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Wiki source code of 04. Report Administration

Last modified by Ross Beck on 06/11/2025, 14:24
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5 Please note that the features concerning the saving, loading, scheduling and commentary of reports are only available to users with the relevant permissions.
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7 = {{id name="Saving Reports"/}}Saving Reports =
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9 To save a report, click the **Save** (star) icon at the top of the screen in any area of functionality. This will present the **Save Report** window.
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11 Fill the **Report Name** text box to name the report. The **Description** text box is optional and allows a description of the report to be added. The **Description** can also be dynamic. See the [[Reporting Guide>>doc:Technical Documentation.CXAIR.Reporting Guides.09a\. Crosstab Reporting Guide.WebHome]] for information on how to implement a dynamic description.
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13 The **Save in Folder** text box is automatically populated when a folder is selected and cannot be entered manually. Not selecting a folder will automatically select the **My Reports** folder.
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15 Click the desired folder and then **Save** to complete the process.
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17 Click **Save and Archive** to take a snapshot of the report at the current time, saving it as an archived report. This cannot be edited and is used for historical analysis or version control. Reports that have archived versions are marked by a **Star** that reveals the archived versions once clicked.
18
19 == Creating New Folders ==
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21 To create a new folder, click the **Cog** icon next to any previously created folder and click **New Folder**. This will result in the new folder being created inside the selected folder. Reports and folders saved in the **My Reports** folder will not be visible to any other user.
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23 Fill the **Folder Name** text box to name the folder. The **Description** text box is optional and allows a summary of the folder to be added. Click **Create** to complete the process, or **Cancel** to discard changes.
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25 To save the report in the newly created folder, click the folder then click **Save**.
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27 = {{id name="Load Screen"/}}Loading Reports =
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29 To load a report, click **Load** at the top of the screen in any area of functionality. This will present the **Saved Reports** window. All reports from the currently selected Search Engine are displayed.
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31 The view can be changed using the drop-down list at the top of the window, with **Viewer** offering a [[Report Viewer>>doc:Technical Documentation.CXAIR.User Guide.7\. Report Viewer.WebHome]] style display of saved reports, for example.
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33 To combine [[filters >>doc:Technical Documentation.CXAIR.User Guide.02\. Reporting.2b\. Filters.WebHome]]or search terms with an existing report, select the required reports using the relevant checkbox and click **Combine Filters** or **Combine Queries** prior to loading a saved report.
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35 Click the name of the report or the **Run** icon next to a saved report to load it. The report is always ran against the latest data in the index.
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37 Use the search bar at the top of the window to search for a report by name. If no results are found, click the **Search in Other Search Engines** to conduct a system-wide search.
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39 Click **View** next to a saved report to load it. The report will always run against the latest data in the index.
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41 = Managing Saved Reports =
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43 The Saved Reports window will list all available reports, and the results can be filtered using the query bar or by clicking a letter from the alphabet below. When searching for a report, report names and descriptions are included in matches, with the results updated dynamically as the query is typed.
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45 Click the **Favourite** icon to add the report to the **Favourites** list. Use the view drop-down list at the top of the window to access this list. In the **Favourites** view, any reports that are not specified as a favourite are located in the **Not Favourites** folder.
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47 To edit a [[Crosstab>>doc:Technical Documentation.CXAIR.User Guide.02\. Reporting.2c\. Crosstabs.WebHome]] or [[Pages>>doc:Technical Documentation.CXAIR.User Guide.02\. Reporting.2e\. Pages.WebHome]] report without first running the report, click the **Cog** icon next to the relevant report and click **Open Report in Edit Mode**.
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49 The **Show** options allow the type of report to be filtered. Selected report types are underlined once selected. By default, all report types are displayed. Click the **Folder** icon to show or hide empty folders. By default, folders are only displayed if they contain saved reports.
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51 The order and grouping of saved reports can be changed using the **Order** drop-down list. **Folder** is the default option, displaying reports in folder order starting with the My Reports folder. **Owner** displays a folder for each user, listed alphabetically. Selecting **Modified** will display the folders as dates listed in descending order. **Last Used** displays the folders as dates and lists them in descending order while **Most Used** displays the folders as numbers and lists them in descending order. The **Index** option alphabetically displays a folder for each index that exists in the current search engine and the **Schedule** option displays two folders to group reports based on whether they are scheduled or not. The **Tags** and **Templates** options will display only reports that contain tags and have been saved as templates, respectively.
