NOTE: This article is applicable to Sky customers. If you are a customer of the MiCloud phone system, see the Managing Report Subscriptions article for information about subscribing to reports in the Account Portal.
A Report Subscription is a feature of the Sky phone system that enables Team Managers and Authorized Contacts to schedule email delivery of a variety of reports. Report subscriptions are available for any report item that is listed in the Team menu and for any report type that can be added from the Subscriptions screen. Report subscriptions are available for email delivery in PDF, Word, CSV, and Excel formats.
Emailed reports are sent from noreply.micc@ringcentral. If you do not receive your scheduled report(s), check your Junk/Spam folder and if the email is found there, add the noreply.micc@ringcentral email address to the safe list in the Junk settings area of your email system. You should also inform your organization's email administrator to allow all emails that originate from the @ringcentral.com email domain.
See the Manage Subscriptions section of this article for information about the following options that you can access from the Subscriptions screen.
Edit or delete existing report subscriptions
Add a new report subscription based on your calling data or the data for an existing group or location
To learn how to customize your view of the data that is displayed in the tabular formatted Subscriptions screen, see the Tabular Formatted Screens article.
Log into Account Portal with your business email address (username) and user password.
Select the desired report item listed under the Intelligence and Call Activity headings in the Team menu.
When viewing the desired report, click the Subscribe link in the upper-right corner, which opens the "Subscribe to report" wizard.
In the Schedule panel, choose one of the following frequencies:
Hourly - Select the hours and minutes values for how often to schedule the report
Daily - Select the days of the week or choose every week day for how often to schedule the report
To schedule every "x" number of days, change the "Repeat after this number of days" value from the default of 1 to the desired number of days
Weekly - Select which days of the week to schedule the report
To schedule every "x" number of weeks, change the "Repeat after this number of weeks" value from the default of 1 to the desired number of weeks
Monthly - Select the month(s), then select the week and day(s) of the month OR select the calendar day(s) of the month
One-time - A single (non-recurring) report .
For the frequency selected in the previous step, do the following:
Start Time - Specify the start time for the time of day when the report will run
Start Date - Select a start date if the default of today's date is not desired
Stop Date - Optionally, select the "Stop this schedule on" check box and select an end date for the schedule. (By default there is no end date and the report will run indefinitely.)
Click Next, which displays the Parameters panel.
Enter a descriptive name in the Subscription Label text box. The name entered in this field appears in the "Label" column of the Subscriptions screen and in the "Subject" line of the emailed report, which makes it easier to identify specific reports when you have multiple subscriptions of the same type.
Depending on the characteristics of the report to which you are subscribing, select the desired values for the applicable parameters. The following shows most of the possible parameters you may need to select values for depending on whether the report is high-level, detailed (phone number level), by location, or by group:
Group or Location or TN
Group - For all Talk Time by Group and all Live Answer by Group reports, select the desired group. To create a report based only on your own calling data, select <Me Only> from the Group menu.
Location - For high-level Talk Time reports and all Live Answer reports, select the desired location.
None - For detailed Talk Time reports, there is no associated Group or Location option to select.
TN - For detailed phone number level reports, the selected phone number appears in this field.
Dates
Date Range - For most reports, select the desired time period for the data used to generate the report. Available Date Range values include Today, Yesterday, Last Week, Last 7 Days, Previous 7 Days, Last 30 Days, Last 90 Days, Week to Date, Month to Date, and Quarter to Date.
Optionally, select the desired Days check boxes to view data for only a limited number of days within the selected date range.
Optionally, select the desired values from the Hours Starting and Hours Ending drop-down menus to view data for only a specific number of hours within the selected date range.
From and To - For a subset of reports, select the desired From (beginning) and To (ending) dates for the data used to generate the report
Direction or Type
Direction - For detailed Talk Time, Talk Time by Group reports, select the desired Direction of the call data (All, Inbound, or Outbound)
Type - For detailed Live Answer and Live Answer by Group reports, select the desired Type of call data (Main Line or Employee)
None - For most high level reports, there is usually no associated Direction or Type to select
Class
External Only - Select "External Only" to subscribe to a report containing only the calls received from and placed to external personnel whose phone numbers are outside of your company's phone system.
Internal Only - Select "Internal Only" to subscribe to a report containing only the calls received from and placed to internal personnel (i.e., coworkers) whose phone numbers are within your company's phone system.
Both Internal and External - Select "Both Internal and External" to subscribe to a report containing both internal and external calls.
