Start with the reports features

On this panel you can set 2 types of report: Instant report to receive an email on error, and a daily/weekly report to see all files processed.

Where to find it

Open Rofiles → Settings → Reporting.

Alert in real time: What it does

The Alert report (Instant report) sends an email immediately each time Rofiles detects an error or problem (for example: a file fails to convert, a destination is inaccessible, etc.). Use it to get real‑time notifications so you can investigate and fix issues quickly.

Setup steps

1. Configure SMTP

- At the top of the Reporting page click the SMTP orange button/area to open the SMTP settings dialog (Learn more >) and configure your mail server (host, port, authentication). SMTP must be set up and tested before instant reporting can send messages.  

2. Enable the instant report

3. Fill the instant report fields

• Send to this email:
  Enter one or more recipient addresses (separate multiple addresses with commas) that should receive the alert emails.
• From (email):
  Enter the sender address that will appear in the From field of the alert emails.
  Important: Use the same email as the account used to authenticate to the SMTP server (the authenticated SMTP user). Many SMTP providers reject messages where From does not match the authenticated account.
• Email subject:
  Enter the subject line you want for the alert emails. You can customize it to include a prefix such as "[ROFILES ERROR]" to make alerts easy to recognize.

What the alert contains

- The alert email includes basic information about the problem (which monitored folder, file name, error message). Check the email body and application logs for full details when troubleshooting.

That’s all you need to enable and test instant alert reports. Once enabled, you’ll receive an email each time Rofiles encounters a problem so you can react promptly.

Daily report: What it does

The Daily (or Weekly) report compiles a summary of files processed by Rofiles on a schedule and delivers the results by email and/or stores them on disk. Use it to get regular visibility into successful processing and problems, or to generate audit logs for your team.

Schedule

• When to generate the report: choose Everyday or Weekly and set the hour and minute when the report should be generated. For weekly reports, select the weekday you want the report to run.

Report content

• Report only the warnings or errors: check this option if you want the report to include only items that generated warnings or errors (useful to reduce noise). If unchecked, the report includes all processed files (successes and failures).

Delivery options

You can send the report by email and/or save it on disk. Both can be enabled independently.

1) Send report by email

• Enable "Send report by email".
• Format: choose HTML (readable, formatted) or CSV (spreadsheet-friendly).
• Send to this email: enter one or more recipient addresses (comma-separated).
• From (email): set the sender address that will appear in the email.
  Important: this address should match the account used to authenticate to your SMTP settings (many mail providers reject emails where From does not match the authenticated account).
• Email subject: enter the subject line to use for the report emails (for example: "ROFILES DAILY REPORT").

Note: SMTP must be configured and tested (Settings → Reporting → SMTP) for email delivery to work.

2) Save report on disk

• Enable "Save report on disk".
• Format: choose HTML or CSV.
• Folder path: enter or browse to the folder where Rofiles will save the generated reports (e.g., C:\temp\). Ensure the Rofiles process account has write permissions to this folder.

Best practices and tips

• Use HTML for human-readable reports and CSV if you plan to import the data into spreadsheets or BI tools.  
• If you only need to monitor problems, enable "Report only the warnings or errors" to reduce the volume of data and avoid alert fatigue.  
• Send reports to a distribution list or shared mailbox so multiple people can access them and so the report isn’t tied to a single recipient.  
• Make sure the save-on-disk folder has appropriate retention policies or archiving in place so it does not grow indefinitely.  
• Combine reporting with the alert (instant) report: alerts for immediate issues and scheduled reports for periodic summaries.

Troubleshooting

• No email delivered: verify SMTP settings, test with the SMTP test function, check spam/junk, and confirm the From address matches the authenticated account.  
• Report not saved: check folder path and write permissions for the account running Rofiles (service or interactive user). 

That’s all you need to configure daily or weekly reports in Rofiles. Once enabled, scheduled summaries help you monitor processing volume and spot problems over time.