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53 To rename a report or folder, click the **Cog** icon next to the relevant item and click **Rename Report** or **Rename Folder**. This will open the **Report Details** window, where the **Name** and **Description** textbox can be modified. Click **Save** to apply any changes, or **Cancel** to discard changes.
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55 To delete a report or folder, click the **Cog** icon next to the relevant item and click **Remove Report** or **Remove Folder**.
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57 Click the **Cog** icon and select **Generate Report Specification** to download a PDF file detailing the technical components that constitute the report. This includes the Data Sources, Data Source Groups and Indexes used when the report was created along with any logic used during the creation process.
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59 To set the default export options for a report, click the **Cog** icon and select **Export Options** to open the **Default Export Options** window. Select the relevant options, as detailed in the [[**I**mporting and Exporting>>doc:Technical Documentation.CXAIR.User Guide.4\. Importing and Exporting.WebHome]] chapter, and click **Save** to set the options as the default settings that will appear whenever a user clicks **Export** while viewing the report.
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61 To create a preview image of the report that is visible when using [[Report Viewer>>doc:Technical Documentation.CXAIR.User Guide.7\. Report Viewer.WebHome]] or in the **Viewer** Load Screen view, when enabled by the system administrator, click the **Cog** icon next to a report and click **Generate Report Preview**. If changes are made to the report and the preview is no longer accurate, click **Update Report Preview** to generate a new image.
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63 To upload a custom image file for reports or folders, Click the **Cog** icon next to a report or folder and click **Upload Report Preview** or **Upload Image**. Clicking **Remove Report Preview** or ** Remove Image** will delete all previews from the report or folder.
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65 Clicking the **Cog** icon then **Toggle Template** will allow other users to use the saved report as a template when creating new reports. When toggled, the icon will fade to denote that it is currently being used as a template. To build a report using a template when in the [[Pages>>doc:Technical Documentation.CXAIR.User Guide.02\. Reporting.2e\. Pages.WebHome]] or [[Crosstab>>doc:Technical Documentation.CXAIR.User Guide.02\. Reporting.2c\. Crosstabs.WebHome]] screen, clicking **New Report** will display every available template for the currently loaded index in a drop-down list.
66
67 == {{id name="Selected Reports"/}}Selected Reports ==
68
69 Click the checkbox next to one or more saved report to activate the **Selected Reports** tab. Click this tab to access the **Selection Options**.
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71 The **Copy** option allows the selected items to be copied to another location without moving the source files, while the **Move** option will change the location of the original files. Clicking either option will display the current folder structure where clicking the relevant checkbox will select the new location. Alternatively, click **Cancel** to return to the previous screen.
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73 The **Remove** option allows multiple files and folders to be deleted at once. Once selected, click **OK** to remove the process or **Cancel** to return to the previous screen. Removed files and folders will not be permanently deleted using this method, but instead moved to the **Recycle Bin** folder.
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75 The **Recycle Bin** folder is only visible when reports or folders have been removed and is located as the first folder in the **Saved Reports** screen when using the **Tree** view. To remove all of the contained files, click **Empty**. To remove individual files, click the **X** icon next to the relevant item. Restore files and folders to their original location by clicking **Restore**.
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77 Clicking **Clone** allows an independent copy of a report or folder to be created. The cloned items are created in the source folder, suffixed with a number.
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79 The **Switch Index** option provides the option to run a report against a different index, reducing report creation time by making use of indexes that contain common fields. Select the required index from the **To Index** drop-down list and click **Switch Index** to complete the process, or **Cancel** to return to the previous screen. This option is disabled for [[Dashboards>>doc:Technical Documentation.Legacy Documentation.CXAIR 2017\.2.User Guide (2017\.2).02\. Reporting.2f\. Dashboards.WebHome]] due to the option to already create multi-index reports.
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81 Clicking **Export** will download the selected files and folders through the currently used web browser as a .cxairreports file that can be imported into other [[CXAIR>>doc:Technical Documentation.CXAIR.WebHome]] instances.
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83 By selecting multiple schedules and clicking **Update Filters**, the filter values that are used across separate schedules can be updated. Click **Edit** next to the relevant filter to make changes and click **Apply** to save them, or **Close** to cancel the process.