Click Next, which displays the Delivery panel
Use the following instructions to set the desired Delivery Options:
In the To, Cc, and Bcc fields, enter one or more email addresses to send this report to the desired personnel.
In the Reply To field, optionally enter the email address of the person who should receive any replies from personnel who are sent this report.
The Subject field, which appears in the "Subject" line of the emailed report, is automatically populated with the Subscription Label entered in the Parameters panel (followed by the word "report"). You can edit this text if desired.
In the Render Format menu, choose the desired output format for the report: PDF, Word, CSV, or Excel. Reports in PDF and Word format contain the associated charts as shown in the Sky Account Portal. Reports in CSV and Excel format contain the actual data used to generate the charts.
In the Priority menu, optionally select a value (Low, Normal, or High).
In the Comment text box, optionally enter any notes to document this report (which you can refer to if you edit this subscription in the future).
Click the Subscribe button to activate your subscription
Manage Subscriptions (from the Subscriptions screen)
The ability to add, edit, and delete report subscriptions is available to Team Managers and Authorized Contacts (Decision Makers, Phone Managers, and Billing Contacts) from the Team menu. You can manage report subscriptions based on your own (<Me Only>) calling data or the data for an existing group or location.
To add a new report subscription, see the Add Subscriptions instructions further below.
Edit or Delete Existing Subscriptions
Log into Account Portal with business email address (username) and user password.
Navigate to Team > Manage > Subscriptions, which opens the Subscriptions screen displaying data in the following columns:
Label - The "Subscription Label" that was entered in the Parameters panel when the subscription was added.
Created by - The person who added the subscription.
Report - The type of report.
Report Target - The associated location (for reports "by Location"), the associated group (for reports "by Group"), or a dash ("-") for reports without an associated group or location.
Schedule - The frequency that was selected in the Schedule panel when the subscription was added or last edited.
To locate the desired report subscription, type search criteria in the Search field and sort subscriptions by clicking the Created by, Report, or Schedule column headings.
Click the row of the desired subscription and either select the desired option button in the toolbar above the column headings (or right-click and select the desired option from the pop-up menu that appears). The following explains how to use the two available options:
Delete - Deletes the report subscription. One or more rows can be selected when using this option.
Details -Opens the "Subscribe to report" wizard where you can edit any of the settings in the Schedule, Parameters, and Delivery panels. Only one row at a time can be selected when using this option.
Make the desired changes and click Next at the bottom of each panel.
Review the output format in the Preview panel.
If you need to make any additional changes, click the Back button and make those changes in the previous panel(s).
To save all changes, click the Update button in the Preview panel.
For more details about the options available in the Schedule, Parameters, and Delivery panels, go to step 6 of the following Add Subscriptions section.
Add New Subscriptions
Log into Account Portal with business email address (username) and user password.
Navigate to Team > Manage > Subscriptions.
Click Add.
In the "Subscribe to report" wizard that opens displaying the Choose Report panel, select from the following types of reports to which you can subscribe:
Talk Time by Group - Provides a standard Talk Time report for the selected Group.
Live Answer by Group - Provides a standard Live Answer report for the selected Group.
Calls Live Answer by Profile (Note: This report is not accurate. Select the Live Answer by Group report instead.)
Calls Time on Phone by Profile - Provides data for Time Inbound, Time Outbound, and Time Internal for the selected Group (not Profile).
Calls Totals by Profile - Provides a count of Calls In, Calls Out, and Calls Internal for the selected Group (not Profile). Except for the format of the graph, this report is the same as the Calls Daily Totals by Profile report.
Calls Inbound by Profile - Provides counts of Inbound Calls by Date for the selected Group (not Profile).
Calls Outbound by Profile - Provides counts of Outbound Calls by Date for the selected Group (not Profile).
Calls Daily Totals by Profile - Provides a count of Calls In, Calls Out, and Calls Internal for the selected Group (not Profile). Except for the format of the graph, this report is the same as the Calls Totals by Profile report.
Call Log - Provides data that includes Date and Time, Calling Number, Direction, Originating Number, Dialed Number, Destination, Internal, Duration, Charge, and Answered by Target for the selected Group. This report provides the same data as the Call Log report (available in the Home menu) with the addition of Charge and Answered by Target data.
