Help Center

Requirements

• Operation System:
  • Windows: Windows 11, Windows 10, Windows 8, Windows 7, Windows XP
  • Windows Server: Windows Server 2019, 2016, 2012, 2008
• Minimum Memory: 2GB
• The download (setup) includes all the necessary requirements:
  • ​Microsoft .NET Framework 4.8
  • SAP Crystal Reports Runtime Engine for .NET Framework 13.0.21.2533 (32-BIT)
  • SQL Server 2014 Express LocalDB (with SP1)
• Smart Report Organizer requires an SMTP server that supports username and password authentication to send emails.
• Smart Report Organizer requires a specific version of SAP Crystal Reports Runtime.
  • Smart Report Organizer 2021/2023 V4.XX requires: SAP Crystal Reports Runtime 13.0.21.2533
  • Smart Report Organizer 2018 V3.XX requires: SAP Crystal Reports Runtime 13.0.21.2533
  • Smart Report Organizer 2018 V2.100 requires: SAP Crystal Reports Runtime 13.0.21.2533
  • Smart Report Organizer 2017 V1.135 requires: SAP Crystal Reports Runtime 13.0.21.2533
  • Smart Report Organizer 2017 V1.128 requires: SAP Crystal Reports Runtime 13.0.16.1954
• Please note: The setup automatically installs and upgrades sap runtime,
  which can cause problems if other software on the same computer uses/requires different versions of sap runtime.
• Please note: It is not allowed to use Smart Report Organizer on Windows Terminal-Server-Enviroment (eg. Citrix or Microsoft Remote Desktop Platform).

Installation

1. Download SRO 32 or 64 BIT: https://www.smartreportorganizer.com/home/download
   The required version (32 or 64 bit) depends on your Crystal Reports version:
   • If your reports were created with Crystal Reports 2008, 2011, 2013, 2016, then SRO 32-BIT is required.
   • If your reports were created with Crystal Reports 2020, then SRO 64-BIT is required.
2. Unzip ZIP the files an run Setup.exe
   The setup will automatically install all requirements:
   • SQL Server 2014 Express LocalDB (with SP1) 
   • SAP Crystal Reports Runtime
   • Microsoft .NET Framework
3. Done! Now you can run Smart Report Organizer and add your first job ...

Troubleshooting

If the application does not work or fails during installation please check:

• How to solve runtime problems
• How to Uninstall & Reinstall (all applications manually)

Please note

• Smart Report Organizer requires a specific version of SAP Crystal Reports Runtime.
• ​The setup automatically installs and upgrades sap runtime, which can cause problems if other software on the same computer uses/requires different versions of sap runtime.

Smart Report Organizer 2023 has the following applications installed after successful installation:

If the application does not work or fails during installation, then you can also install all nessasary applications manually.

Install (automatically):

1. Download and Install: Download Page

Install (all nessasary applications manually):

1. Download + Install: Microsoft .NET Framework (4.5.2)
2. Download + Install: Microsoft SQL Server 2014 Express LocalDB
3. Download + Install: SAP Crystal Reports runtime engine for .NET Framework (32-bit) (13.0.21)
4. Download + Install: Smart Report Organizer 2023

Uninstall:

1. Backup database (if desired): Helpcenter: Backup Database
2. Uninstall (when not required by any other application): Microsoft SQL Server 2014 Express LocalDB
3. Uninstall (when not required by any other application): SAP Crystal Reports runtime engine for .NET Framework (32-bit)
4. Uninstall: Smart Report Organizer 2023

Upgrade (from SRO2018 to SRO2023):

1. Check requirements: Helpcenter: Requirements
2. Backup database to be sure: Helpcenter: Backup Database
3. Buy SRO2023 annual license via the webshop here: Webshop
4. Close Smart Report Organizer Windows Application.
5. Stop Smart Report Organizer Windows Service if started. Useful link to find the service name: Helpcenter: Windows Service Settings
6. Download SRO2023 here: Download Page
   • Make sure that you download the correct version of SRO and install it on the new computer.
     • If you are using SRO2023 (32-BIT), then download SRO2023 (32-BIT).
     • If you are using SRO2023 (64-BIT), then download SRO2023 (64-BIT).
     • If you are using SRO2018, then download SRO2018 from the bottom of the download page.
   • Make sure you have the right license for the latest version or purchase an upgrade:  Helpcenter: Upgrade License
7. Run setup.exe <-- This step will install the SRO2023 application over the existing SRO2018.

