Now that your employees have filled out their forms, what do you do with all the form entries? Well, with Connecteam, we give you the option to send all the form entries automatically to any recipients you wish. You can send automatic Excel spreadsheet reports of your Form entries based on your preferred time-frequency, and share them automatically with any email address you'd like! With the new and improved auto reports, you can also create specific filter criteria, ensuring that you are only getting the information that is important to you!
In this article, we'll cover:
Benefits of Using Automatic Reports for Forms
Save time on manually exporting entries and sharing them with third parties by using automatic reports. This creates an efficient, automated process that reduces human error. Form entries can be automatically sent to internal or external third parties. You can either send all entries or apply filters to ensure only specific ones are shared with the right people.
Here are a few examples you can implement:
Send the Expenses Reimbursement form entries every two weeks at 10 am to the payroll department
Send the New Leads form entries on the last day of each month at 2 pm to the VP of Sales.
Send Daily Health Declaration form entries every morning, starting from 4/5/2019, to the HR manager only if the user answered yes to the question "Have you been in contact with someone who has been confirmed with Corona in the past two weeks?".
Accessing the Forms Auto Reports
Log in to the admin dashboard.
Access the Forms feature from the left sidebar and select the relevant form.
Click on Options and choose Settings
Navigate to the Auto Reports tab, where you can begin to set up your automated reports!
Setting Up the Auto Report
Now that you've accessed the auto reports tab from the Forms settings, you can create the automated report you need with the following steps:
Check the box next to the report to activate it and enter the report title.
Select the Report Type:
Entries report
User report - if you select this option, decide if you want the report to be for the user who submitted entries or for users who didn't submit entries.
Set the report frequency:
Choose how often the report will be sent: daily, weekly, every two weeks, every three weeks, every four weeks, or monthly.
Next, set the starting date and specify the time the report should be sent.
Decide if you want the report to be sent even when no entries have been made.
Set up the recipients - you can either select a user from the account or type in an email. Add as many recipients as you need.
Customize the information that will appear on the report:
Select the user fields to include
Select the manager fields to include
Choose the file type: Excel, Zip, or Unified PDF (if you are setting up an entries report).
Set up the filters to determine which entries will be included in the report. This step is optional. For instance, if you want a report to include only entries where users answered a specific way—such as replying "Yes" to the question "Were there any problems or concerns during your shift?"—you can configure the report to send those entries to HR or a manager.
Hit Confirm and watch as your workflows are now automated! Take a look at the complete process illustrated below.
💡Tip: You can duplicate an auto report to save time and avoid mistakes. If you've already created a report with a complex filter or with many users, duplicating it will save you the time of creating a similar one. Just click on the duplicate button and edit the new automatic report.
*Auto reports are available from the Expert plan under the Operations hub*
Related Articles
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question.