EasyAdmin Reports Scheduler – KB4062 (v1.x)
The OpenLM EasyAdmin web interface incorporates a variety of reports that display information related to license usage. EasyAdmin allows sharing these reports by either:
- Granting report viewing access to non-administrator accounts
- Sharing a custom-generated report URL
- Sharing the report by email to specific users, groups or individual addresses in an accessible format (.png, .csv)
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 predefined schedule.
In order to schedule a report, the OpenLM administrator should:
- Configure a valid SMTP server in EasyAdmin’s “Email/SMS” module.
- If EasyAdmin authentication is turned on, check that you have an admin account in EasyAdmin and configure it with Scheduler.
- Open a specific EasyAdmin report and define filters (e.g. License Usage report).
- 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”).
In order to install OpenLM Reports Scheduler the following prerequisites must be met:
- A single OpenLM Server installation running on a central network server.
- An OpenLM license that includes support for the Reports Scheduler extension (please contact sales if you cannot locate the “Reports_Scheduler” flag in the Administration → OpenLM License window).
- (optional) If you choose not to install the OpenJDK 11 distributive that comes bundled with the Reports Scheduler installer, a compatible version of Java 11 must be present on the target machine.
* This will vary depending on the Reports Scheduler installer package (consult the release notes).
OpenLM Reports Scheduler should be installed on the same machine where OpenLM Server is installed.
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:
3. Click Next to advance to the License Agreement screen:
4. Check the I accept the terms of the License Agreement box then click Next
5. The Service configuration screen appears:
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.
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, however we recommend leaving the default settings as-is. Click Install.
8. Click Finish to close the wizard.
9. To verify that Reports Scheduler is operational, open the Services window and verify that the “OpenLM Report Scheduler” service is up and running.
Since OpenLM Reports Scheduler sends the reports by email, a working email server must be configured in EasyAdmin’s Start → Administration → Email/SMS module.
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.
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:
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
The report_scheduler.properties file is where all of the Reports Scheduler’s settings are stored. Usually, most settings required for operation are defined during the installation process or preserved from a previous version (if upgrading). Manually editing this file is not required as long as the steps in section 4 (“Configuring EasyAdmin to produce scheduled reports”) 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:
|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.protocol||http (default) or https||The protocol used on OpenLM’s API port|
|openlm.host||Default: localhost||The OpenLM Server hostname that Reports Scheduler will synchronize with|
|openlm.xml.port||Default: 7014||The OpenLM Server XML communication port (deprecated since v1.8)|
|openlm.soap.port||Default: 7020 for OpenLM Server v4.x / 5015 for v5.x||The OpenLM Server API port|
|openlm.ea.port||Default: 7019||OpenLM’s Lighttpd port for EasyAdmin. Change if serving EasyAdmin through IIS (e.g. http on port 80 or https through 443).|
|openlm.ea.protocol||http (default) or https||OpenLM’s EasyAdmin communication protocol. Can be set to http or https.|
|openlm.login.username||Set by tool||Set using the password tool in section 5.2.|
|openlm.login.password||Set by tool||Set using the password tool in section 5.2.|
|scheduler.report.files.directory||User-defined||If you want reports to also be stored locally in a specific directory, set a 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.
By default, the Reports Scheduler installer writes the OpenLM Server credentials provided on the Service Configuration screen in the properties file in an encrypted format. If these credentials are changed or you want to use another account, do this:
1. Execute the change_password.bat file located in the Reports Scheduler directory (typically, C:\Program Files\OpenLM\OpenLM Reports Scheduler).
2. Fill in the login credentials of an OpenLM administrator account that you want Reports Scheduler to connect through. Beginning with Reports Scheduler v1.10, if using Trusted Authentication, the credentials entered here must be of the Windows Domain user that also has login access to the OpenLM system.
Note: beginning with the version 1.11.82, the Test button has been enhanced with two more functionalities:
- Send a test report with the “Change Password” tool. This option can be combined with the new “webdriver.debug.mode”. If the user changes webdriver.debug.mode=false to webdriver.debug.mode=true in report_scheduler.properties. The Report capturing process becomes visible on the user’s desktop.
- Send a test report through running Report Scheduler functionality.