Update (SRO2023 to latest version of SRO2023):

1. Check requirements: Helpcenter: Requirements
2. Make sure you have the right license for the latest version.
3. Backup database to be sure: Helpcenter: Backup Database
4. Close Smart Report Organizer Windows Application.
5. Stop Smart Report Organizer Windows Service if started. Useful link to find the service name: Helpcenter: Windows Service Settings
6. Download the newest version here: Download Page
   • ​​​​​​​​​​​​​​Make sure that you download the correct version of SRO and install it on the new computer.
     • If you are using SRO2023 (32-BIT), then download SRO2023 (32-BIT).
     • If you are using SRO2023 (64-BIT), then download SRO2023 (64-BIT).
7. Simply install the new version over the old one.

Move (to new computer):

1. Backup your database from the old computer: Helpcenter: Backup Database
2. Download & Install SRO on the new computer: Download Page (All SRO Versions)
   • Make sure that you download the correct version of SRO and install it on the new computer.
     • If you are using SRO2023 (32-BIT), then download SRO2023 (32-BIT).
     • If you are using SRO2023 (64-BIT), then download SRO2023 (64-BIT).
     • If you are using SRO2018, then download SRO2018 from the bottom of the download page.
   • Make sure you have the right license for the latest version or purchase an upgrade:  Helpcenter: Upgrade License
3. Activate your new installation with your existing license which you can find in your account here: My Account
4. (If necessary, please use the "Need help? [Contact]" button in your account. Please allow 0-3 working days for a response.)
5. Close SRO on the new computer.
   (If the Windows service has already been set up, make sure that it is not started.)
6. Copy both database files from the old computer to the new computer:
   • C:\Program Files (x86)\DataZimmermann\Smart Report Organizer\Db.mdf
   • C:\Program Files (x86)\DataZimmermann\Smart Report Organizer\Db.ldf
7. ​Run SRO on the new computer and if everything works as expected, then uninstall SRO on the old computer. (Each license can only be used once)

Instructions for Creating a Backup by Copying the Folder:

1. Close the Smart Report Organizer application.
2. Stop the Windows service "Smart Report Organizer - Service" if it has been started.
3. Make a copy of the folder "C:\Program Files (x86)\DataZimmermann\Smart Report Organizer".
4. Save the copied folder to another disk.

Instructions for Creating a Backup of the Database:

1. Close the Smart Report Organizer application.
2. Stop the Windows service "Smart Report Organizer - Service" if it has been started.
3. Copy both database files "Db.mdf" and "Db_log.ldf".
4. Save both database files to another disk.

Instructions for Transferring the Database to a New Computer:

1. Install Smart Report Organizer on the new computer.
2. Make sure that the application (and the Windows service) are not started on the new computer.
3. Copy the two previously saved database files (Db.mdf and Db.ldf) into the directory of the new computer.
4. Save your backup files from the old computer to the path "C:\Program Files (x86)\DataZimmermann\Smart Report Organizer" on the new computer.

Activate license

When you start Smart Report Organizer 2021 for the first time, you receive the following message:

Now you can choose between:

• Free Version (3 Scheduling-Jobs)
• Full Version (Unlimited Scheduling-Jobs)

Step by step: Free Version

• Simple press the [Activate free version] button.

Step by step: Full Version

• 1. Buy License here: Shop
• 2. After your purchase, you can find your new license in your account here: MyAccount
• 3. Start the Smart Report Organizer to see your Request-Key < screenshot step (2)
• 4. Store your Request-Key in the license in your account to receive your License-Key: MyAccount
• 5. Store the License-Key in the Smart Report Organizer and press [OK]: < screenshot step (4)
•  
• 

Here is the activation process at a glance:

License upgrade

Compare the different versions here and here.

• If you have an SRO 2018 Standard license, you can upgrade to SRO 2018 Business license via webshop here.
• If you have an SRO 2021 Standard license, you can upgrade to SRO 2021 Business license via webshop here.
• If you have an SRO 2023 Standard license, you can upgrade to SRO 2023Business license via webshop here.

After the upgrade has been purchased, please allow 0-2 working days for the license to be upgrad in your account.

Free Version

The number of jobs that can be created is limited to a certain number.

Standard Version

• Number of jobs: Up to 100 delivery jobs.
• Windows service: Run as a service in the background, even when no one is logged on.

Business Version

• Number of jobs: Unlimited (The business version has no limit on the number of jobs you can create.)
• Windows service: Run as a service in the background, even when no one is logged on.
• Additional Export Options (xls, xlsx, csv)

• FTP Upload Feature (Please note: SRO supports FTP + FTPS but no SFTP.)

