How do I access the reporting function?
Once logged into our website, every Docmail user has an ‘admin’ section in the top right hand corner of their homepage.
How to run reports
You can visit your ‘Admin’ page and under the ‘Mailings’ box, you can select ‘Reports’.
Once on this page, you will need to select ‘Run new report’ at the left hand corner of the page.
Select the report you wish to run and the required summarisation from the dropdown boxes.
On the ‘Report name’ box, you will have the ability to name the report for future reference if you wish to do so.
The dropdown, ‘Run report’ will by default be set on ‘Now’ which means that the report will run immediately.
Lastly, you will need to input the date range you wish the run the report against.
When you have filled out each of the sections, you will need to click ‘Generate report’. This will take you to a page where you can view the report details. On this page, you will have the below options:
- Delete – by selecting ‘Delete’, this will delete the report that you have created
- Back – this will take you back to the page where you can amend the report that you are running
- Download – this option will download the data in an excel document
- View data – ‘View data’ will allow you to view the details of the report on the Docmail website and not on a excel file
Please note that reports that contain fewer than 1,000 rows of data can be viewed on the Docmail screen, however any larger datasets must be exported to excel, via the download button.
How to schedule a report
To schedule a report, you will need to ensure that report option ‘Run report’ option is selected as ‘Schedule’.
From here, you can choose how often the report is ran (by using the two boxes after ‘every’).
This option include from 1-24 in the first box and hours, days, weeks and months in the second box. In the ‘From’ box, you can choose what date and time you would like the report to be generated.
If you would like the report to be sent to other people too, then you can input their email addresses in the ‘Additional email recipients’ box and use semi-colons (;) to separate each emails address.
The report will then be automatically run on your inputted date and time and emailed to you along with any other additional email addresses entered.
What the reports are used for/what they show
The most used reports in detail:
Report |
Summarise |
Information |
Despatched mailings |
Mailing details |
Despatched mailings - mailing details provides you information on mailings that have been approved and submitted. The type of information for example is despatch date, order reference, mailing name, order preferences and address count. |
Despatched mailings |
Overall daily totals |
By running a Despatched mailings – overall daily totals report, you will be able to view a summary of the mailings each user has sent in a quick and efficient format. |
Activity |
Activity details |
The Activity – activity details report provides information on how credit within your account is being managed, including credit spent, credit added, cancelled mailings and user details. |
Non-despatched mailings |
Mailing details |
The Non-despatched mailings – mailing details report will allow you to view information regarding your non-despatched mailings, which are any orders you have started but not approved or submitted. If you wish to view information on a particular order, please enter the order number in the ‘order ref’ box. |
Invoicing |
Invoicing details |
The Invoicing – invoicing details report will show you a summary of each of your individual invoices. On this report, you have an option to input the particular invoice number and set the ‘Invoice paid state’. |
Invoicing |
Invoice orders |
The Invoicing – invoice orders report will show you all of your orders within your chosen date range and which invoice relates to your orders. On this report, you have the option to input a certain order or invoice in the relevant boxes. |
Corporate Structures
If your account is set up with a corporate structure, you will also be able to run your despatched and non-despatched mailings by ‘Corporate link’. Those who are set up with corporate structures can run reports relevant to their set up e.g. if you’ve set up departments and budgets for each department.