Running Reports

This section outlines the process of running reports in the Reports module.

Overview

Reports can be run, configured and re-run as required.

Reports are numbered with an RPT- prefix and named to make them easier to identify. However the information you’re looking for may not exactly match the description so it may be necessary to check one or more reports for the available options and parameters before running them.

They are generally downloadable in comma separated (CSV) format.

Generating a Report

The general process for generating a report is:

  1. Navigate to the Reports module using the main menu

  2. Find the report you're looking for, you can use the 'Search Reports' field to filter the list

  3. Select the report you wish to run and use the 'Run Report' button to open the report

  4. Select report options in the Filter and Columns sections

  5. Use the 'Run Report' button to run using the selected options or the Back button to select a different report

  6. On the following screen use the ‘View Result’ button

  7. Use the ‘Download’ button to download the results . Locate the file in the default downloads folder of you device. Alternatively to change the filters or output you can use to re-run the same report with different parameters.

Report Results

A successfully run report will show a Status with a green tick and a Message field saying 'Report execution completed'. It will also have information on the time and date run, the number of rows produced and how long it took to execute.

A report with a Failed status was not able to be run and there will be no Download button. It may be that the process was not able to complete or that the report did not produce any data. A reason code will be identified in the Result screen Message field and may contain information on the system logs. This message can be quoted for support reasons.

Filtering a Report

Reports run with default options may produce a large amount of results.

You can customise your report by entering report parameters in the 'Filter' section which can produce a subset of items for the report.

Filters are configured differently for each report and may include options to select Items by by IDs, Workflow (Dates, Status etc) or Text. You may wish to familiarise yourself with the available options when choosing the right report.

Example Run Report screen filter section with options

Selecting Columns

Reports run with a default set of columns.

You can add or remove columns in the report by expanding the 'Columns' section and ticking or unticking them.

Example Run Report screen columns section with options

Formatting Options

Reports are usually exported withough grouping or ordering. This lets you do your own grouping and ordering in the output file.

Sometimes, however, you may wish to see it grouped or ordered prior to exporting.

This can be done in the Formatting Options section by selecting a single field to group and order by.

Example Run Report screen with formatting options

Renaming a Report

You can rename a report in the Metadata section. Note that this only renames it in your system.

Type over the Report Title before pressing Run Report.

Example Run Report screen with Report Title field

Viewing and Running Previously Run Reports

To view previously run reports:

  1. Navigate to the Reports module using the main menu

  2. Select the report you wish to View

  3. Use the 'View History' button

  4. The Recent Runs section displays recent runs including their Status, Run Date, User (you or someone else) and the number of Rows produced in the results.

    1. Use the ID or Status to show the Report Result screen for a specific run (and optionally run again) OR

    2. Run the Report using the 'Run Report' button

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