--- title: How to set up Automated Reports in tRS description: This article outlines the steps to upload and manage your Automated Reports for both Email and Portal Reports. --- [Skip to content](https://fundamentals.theretailscore.com/knowledge/how-to-setup-automated-reports#main-content) English Show submenu for translations [Customer portal](https://fundamentals.theretailscore.com/support-client-view?hsLang=en) ![mousemat.png\]](https://fundamentals.theretailscore.com/hs-fs/hubfs/mousemat.png?height=40&name=mousemat.png) Open main navigation Close main navigation - English Show submenu for translations - [Customer portal](https://fundamentals.theretailscore.com/support-client-view) - Go to theretailscore.com Go to theretailscore.com The Retail Score Fundamentals - There are no suggestions because the search field is empty. 1. [TRS Fundamentals](https://fundamentals.theretailscore.com/knowledge?hsLang=en) 2. 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[02 How To Guide](https://fundamentals.theretailscore.com/knowledge/trs-admin?hsLang=en#02-how-to-guide) # How to set up Automated Reports in tRS ## This article outlines the steps to upload and manage your Automated Reports for both Email and Portal Reports. **[What are Automated Reports](https://fundamentals.theretailscore.com/knowledge/what_are_automated_reports?hsLang=en) Prerequisites -** To gain access you will require Admin Portal access (Wrench Icon) (please ping support@theretailscore.com to be granted access to your Admin Portal - Automated Report) ![](https://fundamentals.theretailscore.com/hubfs/image-png-Feb-17-2022-11-54-26-47-PM.png) #### **Contents  [1 - Automated Reports Homepage](https://fundamentals.theretailscore.com/knowledge/how-to-setup-automated-reports#homepage)** [2 - Skip to Automated Reports Setup Steps](https://fundamentals.theretailscore.com/knowledge/how-to-setup-automated-reports#StepsAR) **Automated Reports** 1\. Log into your tRS **[Insights Portal](https://portal.theretailscore.com/login).** 2\.Navigate to the wrench icon, in the Portal Banner ![](https://fundamentals.theretailscore.com/hubfs/image-png-Nov-09-2021-03-03-31-47-AM.png)3. Navigate to the **Automated Reports** and Report Definitions ![](https://fundamentals.theretailscore.com/hubfs/image-png-Feb-17-2022-11-58-52-58-PM.png)     **Automated Reports Homepage** **This section outlines how to add/disable Automated reports** 4\. There are two displays to help sort your automated reports by  - **Live** These are all current reports that have been set up and approved - **Report Definitions** This manages the updating and creation of all reports and is the main focus for making changes to any and all reports. ![](https://fundamentals.theretailscore.com/hubfs/image-png-Feb-18-2022-12-04-34-29-AM.png)From the Automated reports Home Page, reports can be managed as if they were a table in excel. \- Filter on Headers to find a report \- Enable/Disable button to start/stop **Live** reports in the Actions Header \- Edit/Delete Reports from **ReportDefinitions** in the Actions Header ![](https://fundamentals.theretailscore.com/hubfs/image-png-Feb-18-2022-02-23-25-52-AM.png) 6\. **Setting up an Automated Report** 7\. **Critical Check -** All Reports - Check - the View of the excel, to ensure it saves only the visible report. For HTML the excel tab name must be "EMAIL", or it will not work ![](https://fundamentals.theretailscore.com/hubfs/image-png-Feb-18-2022-01-19-54-85-AM.png) 8\. **Description of all fields in the AR Definitions Page** Step 1 - + Add or Edit ![](https://fundamentals.theretailscore.com/hs-fs/hubfs/image-png-Feb-18-2022-01-26-19-78-AM.png?width=58&name=image-png-Feb-18-2022-01-26-19-78-AM.png) your Pre-existing HTML File **Name -** An internal Name for your report **Description -** an internal description of your report **Report Trigger -** When your report will be sent, two triggers **On Load Complete -** Email is sent only on completion of Master Load Refresh **Scheduled -** Email is automatically sent at the set Frequency and Frequency Time (Scheduled Report Trigger MUST never be before 10:00 am) **[Type -](https://fundamentals.theretailscore.com/knowledge/how-to-setup-automated-reports#Types)** As explained