Schedule a monthly email with report as pdf
Requirement
Schedule a monthly sales
report to the sales manger in
a
PDF with stats on achieved sales
versus
target
for the month.
Use Case
A sales management app records sales activities and numbers to track the performance of its sales team and the overall business.
The sales manager needs a monthly report
that
graphs the achieved sales as compared to the target, in
a
PDF.
Steps to follow
|
Form
|
Form Link Name
|
Field Type
|
Field Name
|
Field Link Name
|
|
Sales
|
Sales
|
Single Line
|
Sales Rep
|
Supplier_Name
|
|
Name
|
Customer Name
|
Customer_Name
|
||
Subform
|
Order
|
Order
|
||
|
Currency
|
Total Cost
|
Total_Cost
|
||
|
Target vs Achieved
|
Target_vs_Achieved
|
Date
|
Date
|
Supplier_Name
|
|
Currency
|
Target Sales
|
Target_Sales
|
||
|
Currency
|
Achieved Sales
|
Achieved_Sales
|
The
Target vs Achieved
form is used for the monthly reporting. The
Date
and
Target Sales
field values are provided manually every month. The Achieved Sales field's value is calculated by adding up all the values in the
Total Cost
field for each month.
2. Create a Pivot Chart report
named
Forecast vs Actual
based on the form
Target vs Achieved, with the settings as displayed below. Plot the
Date
field on the X-Axis, and
Target Sales
and
Achieved Sales
fields on the Y-Axis.
3. Configure a schedule
with the following details:
4. Click
Add New Action
and select
Deluge Script.
5. Save the following Deluge snippet in the Deluge editor:
-
// Fetch all records from Sales form for the current month
-
-
sales_records = Sales[ID != 0 && Date_field in this month];
-
-
// Calculate the total sales
-
total_sales = sales_records.sum(Total_Cost);
-
-
// Fetch records from Target_vs_Achieved form and sort in descending order to have the latest record (current month) on top
-
forecast_records = Target_vs_Achieved[ID != 0] sort by Added_Time desc;
-
-
// Assign the total sales value to the Achieved Sales field in the first record
-
forecast_records.Achieved_Sales=total_sales;
-
-
// Send mail with the attachment to the sales maneger
-
sendmail
-
[
-
from: zoho.loginuserid
-
subject: "Monthly Report"
-
message: "Please find the attached monthly sales report"
-
attachments:report:Forecast_vs_Actual as PDF
-
]
The script calculates the total sales for the month, and assigns the value to the
Achieved Sales
field. The report containing this value and the forecast value is then sent as an attachment.
See how it works
Points to Note
-
It is recommended to place the send mail snippet in a separate scheduler with some time gap. This ensures there is sufficient time for fresh data to be generated with new calculations in the Pivot Chart before the attachment is sent.
-
Pivot Charts can only be sent in a PDF. Learn more about the send mail task and the supported formats for various report types.
Related Links
-
Learn more about the send mail Deluge task.
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