Getting to Grips with Report Distribution Sets

By Clinton Jones on November 25, 2015

Handsome smiling student using computer taking notes in computer room at collegeHow many reports do you have to create for a company-wide distribution?

What if you added three departments, four regions, and ten locations?

To keep up with report distribution, managers oftentimes need a full-blown Microsoft Excel spreadsheet. Why, you might ask? While some report recipients get values-only workbooks and staff members might receive only the high-level totals in PDF, some managers have adopted MSOffice for the iPad – meaning that reports using Excel add-ins for the PC might be limited.Tablet and mobile users often prefer the web look and feel of HTML while some governmental entities require XML output, and there are additional reasons the systems folks demand CSV!

We won’t even get into the complexities in hiding or password-protecting worksheets, or the frustrations of preventing #(INSERT-ERROR-HERE) messages from popping up. The good news is it does not require an Excel super-wizard to calculate all the variations of worksheets, views, formats and audiences needed to send a report these days. It just takes Winshuttle Analytics, with its broadcast capabilities.

The Winshuttle Analytics add-in for Microsoft Excel makes it easy to send sensitive/confidential information to the right people, in the right format, at the right time, all from a template that can be configured and reused as often as needed.

Excel’s built-in distribution options only let you send a workbook as an attachment or link to a shared location in e-mail, or share on the OneDrive. PDF, XPS and Internet fax are also supported, as are presenting the workbook online in a Lync meeting or distribution via instant message.

These options only allow you to send the entire workbook, and if specific worksheets are needed – and more problematic, specific views of specific worksheets –you’ll need to create a new file for every variation . . . which brings us back to that whole Excel super-wizard thing.
Winshuttle Analytics lets you mix and match output formats, delivery methods, worksheet selections and department or location-specific custom views for any report; or any Excel file, for that matter. It supports e-mail using Outlook on the desktop, with double-click access to your contacts and distribution lists, or mail servers in the data center. Shared folders on both local and cloud networks are also just a double-click away, and that’s just the beginning. You can also use conditional formatting “triggers” to send a report any time a KPI hits a certain value, or you can set up a recurring schedule to automatically distribute reports every hour, day, week, month or quarter.

Winshuttle Analytics users have reported saving hours of repetitive cut-and-paste time and ensured quality output every time they use the application.

Want to see for yourself? Contact us for more information on Winshuttle Analytics with Broadcast.


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About the author

Clinton Jones is a Director for Finance Solutions Management at Winshuttle where he has worked since 2009. He is internationally experienced having worked on finance technologies and business process with a particular focus on integrated business solutions in Europe, the Middle East, Africa and North America. Clinton serves as a technical consultant on technology and quality management as it relates to data and process management and governance for finance organizations globally. Prior to Winshuttle he served as a Technical Quality Manager at SAP and with Microsoft in their Global Foundation Services group.


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