Daily Report Automation

Chad Hall

Modified on: Tue, Jan 17, 2023 at 2:48 PM

In Kahua, Daily Report Automation can be set up on each project after the creation of the project. If automation is set up appropriately, a new Daily Report will be generated daily (or any recurrence determined) as well as an automated task to the third parties listed on that Daily Report.

To begin Daily Report Automation, follow the instructions below:

Ensure you navigate to the project the automation needs to run on.
Open Configuration, then select the Automation tab.
There should be no automations available to select from (at this point) for this project, if there is a record available, someone else has tried to create an automation.
To create a new Automation, click Create.
A form will be available on the right side of your screen, fill out the details as follows:
1. Make sure the box is checked to enable the automation. (if the automation should be turned off for any reason, click Edit, then uncheck this box)
2. Label the description. Ex. ‘Daily Report Automation’
3. The script name is the most important part of setting up the Automation. Copy and paste this into the script name field: kahua_AEC_DailyReport.AutoCreateDailyReports
4. When entering the context user, make sure you enter the same name as the person who will be the Author of the Daily Report. The script you’re currently making will work for ONLY the user in the context user field. Note: This allows the project team to have multiple different Auto Create Automations set up for users with different schedules.
5. The next section will determine how often and when the automation is ran.
6. Select a Type, typically Recurring should be selected so that it’s a recurring creation.
7. Once Recurring is selected, determine the duration by selecting a Beginning and Ending date (or check the box for No End Date)
8. Determine the occurrence frequency. This is frequently a daily creation.
9. Lastly determine the time this this occurs. This time is based on EST no matter what time zone your account is set to. Please determine the appropriate time based on that info.
After all details have been filled out, click Save.
Once the record has been saved. The Context User needs to create a Daily Report in the Daily Report app by selecting New, this will start the automation from this point going forward.

Note: If the context user you set in configuration goes on vacation, someone else can change the name on the Daily Report in that application which was automated for that day. They following day, a Daily will automatically be created for the context user AND the person who's name replaced the context user. Once the context user returns, the other Daily being generated would be automated for 7 days and if they are blank, they will cease generating. You are able to delete the blank Daily Reports for that timeframe.

If Automated Task to third parties are required, follow the below steps:

Ensure you’re still in the project the automated task needs to run on.
Open Configuration, then select the Automation tab.
There should already be an Automation Script to create the automated daily report.
Create a new Automation by clicking Create.
A form will be available on the right side of your screen, fill out the details as follows:
1. Make sure the box is checked to enable the automation. (if the automation should be turned off for any reason, click Edit, then uncheck this box)
2. Label the description. Ex. ‘Daily Report Auto Task’
3. The script name is the most important part of setting up the Automation. Copy and paste this into the script name field: kahua_AEC_DailyReport.AutoSendDailyReports
4. When entering the context user, make sure you enter the same name as the person who will be the Author of the Daily Report. The script you’re currently making will work for ONLY the user in the context user field. Note: This allows the project team to have multiple different Auto Create and Task Automations set up for users with different schedules.
5. The next section will determine how often and when the task is sent out.
6. Select a Type, typically Recurring should be selected so that it’s a recurring creation.
7. Once Recurring is selected, determine the duration by selecting a Beginning and Ending date (or check the box for No End Date)
8. Determine the occurrence frequency. This is frequently a daily task.
9. Lastly, determine the time this this occurs. This time is based on EST no matter what time zone your account is set to. Please determine the appropriate time based on that info. It should also take place AFTER the Daily Creation script.
After all details have been filled out, click Save.
Once the record has been saved. The Context User needs to create a Daily Report in the Daily Report if they have not done so already by selecting New. They will also need to fill in the appropriate companies in the Companies section and submit into workflow by clicking ‘Send to Sub’ this will start the auto task from this point going forward