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85 Clicking **Generate External URL** allows the creation of a [[Report Viewer>>doc:Technical Documentation.CXAIR.User Guide.7\. Report Viewer.WebHome]] link. Enable the **Run as Self** option for the reports to load using the current user configuration and control whether the generated link will be active using the **Enabled** option. After saving the output, the link is available to access to the selected reports in [[Report Viewer>>doc:Technical Documentation.CXAIR.User Guide.7\. Report Viewer.WebHome]].
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87 To deselect all entries in the **Selected Reports** tab, click **Clear**.
88
89 = {{id name="Scheduling"/}}Report Scheduling =
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91 Using the scheduling features, reports and folders can be scheduled for automatic execution. When a folder has been scheduled, the settings will apply to all contained reports.
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93 To begin the process, click **+** next to the **Schedule** icon to open the **New Schedule** window.
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95 == Creating a New Schedule ==
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97 A standard report schedule is configured in three steps. Additional steps are made available depending on the contents of the report.
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99 Click **Next** to proceed to the next step or **Back** to return to the previous step. To abort the schedule process, click **Close** to discard changes and return to the **Saved Reports** screen.
100
101 === Schedule Details ===
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103 In this step, the schedule name and report destination will be specified.
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105 Type a name in the **Schedule Name** textbox to label the schedule. To schedule an export to a folder on disk, enable the **Output to Folder** options and specify the location using the **Output Folder** option. Please note that only Administrator users can export to folders outside of the CXAIR installation path. Once set, use the **Format** drop-down list to specify the file format.
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107 Enable the **Run For Each User** option to create a folder for each user specified in the final step. If this option is enabled, the following **User** drop-down list is disabled.
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109 The **User** drop-down list allows the report to be run as specific users. This is important when realms and groups are used, as the report will be executed using any rules associated with the selected user account.
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111 To stop the date appearing in the filename, enable the **Do Not Include The Date In The File Name** option and to combine the contents of multiple Excel Sheets, enable the **Concatenate Excel Sheets into one** option.
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113 At the bottom of the window, **This report has alerts** will be visible if **Conditional Formatting** is present and the **Alert** option is enabled. Please refer to the [[Crosstab>>doc:Technical Documentation.CXAIR.User Guide.02\. Reporting.2c\. Crosstabs.WebHome]] chapter for more information.
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115 === Filters ===
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117 If the report contains saved [[filters>>doc:Technical Documentation.CXAIR.User Guide.02\. Reporting.2b\. Filters.WebHome]], the second step will contain options to configure the values used.
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119 Select the Filter Group from the first drop-down list, and select the relevant filter values from the drop-down list below. [[Filters >>doc:Technical Documentation.CXAIR.User Guide.02\. Reporting.2b\. Filters.WebHome]]are applied at run time, and will account for any changes following an Index refresh.
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121 === Timing ===
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123 This step allows the complete configuration of report frequency.
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125 Select an option from the **Frequency of Execution** drop-down list to specify when the report will be run.
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127 Selecting **Immediately** will run the report once, as soon as the schedule has been set. **One Off** will run the report once at the specified **Start Date** option at the bottom of the screen.
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129 The **Every**, **Every Hour**, **Every Day**, **Every Week**, **Every Month** and **Every Week Day** options, once selected, provide a textbox that allows the time specification that the report will be run, from the **Start Date** option.
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131 Selecting the **Multiple Week Days** option will reveal the days of the week as checkboxes, allowing multiple days to be selected.
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133 The **Last Day of Month** option specifies that the report will run on the last day of every month until stopped. Selecting **Last Week Day of Month** or **First Week Day of Month** will reveal a drop-down list that allows the specification of a particular day.
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135 Selecting **Dependant** as a frequency allows the schedule to be triggered once a specific Index or report schedule takes place. Select individual dependencies from the **Dependant Index Schedules** and **Dependant Report Schedules** drop-down lists, or click **All** to add every created schedule. Remove individual selections using the relevant **X** icon, or click **None** to remove all selected schedules.
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137 Selecting **Monthly Working Days** as a frequency, the number of **Days** that the schedule will run for can be set, along with the time the schedule will execute in **Hours** and **Minutes**. The working days are configured by the system administrator.
