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Manage CertCapture reports

This article applies to:Avalara CertCapture

Reports help you manage all of the documents you collect and store in CertCapture. Do any of your customers have documents that will expire soon? Are you missing customer records? How often are your team members logging into CertCapture? Export reports that answer questions like these, or have CertCapture deliver them to your email on a regular schedule.

After you generate a report and get a list of soon-to-expire exemption certificates, request updated certificates from those customers. If you just want quick information and don't need a full report, try searching for certificates and customers instead.

Certificate reports

Find expired or soon-to-expire certificates, new certificates, and invalid certificates. Save and send the report to others.

  1. On the CertCapture toolbar, go to Reports > Certificate Reports.
  2. On the Certificate Reports page, select a report:
    • Certificates Expiring Soon: All certificates that will expire within a date range. Use this to see identify certificates that need to be replaced with a document request. Check Inactive to include certificates that will expire but have already been replaced with a new document.
    • Expired Certificates: Any certificate that expired within a date range. Check Inactive to include certificates that expired but have already been replaced with a new document.
    • Invalid Certificates: All certificates that have been marked invalid within the date range you select. If you just want to export a list of customers with valid certificates, use search instead.
    • New Certificates: All certificates that have been added to CertCapture.
  3. Select a date range. 
  4. Select All Exposure Zones, and then select the exposure zone to include in the report.
  5. Select All Exempt Reasons, and then select the exemption reason to include in the report.
  6. Select Run Report.
    CertCapture6_CertificateReport6.png

Customer reports

Find customer numbers missing names and fix them. Link bill-to and ship-to addresses. Save and send the report to others.

  1. On the CertCapture toolbar, select Reports, and then select Customer Reports.
     
  2. On the Customer Reports pane, at the top left under Customer Reports, select one of the following:
    • Invalid Customer: Shows customers who have a customer number, but no customer name or contact information. By default, this report does not include customers who have no certificates or who are marked taxable.
      1. To include those customers in the report, under Filter Report, select either of the following:
        • Include Customers Without Certificates to include customers who do not have certificates.
        • Filter Taxables to include customers who are taxable.
      2. Select Run Report.
      3. In the Customer Reports pane, at the left under Customer Number, select any customer number to see more details about that customer.
      4. In the Customer pane, do either of the following:
        CertCapture6_CustomerReportInvalid3.png
        • To send a request to the customer, at the upper right, select Send Request, and in the Send Single Request pane, type or select information for the customer and then select Generate Request. To learn more about how to send a request for a single certificate, read request from one customer.
          CertCapture6_CustomerReportInvalidSendRequest1.png
        • To change the customer's details, at the right, select Edit, and in the Edit Customer pane, change the customer's details, and then select Update Customer. To learn more about how to edit a customer record, read edit customer data.
          CertCapture6_CustomerReportInvalidEditCustomer1.png
    • BillTo - ShipTo Customer: This report shows the billing and shipping relationships between customers and their subsidiaries, job sites, or other locations. To build this kind of report, follow these steps:
      1. Under Filter Report, type or select information in any combination of the following fields:
        • BillTo Customer Number
        • BillTo Customer Name
        • All BillTo Addresses
        • All ShipTo Addresses
          CertCapture6_CustomerReportBillToShipTo1.png
      2. Select Run Report.
        CertCapture6_CustomerReportBillToShipTo2.png

User login reports

User Reports let you see user logins and failed user logins for each user and how many certificates each user has validated.

  1. On the CertCapture toolbar, select Reports.
  2. Select User Reports. Choose one of the following options:
    • User Logins: Shows when a particular user logged in.
    • Failed User Logins: Shows when users could not log in to CertCapture in the current company for the time period that you specify.
    • Validation Counts: Shows how many certificates each user in the current company validated during the time period that you specify
  3. Select any or all of these parameters :
    • Under Filter Report, set the date range for the report.
    • Select All Available Roles and then select a user role for the report, or leave as is to report about all user roles.
    • In Filter Login, type part or all of a user's login name.
    • For a report that shows when users could not log in to CertCapture, select Failed User Logins:
      CertCapture6_UserReportsUserLogins1.png
  4. Select Run Report.

Logistic reports

Logistic Reports show logs for changes that anyone made by using the Global Admin menu. Create and export reports in CertCapture that show activities by users, statistics about exemption reasons, and requests from other software programs to the CertCapture service that failed.

  1. On the CertCapture toolbar, select Reports and then select Logistics.
  2. In the Logistics Reports pane, select one of the following reports:
    • Global Admin Log: Shows changes that people have made in the global administration area of CertCapture.
      1. Under Filter Report, set the number of days back from today for the start date and end date of the report.
      2. Select All Log Types and select one criterion for the report, or select All Log Types to include all criteria in the report.
      3. In User Account Name, type the name of the user whose activities in the global administration area will be the basis of the report. Select Run Report.

        CertCapture6_LogisticsReportLogReport1.png
    • Exempt Reason Statistics: Shows a breakdown of the amount and percentage for each exemption or exposure type defined for your company in CertCapture.
      1. Under Filter Report, select All Exposure Zones, and then select an exposure zone or if you want a report about all of them, select All Exposure Zones. Select Run Report.
        CertCapture6_LogisticsReportExemptReasonsReport1.png
  1. Failed API Calls: Shows requests from other software programs to the CertCapture service that failed and why they failed during any time period.
    1. Under Filter Report, pick a date range for the report. Select Run Report.
      CertCapture6_LogisticsReportFailedAPIReport1.png

Schedule, export, edit, or delete a report

Schedule a report and have the results emailed to you regularly. Export a report to Excel.

Email a report on a schedule

Automate regular email delivery of important reports.

  1. Create your report or search. On the results page, select Email Report.

    CertCapture6_EmailReport4.png
  2. Select the days of the week you want to receive a new copy of your report.
  3. Optional: Select Customize Data Fields to select the columns that you want included in the report. If you don't do this, all columns are included.
  4. Name your report. This name is added to the file you'll receive via email.
  5. Select Add Report.
  6. After you receive the success message below, CertCapture will email the report to your default email address on the days you specified.

    CertCapture6_EmailReport2.png

Blank Reports

Depending on your initial report settings, you may receive a blank report. 

If you don't want to receive reports when they're blank, go to the CertCapture Dashboard, select your User Name, and then select My Profile. On the My Preferences tab, select the Email Preferences section, and then select to check Skip Blank Report Emails.

Export a report

Prepare reports for download from CertCapture.

  1. In the Found results pane, at the upper left, select Export Report.
    CertCapture6_ExportReport4.png
  2. In the Export Report dialog box, under Name, type a name for the report.
    • If your report includes Custom Fields, you can exclude Custom Fields from the export to speed up the export process
  3. Select Export Report.
  4. After you see the success message below, on the CertCapture Dashboard, at the upper right, select your user name, and then select Download Center.
    CertCapture6_ExportReport3.png
  5. In the Download Center pane, under Actions, do either of the following:
    • Select Download to download the report to your computer's default download folder.
    • Select Remove and then select OK to delete the report from CertCapture.

Edit or delete a report

Update report details or delete reports you no longer need.

  1. On any page in CertCapture, select your user name, and then select My Profile.

    CertCapture6_MyProfile1.png
  2. Select the My Emailed Reports tab, and under Actions, do either of the following:
    CertCapture6_MyEmailedReports1.png
    • Select Edit, and in the Email this report dialog box, change any information and then select Update Report.
    • Select Delete, and in the Attention! dialog box, select OK.

Forward a CertCapture report

Set up rules in your email application to forward CertCapture reports to others. 

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