above, click on Type to jump to descriptions (HTML, PDF, Excel, CSV) **Frequency -** Two options, Daily and Weekly **Daily -** Sends daily at the scheduled time or On Load Complete **Weekly -** Sends on Day of choice each week, at the scheduled time or On Load Complete (Multiple Days can be selected) **Frequency Time -** Select the time at which your email is sent. **Recommendations for Frequency Time** \-**On Load Complete** Set the frequency-time "delayed email trigger" to 11:00 am. \-**Scheduled Reports** (Must never be setup before 10:00 AM) \- Recommended to send 15mins past the hour to capture Hourly Deltas. -Sending Multiple times a day - you can only choose similar time splits see examples (Good - e.g. Sending a report at 10:15 am 2:15 pm and 5:15 pm will work) (Bad - e.g Sending a report at 10:00 am 2:30 pm and 5:15 pm will not work) the minute splits must match **Email Information +++ Recipients -** Emailing list of recipients (Recipients do not receive test emails) **Recommendations for Recipients** Upload your user list delimited with a semicolon ";" **no spaces** e.g email@theretailscore.com;email2@theretailscore.com;email3@theretailscome.com Paste the list and hit enter and it will upload all recipients in one go. - If more than 5 recipients are attached, please think of using a mailing list (one email that forwards emails to the larger list) this prevents out-of-office emails from creating infinite loops. - Please note that a mailing list is an individual email account that can be reached by an external mailbox and is different to an internal distribution list **Subject -** Outbound Facing, Populates the Email Subject Line **Email Body -** Outbound Facing, Populates the Email Body **Subject - No Data -** Outbound Facing, Populates the Email Subject Line when the attachment fails to load **Email Body - No Data -** Outbound Facing, Populates the Email Body when the attachment fails to load 9\. **Saving + Testing** Once all fields have been populated, click Save in the top left-hand corner (this will only activate once all fields with an asterisk \* have been populated Once Saved, Submit for Testing **![](https://fundamentals.theretailscore.com/hubfs/image-png-Feb-18-2022-02-04-11-00-AM.png)** **- Submitting an AR for testing will send the logged-in user an email** Below is an example of an automated report in testing, Once Approved it will send the exact same sample, without the testing details. **![](https://fundamentals.theretailscore.com/hubfs/image-png-Feb-18-2022-02-14-22-76-AM.png)** **10 - Confirmation and Finishing** Once approved, the report will take you to the **Live** Tab, which shows you the current and finalised report that is scheduled and sending, you can deactivate the report from this page in the top left-hand corner.![](https://fundamentals.theretailscore.com/hubfs/image-png-Feb-18-2022-02-17-29-08-AM.png) Or from the actions on the Automated Reports home page ![](https://fundamentals.theretailscore.com/hubfs/image-png-Feb-18-2022-02-18-09-41-AM.png)   If you encounter any errors, please ping support@theretailscore.com   **For more information, please see the below Links.** - [Maintaining Automated Reports](https://fundamentals.theretailscore.com/knowledge/how-to-maintain-automated-reports-in-trs?hsLang=en) - [What are Automated Reports](https://fundamentals.theretailscore.com/knowledge/what_are_automated_reports?hsLang=en) - [tRS Set Up](https://fundamentals.theretailscore.com/knowledge/trs-set-up?hsLang=en#main-content) - [01 Getting Started](https://fundamentals.theretailscore.com/knowledge/trs-set-up?hsLang=en#01-getting-started) - [02 How to Guide](https://fundamentals.theretailscore.com/knowledge/trs-set-up?hsLang=en#02-how-to-guide) - [03 Get Help](https://fundamentals.theretailscore.com/knowledge/trs-set-up?hsLang=en#03-get-help) - [tRS Insights Portal](https://fundamentals.theretailscore.com/knowledge/trs-insights-portal?hsLang=en#main-content) - [01 Getting Started](https://fundamentals.theretailscore.com/knowledge/trs-insights-portal?hsLang=en#01-getting-started) - [02 How To Guides](https://fundamentals.theretailscore.com/knowledge/trs-insights-portal?hsLang=en#02-how-to-guides) - 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