Reports Tab - CyberGrants

Transcription

Reports User Guide
CyberGrants, Inc. – Two Dundee Park, Suite 101 – Andover, MA 01810
Reports User Guide
Introduction
This document provides detailed instructions on the use of the Reports tool functionality in the
CyberGrants System. It is intended for use by the end user to gain an understanding on the use of
the Reporting tool functions and features released on 10/28/10. It provides a step by step approach
on how to access the new features and how to easily customize reports to suit the end users
philanthropic and corporate reporting needs.
This document may be used as a training tool for new users of the CyberGrants System.
Revisions
Author
E. Zuchowski
Description
Initial
Revision Date
11/10/10
The information in this document is confidential and not for disclosure outside of CyberGrants, Inc., Cyber
Grants clients and prospective CyberGrants clients.
CyberGrants, Inc
Two Dundee Park • Suite 101
Andover, MA 01810
978-824-0300
Table of Contents
REPORTS MENU & NAVIGATION .................................................................................................1
HOW TO ACCESS REPORTS .................................................................................................................. 1
REPORT LIBRARY .........................................................................................................................3
HOW TO LOCATE REPORTS .................................................................................................................. 3
MY REPORT ACTIVITY..................................................................................................................5
HOW TO SEARCH FOR REPORT ACTIVITY ................................................................................................ 5
MY FAVORITE REPORTS ..............................................................................................................7
HOW TO MANAGE FAVORITE REPORTS .................................................................................................. 7
MY SCHEDULED REPORTS ...........................................................................................................8
HOW TO CREATE A SCHEDULE FOR A REPORT .......................................................................................... 8
TAG REPORTS............................................................................................................................ 10
HOW TO TAG REPORTS ..................................................................................................................... 10
AD HOC REPORTS ...................................................................................................................... 12
HOW TO CREATE AN AD HOC REPORT ................................................................................................. 12
AD HOC REPORT ADMINISTRATION .......................................................................................... 29
HOW TO MANAGE AD HOCS ............................................................................................................. 29
HOW TO CONFIGURE AD HOC REPORT PREFERENCES ............................................................................. 30
HOW TO CLONE AD HOC REPORTS ..................................................................................................... 32
HOW TO DELETE AD HOC REPORTS..................................................................................................... 33
TABLE OF FIGURES .................................................................................................................... 34
REPORTS MENU & NAVIGATION
Reports Menu & Navigation
How to Access Reports
Overview
Reports can be generated easily by selecting a report from the Report Library, assigning
some qualifying filters, and choosing a report layout. Reports can also be customized by
using the robust and flexible Ad Hoc functionality. This process involves a few additional
steps, which are clearly defined in this guide.
There are three types of Reports available, they include:
Standard Reports - The suite of pre-defined reports which are included in the
CyberGrants system. All Grantmakers with access to Reports can run the
Standard Reports. Users can limit the data that is displayed when running
standard reports with the use of filters.
Ad Hoc Reports – On demand reports which can be created on pre-defined
groups of data called Report Topics. The user can select the fields to include in
the report, limit the results with various filters, and design the layout of the
report. Ad Hoc Reports can be run, saved, edited, and shared with other
designated users.
Custom Reports – Created by the CyberGrants development team to meet the
unique requirements of a Grantmaker.
Select the Reports tab from the Main Menu to access the Reports main page.
Figure 1 - Main Menu - Reports Tab
Reports User Guide (revision date: 11/1/10)
CyberGrants, Inc.
1
REPORTS MENU & NAVIGATION
Reports
Page Content
The Reports Main Portal Page is comprised of functional areas called Portlets, which
may include one or more of the following (depending on a clients setup):
Report Library – Displays the listing of all Standard, Custom and Ad Hoc Reports
My Report Activity – Displays recent report activity for the user
