EasyAdmin Reports Scheduler - KB4062 - OpenLM Software License Management
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EasyAdmin Reports Scheduler – KB4062

The OpenLM EasyAdmin web interface incorporates a variety of reports that display information related to license usage. EasyAdmin allows sharing these reports by either:

  1. Granting report viewing access to non-administrator accounts
  2. Sharing a custom-generated report URL
  3. Sharing the report by email to specific users, groups or individual addresses

By default, these reports are generated manually whenever the user requests or accesses the given feature. The OpenLM Reports Scheduler extension allows administrators to automate this process by giving them the ability to generate reports according to a specific schedule.

Table of Contents:

1. Overview

2. System requirements

3. Installation

4. Configuring EasyAdmin to produce scheduled reports

4.1. Setting up the email configuration

4.2. Setting up the recipient user’s email account

5. Configuring OpenLM Reports Scheduler

5.1. Editing the report_scheduler.properties file

5.2. Changing administrative credentials

6. Using OpenLM Reports Scheduler

6.1. Scheduling a report

6.2. Managing scheduled reports

7. Updating ChromeDriver for Chrome updates

7.1. Disabling Chrome auto-updates

7.2. Updating ChromeDriver


1. Overview

In order to schedule a report, the OpenLM administrator should:

  1. Configure a valid SMTP server in EasyAdmin’s “Email/SMS” module.
  2. If EasyAdmin authentication is turned on, check that you have an admin account in EasyAdmin and configure it with Scheduler.
  3. Open a specific EasyAdmin report and define filters (e.g. License Usage report).
  4. Click Share → Schedule, define the frequency, report recipients, then click Save.

Once this is done, the scheduled report will be sent to the designated recipients at the specified time. A scheduled report displays the same data as a regular report, the main difference being that it’s generated automatically. This makes them ideal when used with a date range filter that displays a recent period (i.e. “Last 7 days”).


2. System requirements

In order to install OpenLM Reports Scheduler the following prerequisites must be met:

  1. A single OpenLM Server installation running on a central network server.
  2. Chrome Browser 77* installed on the same machine that is running OpenLM Server
  3. An OpenLM license that includes support for the Reports Scheduler extension (please contact sales if you cannot locate the “Reports_Scheduler” flag in the EasyAdmin Administration → OpenLM License window).
  4. (optional) If you choose not to install the OpenJDK 11 distributive that comes with the default Reports Scheduler installer, a compatible version of Java 11 must be present on the target machine.

* Please check section 7 if using a newer version of Chrome.


3. Installation

OpenLM Reports Scheduler should be installed on the same machine as OpenLM Server.

1. Download the latest installer of OpenLM Reports Scheduler from the Downloads page.

2. Double-click the installer file (Openlm_Reports_Scheduler_XXXX.exe) to start the installation. The installer window appears:

OpenLM Reports Scheduler setup wizard

3. Click Next to advance to the License Agreement screen:

OpenLM Reports Scheduler setup agreement

4. Check the I accept the terms of the License Agreement box then click Next

5. The Service configuration screen appears:

OpenLM Reports Scheduler setup service configuration screen

If you have enabled authentication in EasyAdmin → Administration → System & Security module, fill in the username and password for the administrator account you have previously configured.

If authentication has not been enabled, leave these fields blank. Click Next.

6. On the Choose Install Location screen you can provide an alternative installation folder. We recommend leaving the default one as-is. Click Next.

OpenLM Reports Scheduler setup destination folder

7. The Choose Components screen displays the required components that will be installed. JRE can be optionally unchecked if you prefer using an external installation of Java 11. For compatibility purposes, we recommend leaving the default settings as-is. Click Install.

OpenLM Reports Scheduler setup components

8. Click Finish to close the wizard.

OpenLM Reports Scheduler setup final screen

9. To verify that Reports Scheduler is operational, open the Services window and verify that the “OpenLM Report Scheduler” service is up and running.

OpenLM Reports Scheduler in the Services window


4. Configuring EasyAdmin to produce scheduled reports

4.1. Setting up the email configuration

Since OpenLM Reports Scheduler sends the reports by email, a working email server must be configured in EasyAdmin’s Start → Administration → Email/SMS module.

Configuring SMTP in EasyAdmin for OpenLM Reports Scheduler

It is highly recommended to enter at least one value for Recipient Addresses as it will be used to send notifications in case any errors occur.

Alternatively, if security policy or other limitations prevent you from setting up an SMTP server here, these details must be configured manually in the report_scheduler.properties file (consult section 5.1. of this document)


4.2. Setting up the recipient user’s email account

By default, scheduled reports are attributed to a specific user. In most cases, this user would be the administrator that set up the scheduled reports. This designated user should exist within the OpenLM database and should have a valid email account associated with it.

In order to set a user’s email, open EasyAdmin Start → Users & Groups → Users. Find the user you want to assign an email to and edit the said user’s preferences as depicted in the image below:

Adding an email to an OpenLM user account

For more information on how to create users (and other entities) in OpenLM, please refer to this application note: Introducing Entities in OpenLM – Users, Groups, IP and Hosts

5. Configuring OpenLM Reports Scheduler

5.1. Editing the report_scheduler.properties file

The report_scheduler.properties file is where all of Reports Scheduler’s settings are stored. Usually, most settings required for operation are defined during the installation process or preserved from a previous version when upgrading. Manually editing this file is not required as long as the steps in section 4 of this document have been followed.

