SERVICE MANAGER - Reports

Accessing and generating Service Manager reports for Print / Preview / Email

 

• Access (see reports locations list below)
  • Sales Order Details
    • click on Print for the reports / forms list
  • Sales Order List
    • select the Order(s) from the filtered or un-filtered list
    • choose Print Selected or Print All for the reports list
  • Equipment List
    •  select the Equipment items from the filtered or un-filtered list  
    • choose Print Selected or Print All for the reports list

• Generating Reports / Forms
  • from the Spire Reports list, select the report(s) you wish to run

             

• • select the run method
    • Print - send directly to selected printer
      • accept or change the system default Printer
      • accept or change the Paper Source
      • printer format permitted, select from Duplex options
      • accept or change the number of Copies
      • option to Save Defaults so same settings (ie: Printer, number of copies, etc) will be used next time this report is selected for printing
    • Email 

• • • • Setup
        • establish Company Settings 
        • establish User Settings 
      • select from Email drop-down

                             

• • • • • Email Batch – if the email is for multiple Sales Orders and Saved but not Sent, Spire will create a Batch with all messages contained, accessed in the Email module > Batches tab > Messages tab

                                     

• • • • • • open the Batch to view the list of emails with the option to edit / send each message individually or send them all at once
          • access them as individual email in the Messages tab of the Batch

                                             

• • • • • Email Message – if the email(s) are Saved but not sent, access them in the Email module > Messages tab
      • **Note – Emails can be re-sent

• • • • Recipients

                           

• • • • • click into the To box to select one or more from a list of detected email addresses - if you select ‘Customer – Accounting’, this report will be emailed to each selected Customer with a Contact assigned the ‘Accounting’ Type (manage Types in Edit > Company Settings > Company > Contact Types tab)
        • alternatively, just type email address(es) in the To box (separate additional email addresses with ‘;’) 
        • accept or change the CC and BCC recipient default as set in User / Company settings
      • Attachments box displays all reports being sent
      • select from available email addresses for the From and Reply-To fields
      • enter the message in the bottom box

• • • • option to Select Template or setup a new one:
        • Edit > Email templates

                                   

• • • • •   New template

                                   

• • • • • • enter Template Name
          • enter Subject for the email
          • enter the email message in the Body section, in the Rich Text tab if you want to use formatting (bullets, etc) or the Raw HTML tab if you want to add special formatting or insert an image, or the Plain Text tab if you want to avoid any formatting
          • option to Insert Param merge field(s) into the subject or message body
          • option to make this a Shared Template (other Users can use it) or Personal Template
      • if not using a template, then manually enter the Subject and Message, selecting either Rich Text, Raw HTML, or Plain Text tab
      • accept or change the From email address
      •   Attached File of any type
      • Insert Param merge field( s) available for the records selected
      •   Open Related to open the record (Customer-if only one was selected) this email was generated from
      •   Send the email or Save / Save Close and Edit / Send later from the Email module or Sales Order Communications tab
  •  
    • Preview - see report(s) on screen with additional options (if multiple reports were selected, each report will populate a separate tab) with additional options:
       
      • use Ctrl + scroll to zoom in or out
      •   Print the report currently in the viewer window
      •   Print All - if multiple reports were chosen (shown by multiple tabs)
      • Export 
        • select from the listed Formats
        • select from the listed Destinations
          • Application will open the program on your computer that is associated with the Format you chose
          • Disk file will prompt you to save the Report in the Format you chose
          • Exchange Folder allows the Report to be accessed through a Microsoft Exchange client such as Microsoft Outlook
        • click OK
      • Find to search text of the document / report
      •    navigate pages of the displayed report alternatively to scrolling down

 

• Security on Reports / Forms can be established at Company Level, User Level or Server Level
  • Company Level - Edit > Company Settings > Reports > Security tab
    • Disable Security gives full access to all users for all reports to Preview / Print / Export / Email unless Security is Enabled in User Settings (described below)
    • Enable Security gives ability to select which reports can be accessed for all Users to Preview / Print / Export / Email
  • User Level - Edit > User Settings > Reports
    • Company Default uses settings established in Edit > Company Settings > Reports
    • Disable Security gives access to all reports within the modules this User has access to
    • Enable Security opens up the checkmarks below Preview / Print / Export / Email to remove access
    •   User Defaults establishes settings same as Company settings, with the ability to make changes
  • Server Level - Tools > Server Administration
    •   select a report in the list
    •   delete or disable
      

• Customizations to Forms - most customizations will need to be done by your Spire Partner, but you can perform the following customizations:
  • Logo - access in Tools > Server Administration > Companies
    • select the relevant Company
    • click on Settings
    • click on Select Logo then load a maximum 4cm x 4cm image file to print on top left corner of all forms
    • Save
  • Enter Messages to print on a selected form
    • access in Company Settings > Reports > Messages tab
    • select the Report Type
    • type the message in the Header and/or Footer text boxes
  • Available Service Order Reports

Report Name	Location
Communication	Equipment Details > Communication Tab
Equipment Information	Customer Text Menu > Equipment List / Customer Details > Equipment Tab / Equipment Details
Equipment Service History	Sales order