My Favorite Reports – Create and manage a list of regularly run reports
My Scheduled Reports – Create and manage a schedule for running reports
My Tags – Displays user-defined tags and a link to tag-associated reports
My Ad Hoc Reports – Create and manage Ad Hoc Reports
The layout of your Reports Main portal page and the Portlet titles may look different
than the example below. The management of the portlets and their relative position on
the page has been determined by your Administrator. Only Admin level users can
modify the layout and the portlet labels.
Figure 2 - Reports Main Portal Page
CyberGrants, Inc.
2
REPORTS LIBRARY
Report Library
How to Locate Reports
Overview
The Report Library contains a list of all Standard, Ad Hoc and Custom Reports. A user will
only see those Ad Hoc Reports which they created or were shared with them by another
user.
Report
Library
The Report Library is sectioned into groups by report type, they include:
Budget Reports – Budget Cash Flow and Grant Payment Reports
Payment Reports – Grant Payment Type and Payment Details Reports
Request Reports – Grant Request and approval related reports
Ad Hoc Reports - Reports created by the user and Ad Hoc Reports shared by
others with that user.
Administration Reports – Application Processing Statistic Reports
Uncategorized Reports – Reports that were not assigned a Report Category
Note: The Report Library group may be renamed by your Admin, so the actual names
you see may vary from the figure below.
Figure 3 - Report Library
CyberGrants, Inc.
3
REPORTS LIBRARY
Report
Groups
Each Report Group contains a list of reports to choose from. The list of reports is
expandable by clicking on the [+] symbol next to the Report Group Name. A list of
reports within the group will display and allow you to a select a report. A group can be
compressed by clicking on the [-] to temporarily hide the individual list of reports.
Individual
Reports
The individual reports are listed alphabetically under each Report Group. Users may:
Run a Report - Run a report by clicking on the Report Name.
Preview a Report – To preview a report, select the magnifying glass icon next to
the report name you wish to preview.
Favorite - Add a report to your ‘Favorite’ reports list by clicking on the heart.
Figure 4 - Individual Reports in Library
CyberGrants, Inc.
4
REPORT ACTIVITY
My Report Activity
How to Search For Report Activity
Overview
Users can search for their recent report activity within the past 30 days. This feature
allows the user to review, run, and schedule reports. A user may search on recent
activity that occurred within the same day, for the prior 7 days or for the past month.
Users may apply a filter to the report activity by the report status.
My Report
Activity
Example:
A user may wish to
review ALL reports
they have run Today.
Figure 5 - My Report Activity
Report Run
Period
Select a time period from the Reports Run: drop-down list. The available report
activity time periods include:
Today – Display reports run today.
Last 7 Days – Display reports run in the past 7 days.
Last Month – Display reports run in the past 30 days.
Report
Status
You can filter your report activity by selecting a Report Status. The default Status value
is All. Select one of the following to limit the list of report activity:
All – Display all reports for the activity period selected
Completed – Display all reports that completed for the period selected
Failed – Display all reports that failed to run for the period selected
Queued – Display all reports that are in queue, but have not run yet, for the
period selected
Running – Display all reports that are currently running for the period
selected
CyberGrants, Inc.
5
REPORT ACTIVITY
Report
Listing
Columns
Report Name – click on the report name to run the report. The user will be
prompted to select report filters and report layout prior to running the report.
Queue # - a unique report processing identifier to reference in the event there is
a need to engage technical support or to report an issue.
Status – The current disposition of the report. (completed, running, queued, or
failed)
o To identify a report still processing, the status will display ‘Running’;
you are not able to view a report until it has completed processing.
o To view the output of a report, select the link ‘Completed’ in the status
column for the report.
o To schedule a report to run, select ‘Schedule’ to have reports run at
defined intervals and be distributed to selected users.
Last Run – Date/time of the last time the report was run manually or via the
report scheduler.
CyberGrants, Inc.
6
FAVORITE REPORTS
My Favorite Reports
How to Manage Favorite Reports
Overview
Users can create a list of Favorite Reports to quickly access their most commonly run
reports. Favorite Reports are identified by having a solid red heart symbol
next to its
name. Clicking the red heart will add a report to favorites. Clicking it again will remove it
from favorites. Favorite reports will remain in the Reports Library but will also display in
the My Favorite Reports list.
My Favorite
Reports
My Favorite Reports portlet
displays Report name & Report
Category for each favorite Report.
Figure 6 - My Favorite Reports – listing
Add/Remove
Favorite
Reports
Screen Options:
Click a Report Name to run the
report.
Click the solid red heart to
remove the report from
Favorites.