Mail (SMTP) settings

Sending Emails with Smart Report Organizer
To enable email functionality in Smart Report Organizer, you must configure the SMTP server settings with username and password authentication.
Here's how to set it up:

1. Open the main window of Smart Report Organizer.
2. Select [Settings] from the menu.
3. Configure the following SMTP settings:
   • Server: Enter the name of your mail server (e.g., smtp.chello.at).
   • Username: Provide your email address.
   • Password: Enter your email password.
   • Port: Specify the port number (e.g., 25).

Once you've entered these settings, you'll be able to send emails from Smart Report Organizer using your configured SMTP server.

Example for gmail

• 
• Gmail only works if you activate the function activate less secure apps in your gmail account.
• For more information visit: https://www.google.com/settings/security/lesssecureapps

Example for Office365

• 
• Tip: If you get the following error message, you have to make sure that the reports are not sent at the same time: "4.4.2 STOREDRV.ClientSubmit; sender thread limit exceeded ..."

Problems sending emails: Most but not all emails are sent?

• Note that the stored SMTP mail server or mail service (e.g. Office 365) uses certain rules that prevent large numbers of emails from being sent. Example: Office365 has the restriction that only 30 e-mails can be sent per minute. There are other restrictions that can be different for each SMTP server.

Please note:
Our Support does not have control over the limitations, rules, provisioning of a functional SMTP server (with username and password authentication), or the settings and restrictions of the SMTP service you are using; these are all outside of our scope of responsibility. For further information, please reach out to your system administrator or IT department.

Windows service settings

In Smart Report Organizer it is recommended to use scheduling with windows service.
(With the windows service, the application can be closed and no one has to be logged on to the computer.)

Step1: In Windows Services (press [WinowsKey]+[R] and run services.msc), find and double click Smart Report Organizer - Service to change properties.

Step2: In the Log On tab, change the account to the same user which also uses the Smart Report Organizer application and click [Apply].
It is required that the Windows service use the same username as the application. Otherwise, the application can not be started while the service is running!

Step3: In the General tab, change the startup type to Automatic, click [Apply] again and then click [Start].

Correct account name for the windows service:

After successfully changing the settings, you see the service running here:


In Smart Report Organizer you can see and control the service here: 


Make sure all reports and export paths use UNC paths: Windows service cannot access mapped drives.
Examples:

• Report path: F:\Reports\Report01.rpt does not work, use \\Server01\Reports\Report01.rpt instead.
• Export path: F:\Reports\Report01.xls does not work, use \\Server01\Reports\Report01.xls instead.
• Just for access (.mdb) connections: Connection with databasename: F:\test.mdb does not work, use \\Server01\test.mdb instead.

(Windows service runs in its own security context & starts before the user logs into the computer & cannot access your mapped drives.)

Note: Please contact your system administrator for more information.

FTP settings

To upload the reports to an FTP server, you have to configure the connection like this:

When using an FTP tool (for example, FileZilla FTP Client), make sure that the FTP connection from your computer itself works.
Please note: SRO supports FTP and FTPS but no SFTP.

Wake-Up feature

Smart Report Organizer must be actively running to delivery your jobs.

Under [Control Panel\All Control Panel Items\Power Options] you can either disable the "Put the computer to sleep" feature from your operating system, or you can enable the Wake-Up feature in Smart Report Organizer.

The Wake-Up feature will wake up your computer 5 minutes before the next report has to be delivered.

To test this feature:

• Save all open documents on your computer.
• Be sure (!) you want to set your computer to sleep mode.
• Click on the button: [Go to sleep & wake up in 1 minute]

 Note: If successful, the computer will wake up after about 1 minute.

Wake Up feature

If the Wake Up feature doesn't work, it doesn't necessarily mean that your hardware doesn't support it.
It's possible that some Windows setting is preventing the system from waking up.
To make sure that the settings are correct, please check:

• Control Panel
• Power Options
• Change Plan Settings
• Change Advanced Power Settings
• Sleep
• Allow Wake Timers
• Enable

Adding a job

1. Click [Add]
2. Click [Browse]
3. In the file browser window navigate to the Crystal Report file and click [Open]
4. Change "Name" if needed.
5. Add a "Description" if needed.
6. Click [Active] to enable the job.
7. Click [Save]

You have added a new job.

Configuring schedule options

1. Double click a Report Job to open the settings window.
2. In the Register [Schedule] click on [Active]
3. Choose:
   • Every Minute:  to send a report every "x" minutes. (for example every 15 minutes)
   • Hourly:  to send a report every "x" hours.
   • Specific Day: to send a report on a specific day.
   • Daily:  to send a report every "x" days at a certain time.
   • Weekly:  to send a report every "x" weeks at a certain time.
   • Monthly:  to send a report every "x" months at a certain time.
   • Specific Day of Month: to send a report on a specific day at a certain time.

