Generate A Report

Overview

The Run A Report webpart lets authorized users run reports in real time.

Background

Keep in mind that an end user does not need to know how to create a data profile, design a template, or assemble a report in order to run a report.

To begin, click the Next button.

Step One: Select a Report Assembly

From this screen, you will navigate to the report assembly. Click the Browse button, and you will see a file selector. Browse to your report assembly and click it in the right-side pane.

Select the report assembly for the report you wish to run (use the arrows or click the page numbers at the bottom of the screen to browse through the alphabetical list), and click the Next button.

POSSIBLE Step Two: Enter Report Variables

 

If the report contains variables, you will now be prompted to input those variables. This screen will vary by report. For instance, suppose you want to run invoices for various customers. In this case, you would need to make use of a variable in the report that would allow you to select individual customers or a batch of customers rather than the entire database of customers.

Keep in mind that what you see here is determined by information input during the report assembly creation. If you have any questions about what to enter on this screen, please contact the person who created the report assembly.

Variables fall into one of the following types:

  1. Currency requires the variable to be entered as either a whole number or a number with locale-dependent decimal places.
  2. Date requires the variable to be chosen from a calendar
  3. Integer requires the variable to be entered as a whole number.
  4. Number requires the variable to be entered as any number, which may or may not contain a decimal point or comma. Other characters or symbols are not allowed.
  5. Text variables can be entered in any format.
  6. Select !!! – can be a string chosen from a dropdown menu or text input into a text box.

Step Three: Choose the Report Output

 

When you run a report, you can generate it as a URL or you can run it as a saved file. We will walk through both scenarios here.

Generate a Report URL
The Generate A URL feature lets you create a report is accessible from any Web browser, and the information within the report will be updated every time the link is opened or refreshed. You can email this link to others so they can open it in a Web browser, as well. Also, you can use your Web browser commands to work with the report. For example, you can copy the text, save the page, or print the report.

 

  1. Type the report name in the text box.
  2. Select the Generate A URL radio button.
  3. Select the HTML report output format:


     

  4. Click the Next button.

Some tips when using a report URL:

  • You can email this link to others so they can open it in a Web browser as well.
  • You can use your Web browser commands to work with the report. For example, you can copy the text, save the page, or print the report.
  • With a little understanding of the report URL, you can manipulate it to run other, similar reports. For example, if the report contains a number representing a variable, that number is often passed into the URL. You can run the report for a different variable by replacing that number in the URL with the number of the other variable. In this guide, we can't cover all instances of how this works, but we encourage you to explore this feature on your own.
  • Important: When you leave the report URL page, you "lose" access to this URL. In other words, the URL has not been saved somewhere where you can easily access it (although you can generate the same URL again by running the exact same report.) To access the URL later, you must save the URL. We recommend you do so in one of two ways: either copy and paste the URL into a file, or click the URL and bookmark the resulting page in your Web browser.
Save a report file
When you run a report and save the report file, you are capturing the data at a particular moment in time. Windward lets you run reports in a wide variety of formats, including DOCX, XLSX, PDF, XML Word, XLS, XML Excel, RTF and PPTX.
  1. Type the report name in the text box.
  2. Select the Document Library radio button. A new section of the tab, titled Pick A Document Library, will appear.
  3. Note: You can perform the next two steps in either order. Click the Browse button, and browse to the location where you'd like to save the report. Click the right side to choose the folder.



    You will see the text appear in the main window.  In this example, we have selected "Report Assemblies".

 

  1. Select the desired report output format. The options you see will vary, according to the format of the report assembly. For example, if your template is a PowerPoint file, you will see the options in the image above.
  2. Click the Next button.

Step Four: Review and Generate Report

 

The last screen of the Run Report web part shows the name of the report assembly, the output format, the report name, and where the report will be saved.

Click the Generate button to run the report.

Accessing a Report
After you generate a report, the final screen will show you a link for accessing the report:

 

Click this link to be taken to the report.

You can also access the report by navigating to the SharePoint site and document library that houses the report.

Editing a Report

You can edit a report as you would any other document in SharePoint. But remember: when you edit a report, you can edit any of the elements, including data that has been inserted into the report. Please take caution and make sure you're editing the appropriate elements. In many cases, you may want to edit the report template and rerun the report instead.

Last edited Jun 6, 2012 at 10:15 PM by allisonl, version 1

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