To add a report to your Favorite Reports list, click on the clear heart Symbol next
to a report. This will turn the clear heart to a solid red heart.
To remove a report from your Favorite Reports list, click the solid red heart next
to the report in either location: My Favorite Reports or the Reports Library.
Figure 7 - Flag Reports as a Favorite
Note:
A solid red heart
next to its name indicates that it is a Favorite Report.
A clear red heart
next to its name indicates that it is not a Favorite Report.
CyberGrants, Inc.
7
REPORT SCHEDULING
My Scheduled Reports
How to Create a Schedule for a Report
Overview
Reports can be generated automatically by creating a schedule for it to run. Once
created and run, these reports will display in My Scheduled Reports. This includes
reports scheduled by other users who have included you in the distribution list.
My Scheduled
Reports
Figure 8 - My Scheduled Reports
Report Name – displays the name of the scheduled report
Status – indicates whether the scheduler is turned on for the report (active is on,
inactive is off)
Last Run – displays the last date the report ran
Next Run – displays the next scheduled run date
Select Report
to Schedule
Report Schedules can only be created for reports which have been run. Previously run
reports can be found in the My Report Activity. Click on the (Schedule) link next to a
completed report name to open the Report Scheduler.
Figure 9 - Select Reports for Scheduling
CyberGrants, Inc.
8
REPORT SCHEDULING
Schedule
Reports
To create a Report Schedule :
1. Enter the Start Date to initiate the report to generate. (will run at night)
2. Enter an End Date if you want the report to stop generating on a specific date.
(optional)
3. The Next Run Date and Status will display after the schedule is saved.
4. Check the Active box to activate the schedule.
5. Uncheck the Active box to deactivate the schedule.
6. Select a Frequency and define the schedule description.
7. You may enter a Description about this schedule. (optional)
8. Identify who should receive and be notified via email when the report has run. *
Recipients will see the report in their My Report Activity portlet once it has been
generated.
* Only fully licensed users will appear on the distribution list.
Figure 10 - Report Scheduling
CyberGrants, Inc.
9
TAG REPORTS
Tag Reports
How to Tag Reports
Overview
A Tag is a label, which may be a single keyword or phrase, assigned to a Report as a
means of grouping or classifying similar report types. Assigning a Tag to a Report helps
to describe reports and allows them to be found easily. Tags are user-defined.
Users can assign Tags to individual reports by clicking on the tag icon
after any
report. A window will display and allow you to enter or edit existing tags.
Figure 11 - Tag Icons
Tags can also be managed on the Save & Run Report page, just prior to running a report.
My Tags
My Tags portlet displays all of your Tags and the number of Reports linked to each tag.
Figure 12 - My Tags
Click on a Tag name to view a list of all of the reports associated with that Tag. Once you
choose a tag, the Report Library Search Result screen will display all the reports with the
selected tag and allow you to access them.
Search for
Reports
by a Tag
Figure 13 - Tagged Report Results
CyberGrants, Inc.
10
TAG REPORTS
Add/Remove
Tags
Tags can be added or changed on the Save & Run Report page.
To Add a Tag - Enter one or more keywords or phrases in the Tags field on the Save &
Run Report page. Separate keywords and phrases with commas.
For example: (budget, monthly, Monthly Reporting)
The three tags in the example above will be assigned to the Budget Report when
it is run. If a Tag does not already exist, a new one will be created.
To Remove a Tag – delete the keyword or phrase from the Tags field below then run the
report.
Figure 14 – Add Tags - Save & Run Report
CyberGrants, Inc.
11
AD HOC REPORTS
Ad Hoc Reports
How to Create an Ad Hoc Report
Overview
Users have the ability to create and manage Ad Hoc Reports. Ad Hoc Reports can be
created for quick reporting needs, frequent reporting and for sharing with other users.
They are easily created, run and saved to your library. This section of the guide will walk
you through the steps involved in these capabilities.
Accessing
Ad Hoc
Reports
Ad Hoc Reports can be accessed by clicking on “Create Ad Hoc Report” from the Main
Reports Menu or in the My Ad Hoc Reports Portlet.
Figure 15 – Main Menu - Create Ad Hoc Report
Figure 16 – My Ad Hoc - Create Ad Hoc Report
Timeline
Monitor
A Timeline Monitor is displayed at the top of the screen to indicate the stage of the
Create Ad Hoc process which you are currently in. A double circle indicates the current
stage. The example below indicates that the user is working on the last stage: Save &
Run Report.
Figure 17 - Create Ad Hoc - Timeline Monitor
A user may go to a Previous stage by selecting the [Previous] button at the bottom of
the screen or by selecting the stage.
CyberGrants, Inc.
12
AD HOC REPORTS
Steps to Create
Ad Hocs
This section explains the 5 steps to create an Ad Hoc Report.
following activities:
The steps include the
Steps
Menu Selection
Description
1
Report Topic
Selection
2
Field Selection
3
Filter Selection
4
Layout & Preview
Select a Report Topic to base and create an Ad Hoc Report
for.
Note: Only one can be selected.
Identify which fields to display in the report and to which
