Save as a private or public search. 

Sending reports

Send the report to yourself.

1. Click the List of saved searches.
2. Click Email Me .

Creating a scheduled report

1. Click the List of saved searches.
2. Click Create subscription. 
3. Follow the steps to schedule the report.

See Creating subscriptions

Downloading the report

1. Click Export.
2. Select the format.
3. Select Group by to order the report. 
4. Click Export.
5. Click Download.

Creating subscriptions

Subscriptions allow you to schedule the sending of reports by email so that the members of your organization are notified of changes to the objects that they track. 

Setting the subscription parameters

1. Click the user icon .
2. Select Subscriptions.
3. Select an Object.
4. Select a search from the list.
5. Create a schedule. You have the option to create Daily, Weekly, Monthly or Quarterly schedules.
6. If you want to send reports to recipients that haven't any data, select Send empty reports.
7. To add a filter, select an entry from the Group by list. 
8. Click NEXT STEP.

Choosing the recipients

You can choose recipients by role, and choose recipients who were added to the People page and whose record has been enabled for subscriptions, and you can choose recipients who are not members of your organization. 

1. Select one or more roles from the User Role list. 
2. In the First name, Last name, Username filed, add members from your organization. 

   Tip
   You can only add a recipient if the Email Subscription field in their user record is selected.
   From the menu, click People. Click the record and select Email Subscription. Alternatively, you can select multiple records on the People page, click Bulk Edit, select Email Subscription, and then click Update. 

3. In the Third party email field,  add the email addresses of recipients who are not part of your organization.

   Important
   To prevent subscriptions from being sent to recipients who aren’t members of your organization, you can disable third-party emails. See the system.hide_third_party_email_input settingin Global Settings.

4. Click NEXT.
5. If you want to change the text in the email, click Customize Default Template .
6. Enter the subject of the email and enter the message.
7. Click SAVE.

Editing subscriptions

1. Click the List of saved searches.
2. Click the user icon .
3. Select Subscriptions.
4. Select the subscription.
5. Make your changes.
6. Save your changes.

Editing saved searches

1. Click the List of saved searches.
2. Click Edit Saved Search .
3. Make your changes.
4. Click SAVE.

Creating workflows

You can create workflows based on the search criteria that you used for the report. 

1. Click the List of saved searches.
2. Click Create Workflow .

The attributes that you used in your search are added as filters to the Begin block.

Next step

Create Dashboards