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139 The **Start Date** and **End Date** options apply to the selected frequency option and control the date and time when the report will be run for the first time and when the schedule will terminate. If the **Execute Continuously** option is enabled, the schedule will continue to run until it is manually stopped or removed.
140
141 === Recipient Selection ===
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143 This step allows the configuration of how and where the report will be distributed. If an **Output Folder** was selected in the first step, specifying recipients is not required.
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145 Select the **Groups** or **Individuals** the report will be distributed to by selecting the relevant tab and selecting the group or user from the list. Filter the list by using the search bar under the relevant tab. Please note that only email addresses associated with an active user can be used. For more information concerning external email addresses, please refer to the the [[Importing and Exporting>>doc:Technical Documentation.CXAIR.User Guide.4\. Importing and Exporting.WebHome||anchor="Email"]] chapter.
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147 The **Selected Recipients** box will populate as selections are made. The **Delivery Method** can be either an **Email Attachment**, **Report Viewer Link** or, if the **Run For Each User** option was enabled in step one, **File**. This option will create a folder for each user where a copy of the scheduled report will be stored.
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149 Every recipient of the scheduled report, either as an individual or as part of a group, can be configured separately.
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151 To modify the email template that will be used when reports are distributed via email, click the **Edit Email Template** button found at the top-right of the popup during this step. If the **Use Default Email Text** checkbox is enabled in the subsequent pop-up window, the template can be viewed but not modified. To deviate from the administrator-set default template, disable this option to reveal the text editing options. Click **Apply** to save any changes made, or **Close** to close the popup and discard any changes.
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153 Complete the schedule building process by clicking **Save**. The schedule will now be active and the **Schedule** icon will be emboldened in the **Saved Reports** window.
154
155 === Alerts{{id name="Alerting"/}} ===
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157 This step allows the configuration of when the alert will be sent and under what circumstances.
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159 Select an instance from the **Send When** options, or select **Not Used** to export the report using the previous schedule settings regardless of whether the alert is triggered.
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161 The **Name** specifies the name given to the alert during the **Conditional Formatting** setup. Multiple alerts can be set for a single report, with different users receiving notifications when different conditions are triggered.
162
163 == Viewing and Editing a Schedule ==
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165 To view or edit a configured schedule, click the bold **Schedule** icon next to the relevant report and click the schedule name to open the **Schedule Details** window.
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167 The previously configured steps are summarised and can be reconfigured by clicking **Edit** next to the relevant section. Click **Save** to apply any changes, or **Cancel** to discard.
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169 To copy a schedule, click **Copy** at the top of the **Schedule Details** window and make the required changes. To remove a schedule, click **Remove**. Confirm the removal by clicking **OK** in the subsequent window, or click **Cancel** to abort the removal.
170
171 = {{id name="Tagging"/}}Tagging =
172
173 Tagging the results of a query allows users to quickly access a record or groups of records.
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175 To tag a query, carry out a search in the [[Query>>doc:Technical Documentation.CXAIR.User Guide.02\. Reporting.2a\. Query.WebHome]] screen and click the **Tag** icon to open the **Save Tag** window.
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177 Enter a label in the **Tag Name** textbox and enter any optional information in the **Description** textbox. Click **Save** to complete the process, or **Close** to cancel.
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179 Saved tags are located at the bottom of the **Saved Reports** screen, accessed by clicking **Load** in any area of functionality. To rename a tag, click the **Cog** icon next to the relevant entry and click **Rename Tag**. The **Name** and **Description** textboxes are available for customisation and changes are applied by clicking **Save**, or discarded by clicking **Cancel**. Delete a tag by clicking **Remove Tag**. Click **OK** to confirm or **Cancel** to abort the process.
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181 = {{id name="Commentary"/}}Commentary =
182
183 Commentary can be added to track changes and to provide a social interface for users across shared reports.
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185 Commentary is added by clicking the **Comment** icon when running a report. This will display the **Comments** window, where every comment is displayed. Type a comment in the text box and click **Add Comment** to save it. When done, click the **X** icon to return to the report.
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187 Comments are updated in real time. Saved reports can be stored with a snapshot of the comments at the time of saving or with new comments since the report was exported. Archived reports wipe comments, leaving them intact on the original report.