Schedule Bursted Reports

Bursted reports allow Emburse Analytics Pro users with Creator permissions to create a single schedule with a dynamic distribution list, based on the data, where each recipient only sees data relevant to them.

For example, you could choose to notify company credit cardholders of unused transactions over 60 days old. The distribution list will be dynamic because the users who fit these criteria may change every time the report is run. Choosing Burst Schedule when you create a schedule for this report ensures that the report is sent only to users who meet those criteria at the scheduled send time.

A bursted report requires two separate components: the report to be distributed and a dynamic distribution list.

Building on the previous example, let’s say you have 500 users with company-issued credit cards, but only 10 of those users have unexpensed credit card transactions older than 60 days. In that case, the bursted schedule will send the overdue transactions to the 10 expense owners who have the such transactions. When the same report is run next week, maybe there will be 25 users with unused transactions over 60 days. But it will be the same report and the same schedule.

Step 1: Generate the Report to Distribute

The first step to bursting reports is to generate the report that will be distributed to users. Using the example above (i.e., an email to users with unused company card transactions that are over 60 days old), the report would list all company card transactions over 60 days old.

Create a report with all the desired fields and filters, including a filter of your unique identifier that will tie back to your distribution list—for example, Expense Owner Customer Unique ID, defaulted to "any value." (See Step 2 for more examples.) This is a key step if you want each expense owner to only receive their own late transactions.

If you run this report on its own, it will show you a list of all company card transactions over 60 days old. But because this report will be bursted, when each expense owner on the list receives the output from the schedule, they will only see their own transactions.

Step 2: Create a Dynamic Distribution List

The next step is to create a report in Emburse Analytics that will return a list of email addresses for all expense owners who match certain criteria (e.g., a list of users with unused company card transactions that are over 60 days old).

The easiest way to do this is to make a copy of the report you created in Step 1, keep all the same filters, and make the fields Unique ID and Email Address (since the only output field this report needs to generate is the email address of the expense owner).

Below are some examples of the types of groups for which you may wish to create a reusable distribution list, along with the filters that will create that list.

To Send Email To... Use These Report Filters
Expense Owners
  • Expense Owner Customer Unique ID
  • Expense Owner Email Address
Managers
  • Reports To Customer Unique ID
  • Reports To Email Address
Department Heads
  • Expense Owner Part Of Department Code
  • Custom Dimension: Email Address
Delegates
  • Expense Owner Customer Unique ID
  • List of Unique Values of Delegate Email Address

Emburse Analytics Pro customers may create reusable distribution lists. This enables your organization to create a single list of recipients that may be used for multiple scheduled reports or dashboards that have the same recipients, including bursted reports. Additionally, users may easily add and remove recipients from the reusable distribution list.

Step 3: Create a Bursted Schedule

Creating a bursted schedule allows you to map the report you created with the dynamic distribution list you created, via the unique identifier (e.g., Expense Owner Customer Unique ID) that was added to both the report and the dynamic distribution list.

1. When you create a new schedule for this report, you will see an option to create a standard schedule or a bursted schedule. Select Bursting.

SBR - Choose.png

2. On the Burst Schedule screen, select the report you want to use as the Distribution List and click Confirm.

SBR - Select Dist List.png

3. For the example in this article, we will filter Accrual Line Is Company Paid by Expense Owner Email Address and click Save.

SBR - Filter.png

4. The finished bursted schedule displays the report name, schedule and delivery method.

SBR - Schedule.png

 

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