Sending PDF reports to Customers or Partners - on scheduled basis - using Zap Report / View Scheduler App for Dynamics 365 Sales, Customer Service and Power Apps

Zap Report/View Scheduler App allows scheduling Reports (Multiple PDF, Excel files in Email), Views, Excel Templates (Multiple Excel files in Email), Word Document Templates (Multiple Word Docs) + Save to SharePoint + Send Multiple Reports in Email using Power Automate / Workflow + Export Report (Manual) & Auto-attach to email + Send in Teams!

In this blog, we will go through the below use-case:
Sending automated email with case summary report (attached as pdf file) to selected Customers on schedule (Weekly).

Let's see how we can achieve this using Zap Report Scheduler App:

There are 3 parts to this solution:

1. Report which runs on Account entity… retrieves all the Resolved Cases with modifiedOn in past 7 days –  This can be created out-of-the-box using Reporting tool.

2. Workflow that runs on the Account record (filtered list of Accounts) to execute the report (created in Step 1) and then generate a PDF document which is sent in email.
– This is a core functionality and already a part of Zap Report Scheduler solution
– Refer blog: Automatically generate Invoice PDF (from Report) through Power Automate OR Workflow and send in email to Customer (link)

3. Workflow Scheduler –  to schedule the workflow (created in Step 2)
Here we select Entity, Workflow, View of records (or enter FetchXML) on which the Workflow is supposed to run.
You can schedule the workflows even using Flows (using recurrence workflow to update selected records which trigger the workflow).

Walk-through of implementing this use-case:

Step 1: Building the Case Summary report which runs on Account record.

Step 2: Configuring the onDemand Workflow which runs on Account record and generates the email with PDF of Case Summary report attached.

Step 2 A: Create a configuration record for:  “WF Report Multiple” as shown in screenshots below:

Step 2 B: Create an OnDemand Workflow…  which references the “WF Report Multiple” configuration record (created in above step)

To check if workflow  is running fine and generating the emails with PDF of report … try running this onDemand workflow on few account records:

Step 3: Schedule the workflow created in Step 2 to run on selected Account records on daily/weekly basis (this is done using the "Schedule Bulk Workflows" functionality of Zap Report Scheduler App)

The workflows would get executed in multiple batches… each batch would execute the workflow on 20 records… with time gap of 5 seconds…
This will ensure that we are not hitting the reporting services for all reports execution at the same-time…

That's it! Now the "Case Summary" PDF file will be sent in email to the selected customers on Weekly basis (as configured in report scheduler settings)! No more wasting precious user time in manually generating the report for each customer and then emailing them!

Please feel free to email sales@zapobjects.com to schedule a quick demo!

Here is the link to features page: https://zapobjects.com/apps/zap-ssrs-report-scheduler/

To view all Zap Apps, check-out: https://zapobjects.com/

Zap Recent Updates (Apr 2024)

1. New Version Released: Zap PSA Time Entry App (Track Time against Cases): Track and log time spent by support agents on cases directly from Case form (either using built in Timer functionality or manually add Start & End Times or duration)!

2. New Version Released: Zap Helpdesk App (v65.0.1.9) :”Quick Response” feature added to Dynamics 365 New Email Form – allowing agents to compose email faster by auto-populating recipients, subject & body. (link)

3. Completely Revamped: Zap Attachment Viewer (with drag-and-drop) (v29.1.1.9): This release doubles the features available earlier!!! Some of them are Improved UI, gallery view with Image Zoom-In / Zoom-Out, rename file names, delete attachments, 1-Click Actions: attach to email / Zip & Attach to Email / Attach to New Note / Zip & Download etc,  View attachments from related records etc.

4. New Version Released: Zap Copy Record App (v 25.0.1.9):
– Now CLONE Field Service Work Orders in 1-Click (link)
– Now schedule a record to be CLONED at a later date e.g. creating recurring opportunities (link) ; creating recurring maintenance cases (link)

5. New Version Released: Zap Notifications App (v 55.0.1.9):
– Now generate even Push Notifications! (link)
– Send In-App Notification when User/s are mentioned in Timeline of any record (link)

6. New Version Released: Zap Report Scheduler App (v 36.0.1.9): 2 new monthly scheduling options added. e.g. schedule report for FIRST Monday of every month / Last Friday of every month / First of every month / Last date of every month etc (link)

7. New Version Released: Zap Email Parser App (v 33.3.1.9): Support for creating multiple parsing rules for same field. Example: Email address from within email body could be extracted by searching for labels: “Email:”, “Email Address:”, “E-Mail:” etc. Now you can create multiple parsing rules for same destination field.

8. New Version Released: Zap Calendar Pro (Team Calendar + Map Any Entity Data to Calendar):
– Display activities in Team Calendar – color-coded by Owner. (earlier you could display activities color-coded only by activity type).
– Ability to set any event (custom entity) as recurring.