This article contains:

1 1. Overview
2 2. Browse Reports
3 3. Search for Reports
4 4. Rename Report Categories
5 5. View Report Properties
6 6. Edit a Report
7 7. Copy a Report
8 8. Move a Report
9 9. Print the Report
10 10. Export the Report
11 11. Email a Report
12 12. Subscribe to a Report
13 13. View Report History

1. Overview

The Report List page allows users to

browse reports by type, categories and sub-categories
search and filter reports
rename and delete report categories
edit reports
copy and move reports between categories
print or export reports
email or subscribe to reports
delete reports
view report history

2. Browse Reports

STEP 1: Click Report List.
STEP 2: The reports are displayed under their respective categories and sub-categories.
STEP 3: Select REPORTS or TEMPLATES to view the desired type.

Figure 2.1

3. Search for Reports

STEP 1: Use the Search box at the top.
STEP 2: Select a search parameter from the dropdown on the left (default is All).
STEP 3: Type part of the report name and click the search icon.
STEP 4: Matching reports will be displayed.

Figure 3.1

4. Rename Report Categories

STEP 1: Click the pencil icon next to the category name.
STEP 2: Enter the new name.
STEP 3: Click the check icon to save.

Figure 4.1

Note: The system will check for duplicate category names.

5. View Report Properties

STEP 1: Click the arrow next to the report to expand properties.

Figure 5.1

STEP 2: Use the buttons at the bottom to:
Open (as described in Report Viewer)
Edit - has two options
- Edit in Quick Edit mode
- Edit in Design mode
Copy to another name or category
Move to another name or category
Print the report
Export the report to various formats
Email
Subscribe to the report
Delete the report

6. Edit a Report

A report can be edited in one of three main ways:

Via the Report Viewer which has the capability to give a user dynamically queried results but, since it’s purpose is to allow the user to view data, the user is extremely limited to the Edits they can make (namely, they can edit and save values for visible Filters only).
The Design Edit mode (which is facilitated through the Report Designer) gives users the power to define a report at its core which includes selecting data sources, modifying exporting options and access rights, and designing the body of the report.
The Quick Edit mode therefore gives a user a middle ground between the two. In Quick Edit mode, a user can modify existing report parts and edit filters and filter logic but cannot modify data sources, exporting options or access rights.

Figure 6.1

Note: Many business users prefer to leave the Report Design to designated Report Writers in their organisation and retain Quick Edit permission to reports so they can do quick adjustments when required.

7. Copy a Report

STEP 1: Click the Copy button.
STEP 2: Enter a new report name (if required).
STEP 3: Select a category and sub-category.
STEP 4: Click OK to perform the copy.

Figure 7.1

Note: The report name will be checked for duplication in the destination category.

8. Move a Report

STEP 1: Click the Move button.
STEP 2: Enter a new name (optional).
STEP 3: Select a new category and sub-category.
STEP 4: Click OK to complete the move.

Figure 8.1

Note: The report name will be checked for duplication in the destination category.

9. Print the Report

Click the Print button.

Note: Depending on your current browser settings you may be asked to allow popups as the print preview window will attempt to open in a browser popup.

Select your destination printer and other settings and click Print to send the report for printing.

Figure 9.1

10. Export the Report

Click Export and choose from the options available.

Figure 10.1

Note: The options available to you are controlled by your Administrator so you may see less/more than users based on your user role.

11. Email a Report

Click the Email button to open the Email popup as shown below.

Figure 11.1

Click the plus icons to select your recipients in the To and CC fields.

Note: If allowed by your Administrator, you will also be able to manually enter email addresses of users who are not in your system. For example, if you need to send a copy of the report to Joe Smith who works at a different organisation you can simply type in his email address in the To field and press ENTER.

The Email Subject takes the Report Name by default. You can edit this as needed and/or add other system variables which can be accessed via the light bulb icon.

Figure 11.2

Next select the Delivery Method: email a Link, email an Attachment, or email with Embedded HTML in the body. Whichever you select, remember to add the associated system variable to the Email Body.

For example, if you select Delivery Method as Link, you also have to add the {reportLink} variable to the Email Body.

Note: You can combine methods by selecting the Delivery Method as Attachment and adding the {reportLink} variable to the Email Body which will ensure that your recipient gets both an attachment as well as the link to the report.

If the report has visible filters defined you will see them under the Email Body section. From here you can choose to filter for specific data prior to sending. If you don't change this, it will send the report with any default/saved filters.

12. Subscribe to a Report

STEP 1: Click Subscribe to open the Report Subscription panel.
STEP 2: Click Add Subscription.

Figure 12.1

STEP 3: Enter a subscription name.

Figure 12.2

STEP 4: In the Schedule tab:
- Select Subscription Type: Alert (only if data exists) or Report (regardless of data).
- Adjust Time Zone, Start Date, and Start Time.
- Select a recurrence or define Custom Recurrence.
STEP 5: In the Delivery tab:
- Select Delivery Type: Email.
- Choose Delivery Method: Link, Attachment, or Embedded HTML.
- Define Email Subject, Body, and Filters as in Email a Report.

Note: There is a second option called File Location however, reports sent to File Location can only be accessed by Administrators at this stage.

Select Delivery Method: email a Link, email an Attachment, or email with Embedded HTML body. Refer explanation of how this works in the ‘Email a Report’ section above.

Define your Email Subject, Email Body and Filters also as described in the ‘Email a Report’ section above.

Figure 12.3

Step 6: Click OK, then Close.

13. View Report History

STEP 1: Click the History icon (↺) next to the version number.
STEP 2: View report versions sorted with the most recent on top.
STEP 3: Options include opening in Designer, copying, moving, or deleting versions.