Notes:

• You can exclude individual weekdays or months.
• The next delivery time is always calculated starting from the set time. (Example: Hourly / 2 hours / 05:00 will send a report 05:00, 07:00, 09:00...)

Configuring destinations

1. Double click a Job to open the settings window.
2. Click on Register: [Destination]
3. Click [Add] to add or [Modify] to modify an export destination

Export to file

1. Click [Select export path ...] to open the folder browser window and navigate to the destination folder.
2. Change [Filename] if needed. Note: Do not enter a file extension here. The file extension will be added automatically.
3. Choose file options:
   • [Add 1. parameter to filename]:  if possible the first set parameter will be added to the end of the filename
   •  [Add current date & time to filename]: if possible the current date & time will be added to the end of the filename
4. Choose format options:
   • [PDF]: Export the report in PDF format.
   • [Excel]: Export the report in Excel format.
   • [Excel(Data Only)]: Export the report in Excel format without formatting.
   • [Word]: Export the report in Word format.
   • etc.

Export & email a file

1. Choose [Send mail] to attach a file to an email.
   • Note: You must set email options in Register: [Email]
   • Note: You must configure SMTP-Settings under [MainWindow] / [Settings]
2. Choose mail options:
   • [Add 1. parameter to email subject]: if possible the first set parameter will be added to the end of the [subject] line.

Export & print

1. Click [Select a printer ...] to open the printer browser window and navigate to the desired printer.

Note: For one job you can add multiple destinations with different settings at once.

Configuring parameters

For more flexibility you can use a Report with Parameters.

1. Double click a Report Job to open the settings window.
2. Click Register: [Parameter]
   • Parameter:  Add a Report Parameter.
   • Dynamic Parameter: For Date or DateTime Parameters, you can choose between static or dynamically calculated parameters.
   • Multiple Parameters: If your report uses parameters with "Allow multiple values", then several values can be entered here.

Dynamic Date Feature Notes:

• Dynamic Date Feature will always be calculated when the job starts.
  • Example:
    • Choose [Today(Days)] with Offset [+3] to calculate the date in 3 days.
    • Choose [Monday(Weeks)] with Offset [+3] to calculate the first Monday in 3 weeks.
• Dynamic Date Feature only works for Date or DateTime parmeters.
• Dynamic Date Feature will not work for Date-Range parameter (Allow range values = True or Allow multiple value = True)
  • In this case simply use 2 Date Parameters instead of 1 Date-Range-Parameter:
    
  • 
• Dynamic Date Feature always works with a time of 00:00:00, even when working with DateTime. ​This will be problematic if you try to calculate a a time span!
  If the time does not matter, then just filter (for example): DATE({YourTable.YourDatetimeField}) in DATE({?DatetimeFrom}) to DATE({?DatetimeTo})
  But if the report should filter the records by time, then you have to specify date and time in separate parameters.
  Example:
  • DayFrom                                     Date Parameter
  • DayTo                                          Date Parameter
  • TimeFrom                                    Time Parameter
  • TimeTo                                        Time Parameter
  • DateTimeCalculatedFrom           Formula Field with:                  DATETIME({?DayFrom}, {?TimeFrom})
  • DateTimeCalculatedTo                Formula Field with:                  DATETIME({?DayTo}, {?TimeTo})​
  • Report Filter:                               {YourTable.YourDatetimeField} in {@DateTimeFromCalculated} to {@DateTimeToCalculated}​
    

Sort order parameters:

• The order of the parameters is defined in the Crystal Reports itself.

Configuring connections

When a report is added, all available connection settings from the report will be added to the [Connections] register.
If your report requires login credentials, you can enter them there.
You can also override the connections settings if needed.

Recommendation:
Crystal Reports is not required on the computer but it is highly recommended:
You can easily determine if ODBC driver or ODBC settings are missing which are needed for the report.

Microsoft SQL Server - example:

• Windows Authentication mode:
  
• (No user or password is required and Integrated Security must be enabled.)

• SQL Server and Windows Authentication mode:
   
• (It requires user and password and Integrated Security must be disabled.)

