Program Recap Reports

If you’re looking for recap data in report form and don’t want the hassle of building a custom report, look no further than the Program/Recap Reports feature on MainEvent. This feature allows you to immediately access the spreadsheet or schedule an automated delivery right from the index page.

Recap/Program Reports Index

To find the Recap/Program Reports Index, click Reports in the navigation menu, then select Standard Recap/Program Reports. This will load the index page.

The index will be pre-populated with all iterations of a recap definition by Program and a compiled option with all Programs per recap definition. Find the recap (either by Program or by All Programs) that you want to select.

Viewing the Recap Report

To view the Recap Report, click the View icon at the right side of the page. The View icon is shaped like an eye.

This will automatically generate the report. The default columns in this report will be: Program Name, Event ID, Event Name, Event Type, Event Date, Event Start Time, Event End Time, Event Status, Location Name, Location Address, Location City, Location State/Province, Location Zip/Postal Code, Region, Market, Staff Last Name, Staff First Name, All Recap Fields.

The report will also display with default date filters and an event status filter.

If you’re satisfied with what the system generated, you can click Export to Minimal Spreadsheet (recommended format), or select from the Additional Output Formats dropdown. Additional options are: Excel 2007, Legacy Excel, OpenOffice Spreadsheet, Comma-Delimited, PDF Document, and HTML Document.

If you need to make any changes to the report, you can click Edit Report and edit as you would a custom report.

Scheduling Auto Delivery

If you want to receive the recap report on a regular basis, click Schedule Automated Report Delivery (the icon looks like a calendar).

You are now on the Report Delivery Scheduler page. First, select the name of the delivery you wish to send. Please note, this does not have to be the report name (you will choose the report further down), it can be whatever you wish to call the delivery.

The Report Name will be automatically selected for you.

Then select if you want the delivery active (will send) or inactive (will not send). The choice is the file format. This will determine what file type you send the report in. The options are: Minimal Spreadsheet (.xlsx)(default and recommended), Excel 2007 (.xlsx), Legacy Excel (.xls), OpenOffice Spreadsheet (.ods), Comma-Delimited (.csv), HTML Document (.html), and JSON (.json)

Then, choose your delivery method. The options are: Email (default and recommended), FTP, and API.

By Email

If you select email as your delivery method, your first step will be entering the recipient email addresses. Enter any and all addresses in a comma separated list.

Then enter the subject of the email. And finally the full message.

Next, you can choose whether you would like to include a link to the report. This option is great for users who have access to the site, but if the recipient doesn’t, it’s not recommended. The default for this is unselected.

Finally, select the frequency you want the report delivery sent. Your options are: Daily, Weekly, Monthly, Quarterly.

Daily

If you select Daily delivery, you will need to select a Delivery Time (default 12 AM), and a Time Zone (default Central).

Weekly

If you select Weekly delivery, you will need to select a Day of Week, Delivery Time (12 AM default), and a Time Zone (default Central).

Monthly

If you select Monthly delivery, you will need to choose Day of Month (default 1st), Delivery Time (12 AM default), and a Time Zone (default Central).

Quarterly

If you select Quarterly delivery, you will need to choose the Deliver Time (12 AM default) and Time Zone (default Central).

Once you have set up the delivery frequency, click Save Delivery. The delivery will now display on the Report Delivery Schedules Index. From there, click through to view the Delivery History.

By FTP

If you select FTP as your delivery method, MainEvent will deliver your report directly to your server. In order to configure this, you will need to provide the following information: Server, Port (default 21), Login, Password, and Path.

Finally, select the frequency you want the report delivery sent. Your options are: Daily, Weekly, Monthly, Quarterly.

Daily

If you select Daily delivery, you will need to select a Delivery Time (default 12 AM), and a Time Zone (default Central).

Weekly

If you select Weekly delivery, you will need to select a Day of Week, Delivery Time (12 AM default), and a Time Zone (default Central).

Monthly

If you select Monthly delivery, you will need to choose Day of Month (default 1st), Delivery Time (12 AM default), and a Time Zone (default Central).

Quarterly

If you select Quarterly delivery, you will need to choose the Deliver Time (12 AM default) and Time Zone (default Central).

Once you have set up the delivery frequency, click Save Delivery. The delivery will now display on the Report Delivery Schedules Index. From there, click through to view the Delivery History.

By API

If you select API as your delivery method, you will need to provide the URL to which your report should be delivered.

Finally, select the frequency you want the report delivery sent. Your options are: Daily, Weekly, Monthly, Quarterly.

Daily

If you select Daily delivery, you will need to select a Delivery Time (default 12 AM), and a Time Zone (default Central).

Weekly

If you select Weekly delivery, you will need to select a Day of Week, Delivery Time (12 AM default), and a Time Zone (default Central).

Monthly

If you select Monthly delivery, you will need to choose Day of Month (default 1st), Delivery Time (12 AM default), and a Time Zone (default Central).

Quarterly

If you select Quarterly delivery, you will need to choose the Deliver Time (12 AM default) and Time Zone (default Central).

Once you have set up the delivery frequency, click Save Delivery. The delivery will now display on the Report Delivery Schedules Index. From there, click through to view the Delivery History.

Straight Download

Trust the system to provide? You can just download a recap report without even having to look at it! To just download the recap report, click the Download icon.

The report will automatically download in the minimal spreadsheet format.