fields will be used as filters.
Refine the content of the report by applying filters.
Identify report criteria to narrow the data results.
Select a layout format for how the report will be displayed.
5
Run & Save Report
Step - 1
Select a
Report Topic
Save the Report and assign a Report Name and Output
Format. Generate the report to view the results.
Report Topics are logical groupings used to organize data elements. . Choose a Topic by
clicking on the button next to the Topic name, and then select [Next] to proceed. Only
one Topic may be selected at a time to create an Ad Hoc Report. A description of the
Topic will be displayed on the right side of the screen. (Topics and descriptions may be
customized by your administrator).
Report Topics
Figure 18 – Ad Hoc - Report Topic Selection
CyberGrants, Inc.
13
AD HOC REPORTS
Step - 2
Select the
Report Fields
Select the fields you want to display in the report and those fields which you want to use
as filters. Fields that are designated as Filters do not necessarily have to display in the
report. To select fields and filters, click in the box next to the field name in the
appropriate column: Display in Report and Use as Filter.
You can search the list by type of data – e.g. display all the CURRENCY fields. This helps
to find specific type of data quickly in the list.
Field
Selections
Figure 19 - Ad Hoc - Field Selection
Navigation
Options
To filter the fields by type of data, Select a type in the Display drop-down list.
To return to Report Topic Selection, select the [Previous] button.
To proceed to Filter Selection, select the [Next] button.
To reset all your selections and start over, select the [Clear All] button.
CyberGrants, Inc.
14
AD HOC REPORTS
Step - 3
Select the
Report Filters
The Filter Selection allows you to define criteria to limit the results of your report. The
fields you identified as Filters in the previous stage will display on the Filter Selection
screen. All of the criteria which you specify for the filters must be met in order for the
data to be included in the report output (filters are optional).
Filter
Selection
Figure 20 - Ad Hoc - Filter Selection
Navigation
Options
Add More
Filters
To return to Field Selection, select the [Previous] button.
To add more Filters, select the [Add Filters] button.
To proceed to Layout & Format of Report, select the [Next] button.
The [Add Filters] button allows you to add additional fields to filter the report on. Select
any field from the Available Fields list by clicking on the green ‘+’ symbol. The field will be
added to the list of filters listed above. You are then able to apply criteria to the new
filter.
Add Filters
Figure 21 - Ad Hoc Add Additional Filters
CyberGrants, Inc.
15
AD HOC REPORTS
Filter
Operators
An Operator allows you to perform true/false evaluations on the data you are requesting.
The set of Operators available in the drop-down list will vary depending on the type of
data for that field. The list of all Operators is displayed at the bottom of this page. The
field values must match the filter criteria in order to be included in the report results.
Filter
Operator
Selection
Figure 22 - Ad Hoc Filter Operators
Assign an
Operator
1. Click on the drop-down list next to the Filter-field name and choose an Operator to
establish the criteria to refine the report output.
2. Assign a value(s) by clicking on (click to Select Values) or by entering data when
prompted in the Field Value(s) column.
Assigned Field Values will display in the field values column after they have been entered.
Filter
Operators
Definitions
After - Enter a date to search on all records after a specified date
Before - Enter a date to search for all records with a date prior to the specified date
Between - Search for records with a value that falls between two specified dates
Contains - Search for records which contain a string of values specified
Does Not Contain - Wild card – enter a string not to be contained
Does Not Include - Select value(s) from a list to exclude records from the search
Ends With - enter last few characters
Equal To – Search for records with a value equal to the specified value
Greater Than – Search for records with a value greater than the specified value
Greater Than or Equal To Search for records with value greater than or equal to specified value
Has a Value - Search for all records that have a Value in this field, is not blank
Includes – Select value(s) from a list to search for matches
Is Blank - Search for all records that have no value for this field
Less than – Search for records with a value less than the specified value
Less than or Equal to - Search for records with a value less than or equal to the specified value
Not Equal To – Search for records which do not equal the specified value
On or After Enter a date to search on all records On or After a specified date
On or Before Enter a date to search for all records with a date On or Prior to the specified date
Starts With - Enter the first few characters
CyberGrants, Inc.
16
AD HOC REPORTS
Helpful Hints and Tips
Ad Hoc Report
tips
Report Filter
tips
Omit using a field as a column in the report if the field is used to filter on a single value.
For example, if the report is intended for only approved requests, there is no need to
display the column “Request Disposition”, since all the records returned will be
