Monthly Folders - how to make this automatic

[RebeccaEdwards]

Hi at present my team have to set up 3 monthly folders for each of our team members each month. 

I wanted to know if this task can be automated, either for specific profiles or for the entire business.

it would save manual intervention and would probably support a sensible naming convention. 

if there is a guide i can show our admin that would be amazing. 

[PoojaKumatkar]

Hi @RebeccaEdwards ,

If I understand your query correctly, you are referring to Cognos reporting.

If that is the case, then it is not technically feasible, as SAP Concur Cognos does not support automated folder creation.

However, SAP Concur recommends using bursting and scheduling to automatically distribute reports to users, which helps eliminate the need for manual folder creation.

If I have misunderstood your query, please feel free to clarify your requirement.

If this answers your query, then please mark solution as accepted.

[RebeccaEdwards]

i dont know what cognos reporting is. 

we bascially set up 3 folders each month for each individual to collate their expenses in one for their Amex, one for Cash and one for the Mileage.

as its a manual task i just wondered if there was an automation that could allow for folders to be created once a month to save a human doing the task. 

no reporting needed

[cjmarimo]

Hello @RebeccaEdwards ,

Perhaps you mean that three reports are created each month for each employee: one for Amex, one for Cash, and one for Car Mileage.

If this is the case, then each employee can create three reports with a predefined naming convention, report type, and mandatory fields already completed, and keep them in "Not Submitted" status.

Each month, employees would simply make a copy of those three reports, add the corresponding expenses to each one, and then submit them.

BR,

cj

[RebeccaEdwards]

i don't mean any report at all. each month in concur we set up folders for our expenses using the ''create expense claim button'  i just wanted to see if there was a way concur would set these up automatically.

[cjmarimo]

Hello @RebeccaEdwards ,

            Could you please attach an example screenshot?

BR,

cj

[KevinD]

@RebeccaEdwards "create expense claim" is creating an expense report. In the U.S. we say expense report, where other parts of the world say expense claim. They are the exact same thing. 

Concur doesn't have any option to create a folder unless you are talking about our Cognos reporting tool. 

If your users have assigned company credit cards, they can each turn on Expense Assistant which will automatically create an expense claim when a company card transaction uploads into that user's profile. 

I just checked your site and you company does not have the Expense Assistant option activated. You will need to speak with your internal Concur site administrator and request it be turned on.

[MGH]

I think if you enable Expense Assistant in Concur, it automatically creates an expense report for a month and includes all the expenses in the report for that month. 

[MGH]

@PoojaKumatkar  you mentioned bursting and scheduling. Could you please elaborate how to use this function. There are reports we need on a monthly basis and it would be nice if it could be sent directly to all the users who needs it instead of manually saving it in the folder.

[PoojaKumatkar]

Hi @MGH ,

Please find attached Concur standard documentation for scheduling reports.

https://help.sap.com/docs/SAP_CONCUR/19528d4d7370425d9be332be665a19c0/4dc47f877008101485249f3c178889...

If this answers your query, then please mark solution as accepted.

[KevinD]

@MGH one thing to keep in mind for scheduling is that this works really well to automate the sending. Also, if data in the report is for all recipients, you won't need to use Bursting. If you want to make it so the recipients only see the data they should be seeing, you would then use Bursting. 

[MGH]

Hi @PoojaKumatkar @KevinD Is it possible to schedule a report from 'Team Content'? And if not can i copy reports from 'Team content' to 'My content'?

[Meena_K]

Hi @MGH,

In Reporting, only reports or dashboards available under the My Content tab or your company’s folder can be scheduled. Reports and dashboards located in the Intelligence - Standard Reports or Analysis - Standard Reports folders under Team Content cannot be scheduled directly.

However, you can copy the required standard report from Team Content to My Content and then schedule it successfully.

If this answers your query, then please mark solution as accepted.

Regards,

Meena

[MGH]

Hi @Meena_K How can we copy from Team Content to my content in Concur

[KevinD]

@MGH go into the Team Content folder and find the report you wish to copy. Mouse over the report tile and to the right of the report name, you should see three little dots. Click these dots to open a menu. There should be an option to copy or move to. Select this option. On the next window, you will see Copy and Move at the bottom. Copy should be the default selection. You will also see a list of folders. The view will be folders in Team Content. Select the My Content tab then navigate within My Content to the location where you wish to copy the report. Once there, click Copy. That should do it.

[MGH]

@KevinD Thanks I could add the report to My Content. But when I click on properties, this does not give an option to schedule. I only have 3 options General, Report and Permissions.

[KevinD]

@MGH you don't have the correct permission to schedule reports. Your permission is what I call "read only". You can run reports, but cannot build or edit reports. This does include not being able to schedule. You need the Cognos Professional Author role. 

This role is available companies that have our Business Intelligence offering, which it looks like your company does not.