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Assured Packout™ Reports Tutorial Exporting Reports to Different Formats

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Assured Packout™ Reports Tutorial Exporting Reports to Different Formats Assured PackOut™ Reports Tutorial Exporting Reports to Different Formats This tutorial will demonstrate how to export a report into different file formats or types, and will include recommendations for sending large electronic files. For reports that are required in a different format or are too large to send via regular email, it is possible to export any default report to any of the following formats: PDF, HTML, MHT, RTF, XLS, XLSX, CSV, text file or image file. How to Export a Report: 1) Open the job you want to report on. 2) Navigate to Reports. 3) Select the report you wish to export. 4) Choose your report options. 5) Click Preview. This will generate the report; take a moment to review the report and ensure it has been setup to your satisfaction and that you are not missing any data. 6) In the report preview, select File Export Document Select the file type you would like to export to. Assured PackOut Tutorial (September 2013) Page 1 of 3 Assured PackOut™ Reports Tutorial Report Format Types Defined: 1) PDF File: This file type will ensure that all report formatting is preserved and that the layout will look identical to the report preview. PDF is a standard file format readable by most computers and since it compresses images, the file size is one of the smallest of the available options. 2) HTML File: This file type will allow your customers to view the report in their web browser and is ideal for those who do not have file reading software on their computer. Report formatting and layout is preserved when viewing online but compromised when trying to print. The disadvantage of HTML is that it will be one of the largest file types available, and will likely need to be compressed before sending to a customer. It is very uncommon to send reports via HTML. 3) MHT File: Similar to HTML, this is also a web file; however, this file type will retain its formatting when printing from the web. The report will open in Internet explorer, and all images will be saved into a folder as separate HTML files. Like HTML, this is a large and uncommon file type to send. 4) RTF File: RTF (Rich Text Format) is a file format that supports different word processors in different operating systems (i.e. Microsoft Word, Word Perfect |Windows 7 or MacOS). This produces a larger file size and is not recommended unless a customer is not able to open the report using any of the other file type. 5) XLS/XLSX File: These file types will open the report in Microsoft Excel. XLS is the default format for Microsoft Excel 2003 and prior, and XLSX is the default format for Microsoft Excel 2007 and newer. Both file types will retain the report formatting and layout and are recommended when the report requires input from the Insured or Adjuster. NOTE: Newer versions of Excel (2007+) can view both file types, but older versions (2003 or previous) may not open XLSX files. 6) CSV file: CSV (Comma Separated Values) is a spreadsheet file type and will typically default to open in Microsoft Excel but will not retain any of the report formatting or report images. 7) Text file: This is one of the smallest file types of all the available options, however the file will contain no formatting or images. 8) Image file: This will save the report as a single image file. You can choose from a number of image formats (i.e. PNG, JPEG). This file type is also one of the smallest of the available options; however, you will not be able to edit the report unless you use an image processor such as Photoshop. Assured PackOut Tutorial (September 2013) Page 2 of 3 Assured PackOut™ Reports Tutorial Sending Large Electronic Files: For large report files too big to email, you may have to look into a third party file sharing application to ensure transfer of a high quality report without compromise. Microsoft Outlook has a 20MB attachment limit and web-based email clients (such as Gmail) typically have a 25MB limit. Below you will find alternative options for sending reports to your customers: 1) Dropbox: This is an online file sharing application which requires you to create a personal account to hold your confidential reports; however, your customer does not need a Dropbox account to receive files you share from your Dropbox. You can start a free trial with up to 2GB of free space to try it out with the ability to add more space by referring other users. You can also purchase a business account to automatically access more space. Sharing files with your customers is easy; simply upload the report to your Dropbox then share a “link” to the file via email to grant access to your customer so they can download the file. 2) Google Drive: This is another online file sharing application which is available free to Gmail account holders and is a free service that will allow you to store up to 15GB of data online (there are paid versions if you require more space). You will need to create an account in order to use Google Drive, but if you have an existing Gmail account you automatically have a drive account. To send a report via Google drive: a. Simply upload the file (In any file format) to your drive using the upload button: b. Once the upload is complete, click “share” link. c. A pop-up screen will appear. Copy the link that appears in the “link to share” field: d. Paste the link into an email to your customer. When your customer clicks on the link, they will be taken to a page in their browser where they will be able to download the file. Your customers do not need to have a Google drive account to download the file. 3) Wetransfer.com: WeTransfer is free to use, you do not require a log in to use it, and it allows you to send up to 2GB in a single email. It will also notify you via email when the file has been sent, received and downloaded by the customer. Assured PackOut Tutorial (September 2013) Page 3 of 3 .
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