“Approved”. The items used to filter appear at the bottom of the report’s title page.
When working with classifications and grant or payment amounts, select the “Grant or
Payment Amount Per …” columns instead of the standard “Grant Amount” or “Payment
Amount” columns. The “Per” columns multiply the grant or payment amount by the
classification percentage. For example, if a $10,000 payment is distributed for a grant
and the Proposal Type listed 85% Matching Gifts and 15% Disaster Relief, the report
would return an $8,500 amount ($10,000 x 85%) for Matching Gifts and a $1,500
($10,000 x 15%) for Disaster Relief.
Report filters are optional; however, if filters are not used, the report displays all the
Grantmakers data. The result is that the report takes longer to generate and display. The
effective use of filters is critical to obtain the desired information. Carefully review the
following:
Over-filtering can unexpectedly limit information in a report. Use only relevant filters.
Leave a filter blank or set it to the default value, “(All)” or “(None)”, if it is not relevant to
the selection of data.
Values within the same filter are inclusive. A multi-select filter allows a user to pick
multiple values. If a user chooses a multi-select filter like Proposal type, and selects both
“Matching Gift” and “Disaster Relief” as values, the report returns requests where the
value for Proposal Type is “Matching Gift” OR “Disaster Relief”.
Values in different filters are exclusive of one another. If a user uses more than one filter,
the data must satisfy all the criteria. For example, if filtering on State of “Massachusetts”
and Request Disposition of “Approved”, the report displays information that meets both
criteria: organizations located in Massachusetts AND requests that are approved.
Classification tables (single-select, multi-select, percentage, and checkbox fields) are
exclusive of one another. Classification reports may only incorporate one classification at
a time. For example, a user cannot filter a report to include both “elderly” and “African
American” data because the Age and Ethnicity data is in different fields and cannot be
correlated.
The availability of budget information is based on a users’ Budget Line Security Access.
NOTE: Contact the CyberGrants Administrator to alter the security level or to receive
access to a particular budget.
The Budget Year filter selects all budget lines within a given year. Lists of all payments
coming from the budgets accessible to the user are returned.
When balancing the budget, use only the Budget Name and Payment Status. Other filters
(date fields, amount, geography, or ownership) may exclude payments from the report.
CyberGrants, Inc.
17
AD HOC REPORTS
Step - 4
Select the
Report
Format
This section will explain the 5 different types of report formats available and how to
configure them. The user would first select a report format, and then identify the fields
to include in the report, from those selected in step 2. Some of the format options offer
a grouping and sub-grouping feature.
Select Report
Format
Figure 23 - Ad Hoc Select Report Format
Format
Options
The 5 Report Format styles to choose from for the Ad Hoc Report creation include:
Group Above - combine similar records under a common group, with subtotaling
by the major groups. Group headings are displayed at the top of the report.
Group Left - combine similar records under a common group, which is displayed
on the left of the report.
Tabular / Data Extract – Basic, columnar format, detailed display.
Document – Report is presented in a MS Word document or PDF format.
Matrix/Pivot Table – Summary of information rather than individual details
displays.
CyberGrants, Inc.
18
AD HOC REPORTS
Report Format: Group Above
Overview
Group Above Reports combine similar records under a
common heading or Group, which will display at the top of
the report. It provides detailed information grouped and
subtotaled. A maximum of 10 columns may be included. (A
total of 13 fields may be selected – 3 for Group levels and 10
for column details.)
Examples of common groupings are: Organization, Grant
Year, Budget Name or Proposal Type.
Group Above
sample format
How to Create a Group Above Report
Overview
Add Groups
Specify the fields used for creating data groupings in the report. The report will display
the grouping level each time before the Group-Level value changes. The maximum
number of group levels is limited to 3 for this report format.
Add Group
Fields
Select the group fields from the Available Group Fields sections on
the left of the screen.
Click on either the single right arrow or the double right arrow (all) to
move them to the Selected Group Fields section.
Remove
Group Fields
To remove one or more group headers, click the field box next to the
field(s) to remove, and then select the left arrow.
To remove all Group Headers, select the double left arrows.
Order
Groups
The group order determines how the groups will be displayed and the
data will be summarized. Higher positioned groups should reflect a
wider or broader range of grouped data.
For example, you might create groups in the following order: Country,
State/Region, and then Organization Type. (broader to more specific)
Arrange the order of the groups, select the group then click the
UP/DOWN arrows to move their position.
CyberGrants, Inc.
19
AD HOC REPORTS
