System Administration: Email Scheduling for Reports

In previous versions of MYOB Acumatica, a user could schedule the regular sending of reports in the system in either of the following ways, but both approaches had limitations:

  • The user could schedule the sending of a report by using the Send Reports (SM205060) form, which is now obsolete and due for deprecation.
  • On the Business Events (SM302050) form, the user could configure a business event with an email template as a subscriber to send the report as an attachment. However, configuring a business event requires specifying a data source, such as a generic inquiry or data entry form, which is not always suitable for the scheduling of reports.

Improvements in MYOB Acumatica 2025 R2 address these limitations by enhancing email templates and report management, replacing outdated functionality, and providing comprehensive support for all report-scheduling scenarios.

Scheduling of the Sending of a Report

On the report toolbar of all report forms, the Schedule Template button has been removed. To replace this outdated functionality, the new Email Notifications tab has been added to these report forms. On this tab, a user can view the list of email templates used to send the report. Also, the user can start scheduling the sending of the report by clicking the Schedule Report button on the table toolbar of the tab (see the following screenshot).

Attention: The Schedule Report button is available only to users with at least the Insert level of access rights to the Email Templates (SM204003) form.
Figure 1. New Schedule Report button


When the user clicks Schedule Report, the system opens the Email Templates (SM204003) form in a new tab. By default, the system fills in the settings for the new email template as follows:

  • In the Summary area, To, CC, BCC, and Subject are filled in with the values specified for the report in the Email Settings section of the Print and Email Settings tab of the report form. The Activity Type is set to Email.
  • On the Attached Reports tab, Report ID is filled in with the report identifier, and Report Format is set to the format specified on the Print and Email Settings tab of the report form. Also, the report parameters are copied from the Report Parameters tab of the report form. If at the moment of report creation, a shared report template was selected in the Template box of the report form, its name will be inserted to the Report Template box.

When the user saves the email template, the Send by Schedules tab becomes available for the email template.

The following screenshot shows an email template that was created based on the shared report template of the Daily Sales Profitability (AR676000) report.

Figure 2. An email template created for a report


On the Send by Schedules tab of the form, the user can create and remove linked schedules or link the existing schedules to the email template. Also, they can review the history of a selected schedule. To schedule the email template, the user clicks Create Schedule on the table toolbar of the tab. The system opens the Automation Schedules (SM205020) form in a pop-up window, as shown in the following screenshot.

Figure 3. Automation Schedules form opened for an email template


The user specifies the settings of the schedule, saves their changes, and closes the pop-up window. The system displays the configured schedule in the table of the Send by Schedules tab of the Email Templates form. For details on configuring automation schedules, see Scheduling Automated Processing.

To view the history of the schedule execution, a user clicks View Schedule History on the tab. The system displays the details in the pop-up window, as shown in the following screenshot.

Figure 4. The history of schedule executions


Other Changes to the Email Templates Form

The implementation of this new functionality involved other changes to the Email Templates (SM204003) form. The most significant change is that the Screen box is now optional. Depending on whether the Screen box is filled in and the objects are linked to the template, the system hides certain UI elements or displays a warning for an element.

If Screen is empty and there are no linked business events, the system hides the following UI elements:

  • The Attach Activity, Link-To Entity, Link-To Contact, and Link-To Account boxes in the Summary area
  • The Attach Report Opened by Action box and the Use Event as Data Source check box on the Attached Reports tab
  • The Send by Events tab

If Screen is empty and there is at least one linked business event, the system does the following:

  • Hides the Attach Activity, Link-To Entity, Link-To Contact, and Link-To Account boxes in the Summary area
  • Hides the Attach Report Opened by Action box and the Use Event as Data Source check box on the Attached Reports tab
  • Displays a warning about the empty Screen box on the Send by Events tab and the linked business event

If Screen is specified and there are no linked schedules, the system does the following:

  • Displays the Attach Activity box only if a data entry form is specified in the Screen box
  • Displays the Link-To Entity box only if a generic inquiry is specified in the Screen box
  • Hides the Send by Schedules tab

If Screen is specified and there is at least one linked schedule, the system does the following:

  • Displays the Attach Activity box only if a data entry form is specified in the Screen box
  • Displays the Link-To Entity box only if a generic inquiry is specified in the Screen box
  • Displays a warning on the Send by Schedules tab and the linked schedule about the inability to retrieve values for screen data fields if they are used as placeholders

The absence of a value in the Screen box also affects the availability of data for placeholders used in an email template. If Screen is empty, only the General Info node is available in the lookup box's Screen Fields tab for the To box in the Summary area. Similarly, only the General Info node is available in the lookup box for adding data fields in the text editor on the Message tab.

Changes to the Automation Schedules Form

On the Automation Schedules (SM205020) form, the new Action drop-down box has been added with the following options:

  • Mass-Process: This new option is selected by default when a user creates a schedule from a processing form or directly on the Automation Schedules form.
  • Raise Business Event: This option has been moved from the Action Name drop-down box and is inserted by default when a user initiates schedule creation on the Business Events (SM302050) form.
  • Send Email Notification: This new option is inserted by default when a user initiates schedule creation on the Email Templates (SM204003) form.

The Action Name control has been changed from a drop-down box to a lookup box and made optional. It is available only if the Mass-Process option is selected in the Action drop-down box. The corresponding mass operation is inserted automatically based on the processing form specified in the Screen ID box.

The availability of the Screen ID box and the list of forms available for selection depend on the option selected in the Action drop-down box. The following table summarizes the limitations.

Option Availability Forms Available for Selection
Mass-Process Available and required Mass-processing forms only
Raise Business Event Available and required Inquiry forms only
Send Email Notification Hidden and optional Not applicable

Also, the new Email Notifications tab has been added to the Automation Schedules form. The tab is displayed if the Send Email Notification option is selected in the Action drop-down box.

Changes to the Automation Schedule Statuses Form

The following changes have been made to the table that displays the list of schedules on the Automation Schedule Statuses (SM205030) form:

  • The Screen ID column is now optional, and its values are no longer links that users can click to navigate to the specified forms.
  • When a record with an empty value in the Screen ID column is selected, the system hides the View Screen button on the table toolbar.
  • The Description column has been removed.
  • The Schedule ID column has been added; its values are clickable links. When a user clicks a link, the system opens the Automation Schedules form with the selected schedule.

Changes to the Automation Schedule History Form

In the Selection area of the Automation Schedule History (SM205035) form, the Screen box has been removed.

The following changes have been made to the table that displays the list of schedules on the form:

  • The values in the Screen ID column are no longer links that users can click to navigate to the specified forms.
  • The Schedule column has been renamed to Schedule ID.