Charges are normally incurred only for calls that are not included with the associated phone profile type, such as international calls and 900 numbers. Additionally, there are some phone numbers utilized by a customer's account that are not associated with a phone profile that can incur charges (see the Usage Without Services article). Answered By Target indicates “Yes” for calls initially answered by the dialed (target) phone number, even if the call is subsequently forwarded to another phone number, or “No” for calls initially answered by a phone number other than the dialed (target) phone number. When Answered By Target shows "No," the phone number that initially answered the call is normally associated with an Auto Attendant, Ring Group, Shared Line Appearance, or other system component.
Note: The Call Log report subscription is very useful for reviewing and identifying unexpected phone usage and charges
Talk Time by Location - Provides a standard Talk Time report for the selected Location.
Live Answer by Location - Provides a standard Live Answer report for the selected Location.
Click Next.
In the Schedule panel, choose one of the following frequencies:
Hourly - Select the hours and minutes values for how often to schedule the report
Daily - Select the days of the week or choose every week day for how often to schedule the report
To schedule every "x" number of days, change the "Repeat after this number of days" value from the default of 1 to the desired number of days
Weekly - Select which days of the week to schedule the report
To schedule every "x" number of weeks, change the "Repeat after this number of weeks" value from the default of 1 to the desired number of weeks
Monthly - Select the month(s), then select the week and day(s) of the month OR select the calendar day(s) of the month
One-time - A single (non-recurring) report .
For the selected frequency above, do the following:
Start Time - Specify the start time for the time of day when the report will run
Start Date - Select a start date if the default of today's date is not desired
Stop Date - Optionally, select the "Stop this schedule on" check box and select an end date for the schedule. (By default there is no end date and the report will run indefinitely.)
Click Next, which displays the Parameters panel.
Enter a descriptive name in the Subscription Label text box. The name entered in this field appears in the "Label" column of the Subscriptions screen, which makes it easier to identify specific reports when you have multiple subscriptions of the same type.
Depending on the characteristics of the report to which you are subscribing, select the desired values for the applicable parameters. When creating a report based only on your own calling data, select <Me Only> from the Group menu. The following shows most of the possible parameters you may need to select values for depending on the type of report:
For the "Call Log" report:
Select the desired Group or Location using the drop-down menu.
Select the desired Call Direction using the drop-down menu. Choose All, Inbound, or Outbound.
Select the desired Date Range for the data used to generate the report.
For some "Calls" reports:
Select the desired Group or Location using the drop-down menu.
Select the desired Date Range for the data used to generate the report.
For all other reports:
Select the desired Group or Location using the drop-down menu.
Select the desired Date Range for the data used to generate the report.
Optionally, select the desired check boxes from the Days drop-down menu to view data for only a limited number of days within the selected date range.
Optionally, select the desired values from the Hours Starting and Hours Ending drop-down menus to view data for only a specific number of hours within the selected date range.
Click Next, which displays the Delivery panel
Use the following instructions to set the desired Delivery Options:
In the To, Cc, and Bcc fields, enter one or more email addresses to send this report to the desired personnel.
In the Reply To field, optionally enter the email address of the person who should receive any replies from personnel who are sent this report.
The Subject field is automatically populated with the Subscription Label entered in the Parameters panel (followed by the word "report"). You can edit this text if desired.
In the Render Format menu, choose the desired output format for the report: PDF, Word, CSV, or Excel. Reports in PDF and Word format contain the associated charts as shown in the Sky Account Portal. Reports in CSV and Excel format contain the actual data used to generate the charts.
In the Priority menu, optionally select a value (Low, Normal, or High).
In the Comment text box, optionally enter any notes to document this report (which you can refer to if you edit this subscription in the future).
Click the Subscribe button to activate your subscription
Screen Captures
The following screen captures show a few examples of the different panels that are available when using the "Subscribe to report" wizard:
Setting the Schedule
Setting the Parameters
Setting the Delivery Details
Known Issues
Date Range Not Available for Detailed Reports
While viewing a detailed (phone number level) Talk Time or Live Answer report, clicking the Subscribe link to create a report subscription will only provide fixed-date subscription parameters via the "From" and "To" date fields. Until future reporting enhancements are implemented, only high-level location and group-based reports provide Date Range options (which include Today, Yesterday, Last Week, Last 7 Days, Previous 7 Days, Last 30 Days, Last 90 Days, Week to Date, Quarter to Date, and Month to Date).
To work around this issue, Team managers and Authorized Contacts can periodically edit their detailed report subscriptions to modify the "From" and "To" dates to select the desired range of dates. For instructions to edit an existing report subscription, see the Edit or Delete Subscriptions section of this article.