Group Above
Figure 24 - Report Layout –Group Above
Field Selection
and Display
Order
To create the report, the user would select fields from the Available Display Fields
section and then move them to the Selected Display Fields section. This is done by
clicking the checkbox for the desired fields and then choosing the appropriate arrow to
select them.
If you would like:
To move selected fields to the right side, click on the right arrow
To remove selected fields from the right side, click on the left arrow
To include all fields in the report, click on the double right arrows
To remove all fields, click on the double left arrows
The order in which the fields are displayed on the report can be arranged by selecting
the field, and then clicking on the up
or down
arrows to move the field.
Click the [Next] button to continue, or the [Preview] button for a quick preview of the
report.
CyberGrants, Inc.
20
AD HOC REPORTS
Report Format: Group Left
Overview
Group Left Reports combine similar records under a common
heading or Group, which will display on the left of the page.
It provides detailed information grouped and subtotaled. A
maximum of 10 columns may be included. (A total of 13 fields
may be selected – 3 for Group levels and 10 for column
details.)
Examples of common groupings are: Organization, Grant
Year, Budget Name or Proposal Type.
How to Create a Group Left Report
Overview
Add Groups
Specify the fields used for creating data groupings in the report. The report will display
the grouping level each time before the Group-Level value changes. The maximum
number of group levels is limited to 3 for this report format.
Add Group
Fields
Select the group fields from the Available Group Fields sections on
the left of the screen.
Click on either the single right arrow or the double right arrow (all) to
move them to the Selected Group Fields section.
Remove
Group Fields
To remove one or more group headers, click the field box next to the
field(s) to remove, and then select the left arrow.
To remove all Group Headers, select the double left arrows.
Order
Groups
The group order determines how the groups will be displayed and the
data will be summarized. Higher positioned groups should reflect a
wider or broader range of grouped data.
For example, you might create groups in the following order: Country,
State/Region, and then Organization Type. (broader to more specific)
Arrange the order of the groups, select the group then click the
UP/DOWN arrows to move their position.
CyberGrants, Inc.
21
AD HOC REPORTS
Group Left
Figure 25 - Report Layout –Group Left
Field Selection
and Display
Order
select them.
If you would like:
The order in which the fields are displayed on the report can be arranged by selecting
the field, and then clicking on the up
or down
report.
CyberGrants, Inc.
22
AD HOC REPORTS
Report Format: Tabular / Data Extract
Overview
Tabular reports are the most basic report format. Data is
displayed in a columnar format and is ordered by the first
column of the report. A Tabular report can be generated
in any of the following report print formats: Ascii, CSV, MS
Excel, HTML and PDF. Detailed information listed in
columns is totaled at the conclusion of the report.
Data Extract reports include a tab delimiter or comma
delimiter between each field, allowing users to generate
data they can use with another software program.
Tabular / Data Extract
sample format
Tabular /
Data Extract
Figure 26 - Report Layout - Tabular/Data Extract
Field
Selection and
Display Order
select them.
If you would like:
The order in which the fields are displayed on the report can be arranged by selecting the
field, and then clicking on the up
or down
report.
CyberGrants, Inc.
23
AD HOC REPORTS
Report Format: Microsoft® Word - Document
Overview
This report format option enables you to generate a presentation quality report directly
into Microsoft® Word which can then be edited, printed, saved or emailed.
Document
Report Layout
Figure 27 - Report Layout - Document
Field
Selection and
Display Order
select them.
If you would like:
The order in which the fields are displayed on the report can be arranged by selecting the
field, and then clicking on the up
or down
report.
CyberGrants, Inc.
24
AD HOC REPORTS
Report Format: Matrix/Pivot Table
Matrix / Pivot
Table Format
Matrix reports display a summary of information
rather than individual detail. These reports are
especially helpful if the user is interested in the
sum of payments/requests, percent of total,
average and count of each item. Matrix reports
only run in PDF format and default to the
appropriate orientation (portrait or landscape)
based on the width of the report results.
Matrix/Pivot Table sample format
Matrix / Pivot
Table Report
Layout
Figure 28 - Matrix/Pivot Table Report Layout
Layout
Sections
1. Matrix Columns – Select ONE field you want to display as the columns in the report.
The list will contain those fields which you selected to Display in the Report during
the field selection step.
2. Matrix Rows – Select the fields you want to display as rows in the report. The list will
contain those fields which you selected as fields to Filter on during the field selection
step. A maximum of 3 rows can be selected.
3. Matrix Inner Cells – This section will contain the list of calculated fields that can be
displayed in this report. Only fields selected as Display in the Report AND is either a