For ODBC connections please use 32-Bit:

Example: Access via ODBC:

Example: Microsoft SQL Server via ODBC:

Configuring email settings

For the e-mail to work you must observe the following 3 points:

1. Configure SMTP-Settings in [Main-Window] / [Settings].
2. Configure a destination in Register [Destination] with the [Send mail] option.
3. Configure a Sender and Recipient email address in register [Email]

HTML Email:

An example of an HTML email looks like this:

Use the following code:

<!DOCTYPE html>
<html>
<head>
    <meta content='text/html; charset=utf-8' http-equiv='Content-Type'>
    <style type='text/css'>
        body {
            font-family: "Calibri","sans-serif";
            color: black;
        }
        .medium {
            font-size: 9pt;
            font-family: "Calibri","sans-serif";
            color: #666666;
        }

        .small {
            font-size: 9pt;
            font-family: "Calibri","sans-serif";
            color: #666666;
        }

        .xsmall {
            font-size: 9pt;
            font-family: "Calibri","sans-serif";
            color: #666666;
        }
    </style>
</head>

<body>
    Hello!<br />
    <br />
    Here is your report...<br />
    <br />
    <div class="medium">
        Kind Regards<br />
        <br />
        Department | Company<br />
        Street | Postcode City | Country<br />
        <b>Phone:</b> <span class=blue>+12 23456789 | <strong>Email:</strong> <a href="mailto:example@example.com">example@example.com</a></span>
    </div>
    <div class="small">
        <strong>VAT: </strong>
    </div>
    <br />
    <div class="xsmall">
        <strong>Disclaimer:</strong><br />
        <strong>EN:</strong> The information contained in this communication from the sender is confidential.<br />
        It is intended solely for use by the recipient and others authorized to receive it.<br />
        If you are not the recipient, you are hereby notified that any disclosure, copying, distribution or taking action in relation of the contents of this information is strictly prohibited and may be unlawful.
    </div>
</body>
</html>

Here:

Run you jobs ...

You can choose between 2 export modes:

1. Application Scheduling (Free Version)
2. Windows Service Scheduling (Standard & Business Version) (Recommended) (See: How to configure windows service)

Correct:

Wrong:

Update a job ...

If the source report (.rpt file) is modified (Parameters or connections have been changed) then the job needs to update the parameters and connection setinngs. You can do this by clicking the [Refresh] button in the top right corner of the job settings:

1. Click [Modify] job.
2. Click [Update/Refresh] Button in top right corner.

Note:

• In this case you must check the settings in the following registers: [Parameter] + [Connection]
• The settings in the following registers are not affected: [Schedule] + [Destination] + [Email]
   

Copying jobs

• Right click and select [Copy] to copy all selected jobs including all settings.

Removing a Job

• Right click and select [Delete] to remove all selected jobs. (Warning: This action cannot be undone!)

Copy scheduling settings from one job to another

1. Select a job with the desired settings.
2. Click [Copy settings ...] to copy all settings from the source job in the cache.
   Note: Upon clicking on a job, you will notice the button [Insert settings ...] is now enabled.
3. Select one or more jobs that you whish to copy the settings to.
4. Right click and choose which settings to you want to insert:

• Choose: [Insert schedule settings] to copy all schedule settings from the source report.
• Choose: [Insert mail settings] to copy all mail settings from the source report.
• Choose: [Insert destination settings] to copy all destination settings from the source report.

Manual viewing and exporting

• Viewing: Right-click on a job and click [View Report] to show the report immediately.

• Exporting: Right-click and select [Export] to export all selected jobs immediately.

Log

In the log window you can see every report export: When was the report created and to whom it was sent.
If the export did not work, you will see the error message in it, which can be very helpful to you in solving the problem.

Delete logs:

• Click [Delete] to delete all selected log records.
• Click [Delete All] to delete all log records at once.   

(Please delete logs regularly. Otherwise, this can have a negative impact on performance.)

The basic requirement for automating a report with Smart Report Organizer is that the report can be opened and executed with Crystal Reports.It is Therefore recommended to install Crystal Reports on the same computer where Smart Report Organizer is installed.
This allows the report (.rpt) to be run and tested with Crystal Reports. This is the only way to determine, for example, whether certain ODBC settings, drivers are missing or the report itself triggers an error message.

How to solve runtime problem

• Description:
  Error message when opening a report and automatic delivery does not work.
  The problem can be solved by simply re-installing the runtime.
• Error Messages:
  
• Solution:
  1. Restart your computer or server. (Don't skip this point!)
  2. Download: SAP Crystal Reports runtime engine for .NET Framework (32-bit) (13.0.21)
  3. Run: CRRuntime_32bit_13_0_21.msi with admin permissions.
  4. Click [Reinstall]:
     
  5. Problem is solved now.