However, editing is possible and even required in special cases such as:

  • If no SMTP server has been configured in EasyAdmin. By default, the SMTP configuration in EasyAdmin overrides the one in report_scheduler.properties. However, if for some reason SMTP is not configured there, the mail variables can be used to configure SMTP independently. A benefit of doing this is that administrators can be notified by email if any errors occur during the integration of Reports Scheduler with Server.
  • If there are any changes to the OpenLM Server hostname (if installed on a different machine than the Server) or default communication ports.

The following variables are most relevant for administrators to configure:

Variable Possible value Description
mail.smtp.host* User-defined The SMTP server host or IP
mail.smtp.port* User-defined The SMTP server port
mail.smtp.auth* true or false Set depending on whether the SMTP server requires login credentials
mail.smtp.ssl* true or false Set depending on whether the SMTP server uses SSL for connections
mail.smtp.username* User-defined The SMTP server user
mail.smtp.password* User-defined The SMTP server password
mail.smtp.sender* User-defined The email address that will show up on the “from:” field
mail.recipients* User-defined The recipient email(s), separated by a semicolon
openlm.host Default: localhost The OpenLM Server hostname that Reports Scheduler will synchronize with
openlm.xml.port Default: 7016 The OpenLM Server XML communication port
openlm.soap.port Default: 7020 The OpenLM Server SOAP port
openlm.login.username Set by tool Set using the password tool. Consult section 5.2.
openlm.login.password Set by tool Set using the password tool. Consult section 5.2.
scheduler.report.files.directory User-defined If you want reports to be also stored locally in a specific directory, set a valid directory path here
webdriver.impl.path Default: chromedriver.exe Change if using a different path for the ChromeDriver

* Note: if not configured, Reports Scheduler will use the SMTP server settings configured in EasyAdmin


5.2. Changing administrative credentials

By default, the Reports Scheduler installer writes the administrative credentials provided on the Service configuration screen in the properties file in an encrypted format. If administrators want to change these credentials later, they have to do so by launching the password configuration tool. To do this:

1. Execute the change_password.bat file located in the Reports Scheduler directory (typically, C:\Program Files\OpenLM\OpenLM Reports Scheduler).

OpenLM Reports Scheduler Password change tool

2. Fill in the login credentials of an OpenLM administrator account that you want Reports Scheduler to connect through.

3. Click Test to see if a connection can be made. If the credentials match, you should see the following pop-up:

OpenLM Reports Scheduler Password change confirmation

4. Click Apply to save the changes, then click OK on the notification pop-up that appears.

5. Open the Windows Services window and locate the OpenLM Reports Scheduler service.

6. Right-click on the entry and click on Restart.

7. Close the Windows Services window.

6. Using OpenLM Reports Scheduler

6.1. Scheduling a report

1. To schedule a report, open any of the EasyAdmin reports (e.g. License Usage).

2. Configure the report fields, filters and other options as you require.

3. Click Share in the bottom-left corner of the report window then click on Schedule.

Sample report

4. The Schedule Report window appears:

Schedule report window settings

Here you can set up:

  • Frequency of the report (e.g. Every Sunday at 01:00 AM),
  • Recipient(s): this can be either an existing user(s), group(s), or any number of direct email addresses. Please note that for the user and group recipients, a valid email address must be associated with the user and/or the users in those groups
  • Job Description: any text you enter here will be included in the email report
  • Receiving User Timezone: if the recipient is in a different timezone than the OpenLM Server, this option can be used to adjust the timing

5. Click OK to save the report, then Close the window.

6.2. Managing scheduled reports

In order to manage scheduling tasks that you have already created:

1. Click EasyAdmin Start → Scheduling Tasks

EasyAdmin Scheduling tasks item

2. In the window that appears, select any of the tasks you wish to modify. You can Edit, Delete, Disable/Enable and Show URL of any of the scheduled reports (this feature is identical to the one when clicking Share → Share Link)

OpenLM Reports Scheduler tasks


7. Updating ChromeDriver for Chrome updates

Since version v1.7.14 of OpenLM Reports Scheduler, the provided PhantomJS module has been replaced with ChromeDriver. This means that the Chrome browser must be installed on the same machine as Reports Scheduler.However, if the installed Chrome browser gets updated to a version newer than the ChromeDriver included with the Reports Scheduler installer, the ChromeDriver must be manually updated to continue working. In addition to this, the automatic Chrome updates can happen at the most inopportune times, potentially breaking functionality. Because of this, we recommend disabling automatic updates before the driver is updated as well.

7.1. Disabling Chrome auto-updates

1. Open the Services window (press Win + R, type in services.msc then click OK)

2. Locate the Google Update Service (gupdate) service:

Stopping Chrome auto-updates

3. Double-click on the entry and click on Stop (if the service is running).

4. In the “Startup type” drop-down menu, select Disabled.

Stopping Chrome auto-update service

5. Click OK.

6. Repeat steps 3 – 5 for the Google Update Service (gupdatem) as well.

7. Close the Services window.

7.2. Updating ChromeDriver

  1. Go to https://chromedriver.chromium.org/downloads
  2. Download the version number release that matches your Chrome browser (to check, click on the Chrome three dots menu → Help → About Google Chrome)
  3. Replace chromedriver.exe in the Reports Scheduler installation folder with the newer version. Alternatively, the report_scheduler.properties file can be edited to point to a path where the newer ChromeDriver resides by editing the “webdriver.impl.path” attribute.
  4. Restart the OpenLM Reports Scheduler service.

in EasyAdmin configsMonitoring licenses and usage reports

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