Currency or a Number type fields are eligible. Calculated fields include:
Average
Min
Count
Max
Median
Sum
report.
CyberGrants, Inc.
25
AD HOC REPORTS
Select Functions
Overview
During the process of selecting fields for which to display in a report, you may notice an
additional link: (Select Functions). This enables the user to include additional calculated
values for the selected field in the report.
Select
Functions
Currency and number type fields have a (Select Functions) link next to the field name. If
you click on the link, it will display a list of arithmetic functions as shown below. This
feature allows you to select additional calculations for a field to be included in the report.
These will be displayed after major report groupings, similar to the data displayed in
figure 31. Multiple functions can be selected at one time.
Figure 30 - Select Functions – Output
Figure 29 - Field – Select Functions
CyberGrants, Inc.
26
AD HOC REPORTS
Step - 5
Run & Save
Report
This is the final step in creating an Ad Hoc Report. This step allows you to assign a name,
save and run the Ad Hoc Report. The Report Name and attributes will be saved when you
choose [Run Report]. You will be prompted to enter the filter selection and output format
each subsequent time the report is run.
Figure 31 - Save & Run Report
CyberGrants, Inc.
27
AD HOC REPORTS
Report
Settings
Report Name
Report Category
Tags
Add to Favorites
Report Title
Orientation
Report Summary
Select
Report
Format
(required)
The Report Name is a user-defined name assigned to the Ad Hoc
Query and will be saved to the “Report Library” and “My Ad Hoc
Reports” menus. Report name is required if you want to save the
report.
Reports can be grouped into report categories, so that they can be
referenced with similar types of reports. If none is selected, it will
default to ‘Uncategorized’.
Add or change existing Tags to reports.
To add this report to your Favorites click the checkbox. To
remove it from Favorites, uncheck the box.
The Report Title will display at the top of the report when it is
generated. A default title will display if one if not provided.
Select how you wish the report to be presented in Landscape or
Portrait.
The Summary will appear on the report cover page when printed.
Report Formats - Select the format you want the report output displayed in.
ASCII- Generates a plain text listing where each column is separated by a
horizontal tab. This information is best suited for importing into other programs.
CSV – Generates a plain text listing where each column is separated by a horizontal
tab. This information is best suited for importing into other programs.
Microsoft® Excel – Generates a report directly into Microsoft® Excel.
HTML –Generates an informal web-ready report viewable via an Internet Browser.
PDF –Generates a formal, presentation quality report, which cannot be altered.
Requires the Adobe® Acrobat Reader or similar application to view.
Microsoft® Word – Generates a presentation quality report directly into
Microsoft® Word that can be edited, printed, saved or e-mailed.
CyberGrants, Inc.
28
AD HOC REPORT ADMINISTRATION
Ad Hoc Report Administration
How to Manage Ad Hocs
Overview
Admin Icon
Options
There are several tools available to assist you in managing your Ad Hoc Reports. They
enable you to do various activities such as copying, cloning and editing of Ad Hoc
Reports. The tools are represented by icons and are displayed below. They will appear
next to the Ad Hoc Report names in My Ad Hoc Reports or in the Report Library.
Admin Icon
Allows you to:
Preview
View a brief image of the report
Edit
Change fields, filters or the layout of an Ad Hoc Report
Configure
Allows you to share, clone, delete, edit Ad Hoc Report
Clone
Create a copy or clone of an Ad Hoc Report
Favorite
Add or Remove an Ad Hoc Report as a Favorite
Tag
View and assign tags to an Ad Hoc Report
Figure 32 - Ad Hoc - Icon options
CyberGrants, Inc.
29
How to Configure Ad Hoc Report Preferences
Overview
Click on the cog icon
to invoke the Configuration feature. Configure allows you to:
Edit Report titles, Descriptions, and Tags
Share Reports
Clone Reports
Delete Reports
Configure
Report
Settings
Figure 33 - Configure Ad Hoc Report Settings
Edit Report
Settings
To modify the Ad Hoc Report name, Description, or Tags enter the new values and select
[Save] at the bottom of the screen.
Share
Reports
To Share an Ad Hoc Report, select the checkbox next to the users you want to share the
report with. Select the Permissions - Sharing Option for each user. (The options are
defined on the next page).
Report
CyberGrants, Inc.
30
Permissions
Figure 34 - Sharing Ad Hoc Reports
Sharing
Options
There are 3 Options to choose from when sharing a report with another user. They include:
A. Allow user to run this report.
B. Allow user to run this report and remove his/her own access to this report.
C. Allow user to have his/her own copy of this report.
For ALL 3 options, the shared report will display in the users ‘My Ad Hoc Reports’.
For options A & B, if the original owner of the Ad Hoc deletes it from their list, it will no
longer be available to the users they have shared it with.
PERMISSIONS
Run Report
Edit fields
Edit filters
Delete report
Clone report
Share report
Add Tags
Add to Favorites
Modify report name
Modify report format
CyberGrants, Inc.
A