3. Click Test and choose the action you require:
Authentication – test the password against OpenLM Server API
Report – test reporting within current user session
Service – test reporting with Reports Scheduler service
This is one of 3 pop up messages:
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.
Since Reports Scheduler accesses the EasyAdmin interface to generate the reports, it is important to adjust configuration if you have changed EasyAdmin to be served via Microsoft IIS, if it served through a SSL connection or you have enabled Trusted Authentication.
Note: it is recommended to have both the IIS port and the OpenLM Server backend port (default: 5015) configured to use the same protocol: either http or https. Mixing them can lead to security limitations which can prevent proper functionality of Reports Scheduler.
- Open report_scheduler.properties in a text editor.
- Edit the following parameters and save when done:
openlm.ea.port= set to either 80 or 443
openlm.ea.protocol=set to http or https
- (optional) If the OpenLM Server default API port or protocol has also been changed, edit the openlm.protocol and openlm.soap.port parameters as well.
- (optional) If SSL has been enabled on OpenLM Server, openlm.host should also be set to reflect the Fully Qualified Domain Name of the OpenLM Server machine as indicated on the SSL certificate.
- Restart the “OpenLM Reports Scheduler” service.
If Trusted Authentication has been turned on for EasyAdmin as per this guide, it is necessary to adjust the Scheduler configuration.
Note: although it’s possible to enable Trusted Authentication without SSL being turned on, it is recommended to do so to avoid exposing credentials. In this case, the instructions in Case 1 above should be followed first before proceeding with the steps below:
- Run the password change tool described in section 5.2 and set the credentials to be the same as the ones for the Windows domain user/password instead of the OpenLM Server credentials.
- Go to Windows Services → double-click “OpenLM Reports Scheduler”, go to the Log On tab.
- Select “This account:”, click Browse and specify a user that: 1) belongs to the domain for which Trusted Authentication has been configured 2) has enough rights to start and run Services. It is recommended to create a separate account that is not associated with an actual user. Keep in mind that the password expiration policy may affect functionality when it expires. Click OK when done.
- While logged in to the user account set in step 4, go to Control Panel → Internet Options → Security tab → select Local Intranet → click Sites → click Advanced
- Enter the address of the OpenLM Server, in the format https:// + <the fully qualified domain name as shown on the issued SSL certificate> then click Add.
- (optional) With Local intranet still selected, click Custom Level → User Authentication → Automatic logon with current user name and password
- Go to Windows Services and restart the “OpenLM Reports Scheduler” service.
Once configured, schedule at least one test report to make sure that everything is working.
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.
4. The Schedule Report window appears:
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.
In order to manage scheduling tasks that you have already created:
1. Click EasyAdmin Start → Scheduling Tasks
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)
Note: section 7 applies only to:
- Reports Scheduler versions earlier than v1.9.8. New releases contain functionality that allows Scheduler to automatically update the ChromeDriver when required.
- Reports Scheduler version <= 1.11.82 no longer depends on installed browsers (ex Chrome), gaining the ability to function properly in accordance with the user’s needs.
Beginning with v1.7.14, OpenLM Reports Scheduler uses ChromeDriver to generate the reports. This means that a Chrome browser installation must be present on the same machine as Reports Scheduler.
However, by default, Chrome is set to auto-update. This can be problematic because the bundled ChromeDriver included with Reports Scheduler requires the same version as Chrome. So if a Chrome auto-update occurs (e.g. to v80) and the ChromeDriver has not been updated manually (e.g. still at v78), Reports Scheduler will stop working. Because of this, we recommend disabling Chrome auto-updates and performing all updates manually.
1. Open the Services window (press Win + R, type in services.msc then click OK)
2. Locate the Google Update Service (gupdate) service:
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.
5. Click OK.
6. Repeat steps 3 – 5 for the Google Update Service (gupdatem) as well.
7. Close the Services window.
- Go to https://chromedriver.chromium.org/downloads
- Download the version number release that matches your Chrome browser (to check, click on the Chrome three dots menu → Help → About Google Chrome)
- Replace chromedriver.exe in the Reports Scheduler installation folder (e.g. C:\Program Files\OpenLM\OpenLM Reports Scheduler) 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.
- Restart the OpenLM Reports Scheduler service to finalize the upgrade.