SHARING OPTIONS
B











C










31
How to Clone Ad Hoc Reports
Overview
If you wish to create an Ad Hoc similar to an existing one, but with a few changes, then
you may clone the Ad Hoc report.
Instructions
To Clone an Ad Hoc report:
1. Find the report you wish to clone in the Report Library, My Ad Hoc Reports, or
My Favorites.
2. Click on the double page icon
next to the report name.
3. The Clone Report screen will display and allow you to save the cloned report with
a new name. Enter the new name and select [Clone].
The new cloned report can now be accessed in the My Ad Hoc Reports portlet and
modified as needed.
Clone Ad Hoc
Figure 35- Clone an Ad Hoc Report
CyberGrants, Inc.
32
How to Delete Ad Hoc Reports
Overview
Since it is very easy to create Ad Hoc reports, you may find that you have created
duplicate reports or outdated reports which are no longer needed. These reports can be
deleted. Be aware though, that deleting an Ad Hoc Report is permanent. The report will
no longer be available in the Ad Hoc Reports list, the Report Library, My Favorites, My
Tags, or My Scheduled Reports.
Users are unable to delete reports that have been shared with them via the Sharing
Option: “Allow user to run this report”. This will be evident by the absence of any Delete
check boxes.
Instructions
Ad Hoc reports can be deleted by either of the following methods:
1) Click on the icon cog
the bottom of the screen.
next to the Ad Hoc report and then select [Delete] at
OR
2) Click in the box next to the report name(s) on My Ad Hoc Reports, and then
select [Delete]. Multiple Ad Hoc reports
Either method will display the Report Deletion screen below. Follow these steps to
complete the Report Delete.
1. Click in the checkbox in the Select column to choose the report(s) to delete.
2. Click the [Delete] button to delete.
Delete
Ad Hoc
Reports
Figure 36 - Delete an Ad Hoc Report
The [Cancel] button will take you back to the previous screen without deleting.
To Delete ALL reports in the list, click on [Select All] button, then select [Delete].
CyberGrants, Inc.
33
Table of Figures
Figure 1 - Main Menu - Reports Tab ___________________________________________________________________ 1
Figure 2 - Reports Main Portal Page ___________________________________________________________________ 2
Figure 3 - Report Library ____________________________________________________________________________ 3
Figure 4 - Individual Reports in Library _________________________________________________________________ 4
Figure 5 - My Report Activity ________________________________________________________________________ 5
Figure 6 - My Favorite Reports – listing ________________________________________________________________ 7
Figure 7 - Flag Reports as a Favorite __________________________________________________________________ 7
Figure 8 - My Scheduled Reports _____________________________________________________________________ 8
Figure 9 - Select Reports for Scheduling ________________________________________________________________ 8
Figure 10 - Report Scheduling ________________________________________________________________________ 9
Figure 11 - Tag Icons ______________________________________________________________________________ 10
Figure 12 - My Tags _______________________________________________________________________________ 10
Figure 13 - Tagged Report Results ___________________________________________________________________ 10
Figure 14 – Add Tags - Save & Run Report _____________________________________________________________ 11
Figure 15 – Main Menu - Create Ad Hoc Report ________________________________________________________ 12
Figure 16 – My Ad Hoc - Create Ad Hoc Report _________________________________________________________ 12
Figure 17 - Create Ad Hoc - Timeline Monitor __________________________________________________________ 12
Figure 18 – Ad Hoc - Report Topic Selection ____________________________________________________________ 13
Figure 19 - Ad Hoc - Field Selection___________________________________________________________________ 14
Figure 20 - Ad Hoc - Filter Selection __________________________________________________________________ 15
Figure 21 - Ad Hoc Add Additional Filters ______________________________________________________________ 15
Figure 22 - Ad Hoc Filter Operators __________________________________________________________________ 16
Figure 23 - Ad Hoc Select Report Format ______________________________________________________________ 18
Figure 24 - Report Layout –Group Above ______________________________________________________________ 20
Figure 25 - Report Layout –Group Left ________________________________________________________________ 22
Figure 26 - Report Layout - Tabular/Data Extract _______________________________________________________ 23
Figure 27 - Report Layout - Document ________________________________________________________________ 24
Figure 28 - Matrix/Pivot Table Report Layout __________________________________________________________ 25
Figure 29 - Field – Select Functions ___________________________________________________________________ 26
Figure 30 - Select Functions – Output _________________________________________________________________ 26
Figure 31 - Save & Run Report ______________________________________________________________________ 27
Figure 32 - Ad Hoc - Icon options ____________________________________________________________________ 29
Figure 33 - Configure Ad Hoc Report Settings __________________________________________________________ 30
Figure 34 - Sharing Ad Hoc Reports __________________________________________________________________ 31
Figure 35- Clone an Ad Hoc Report ___________________________________________________________________ 32
Figure 36 - Delete an Ad Hoc Report__________________________________________________________________ 33
CyberGrants, Inc.
34

Reports Tab - CyberGrants

Transcription

Similar documents

fiDDi[ im ^ m ta?

JReport Server Live

File - The Rotary Club of Metairie Sunrise

Tiếng Anh cơ sở

Routing Biomedical Data Between Applications Through Ad Hoc

www.milfordhavenschool.co.uk

PREPERATION AREAS

FleetValue ™ Oil Filters

BQ orAa Dl)C v A BAa TAO