Reports: Run, Print, Export and Schedule Recurring Reports

Article Links Introduction | Run a Report | Print a Report | Export a Report | Schedule a Report: One-Time | Schedule a Report: Recurring Schedule | 

INTRODUCTION

Reports can be run on any user, organization unit or group. Reports can be printed, exported and emailed to users, teams and groups in your organization.
Note: In order to email reports to users, teams and groups, an email address must be included on each user, team or group record.

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RUN A REPORT

Follow these steps to run a report:

1. Click the Administration tab at the top of the screen
2. Click the Reports Menu, then the desired Reports category link on the left navigation bar
3. Click one of the following icons:
   View: To view the report in the same window.
   Popup: To view the report in a new window.
   Preview: Hover over the button to view a preview of the screen.
4. Make your selections for each of the filters that appear across the top of the report window to include or exclude desired data on the report.
   Note: Refer to the report article for a complete list of the parameters included in the report and an explanation of the data that will be included.
5. Click the View Report button to view the report with the set filters.
6. If changes are made to the parameters the yellow bar pictured below will appear instructing you to click the View Report button to include the changes made. 

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PRINT A REPORT

Follow these steps to print a report:

1. Click the printer icon located in the upper left corner of the screen.
2. Each browser will present a .PDF version of the report differently.
3. Follow the steps to print the report based on your browser's instructions.

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EXPORT A REPORT

Follow these steps to export a report to a PDF, Excel or Word file:

1. Click the down arrow on the export icon located in the middle of the screen under the parameter bar.
2. Select any of the export options. The most common are: PDF, Excel, or Word.
3. The file will open in Acrobat, Excel or Word.

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SCHEDULE A REPORT: ONE TIME

Follow these steps to email a report once to one or more users.
Note: An email address be entered in the user record in order for the selected user to receive the report.

1. Follow the steps to Run a Report.
2. Click the Email button and complete the following steps:
   
3. Step 1: Adjust the report parameters to include the desired values.
4. Step 2: Click the View Report button to verify the report displays the desired data.
   
5. Step 3: Select one or more users, teams or groups.
   
6. Step 4: Choose one or more of the desired file formats: PDF, Excel or Comma Separated Values.
   Note: The selected file formats will appear as attachments on the email email.
   
   
7. Step 5: Type an email subject line. 
8. Step 6: Skip the Setup Schedule since this report will be run and sent once.
9. Step 7: Click the Save button.
   
10. A confirmation message will appear at the top of the screen that states the report will be generated and emails sent shortly.

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SCHEDULE REPORTS: RECURRING SCHEDULE

Follow these steps to set up a report that will be emailed on some recurrent schedule to one or more users, teams or groups.
Note: An email address be entered in the user record in order for the selected user to receive the report.

1. Follow the steps to Run a Report.
2. Click the Email button and complete the following steps:
   
3. Step 1: Adjust the report parameters to include the desired values.
4. Step 2: Click the View Report button to verify the report displays the desired data.
   
5. Step 3: Select one or more users, teams or groups.
   
6. Step 4: Choose one or more of the desired file formats: PDF, Excel or Comma Separated Values.
   Note: The selected file formats will appear as attachments on the email email.
   
   
7. Step 5: Type an email subject line. 
   Best Practice: Type the name of the report and the recipients. This will make it easier for you to locate the report job when you need to make a change to the schedule or recipients.
8. Step 6: .Click the Setup Schedule button and follow these steps:
   
9. Recurrence Pattern. Select from daily, weekly or monthly and set the desired time the report will be emailed.
   
10. Report’s Date Parameters. This selection will only appear on reports that include a Start Date and End Date Range. You will have two options:
    
11. Relative Time Span: This allows you to specify the time frame for data that this report will include each time the report is run.  Choose from the:
    Previous Week, Month or Year OR
    Current Week, Month or Year
    
12. Advanced Time Span: This allows you to specify the exact time frame this report will include each time the report is run.  Choose from:
    From Parameter: Before or After ## Days or Months
    To Parameter: Before or After ## Days or Months
    Note: For example, you want the report to be run each Thursday.  Setting these parameters mean that when the recurring report is run each Thursday, it will include data 30 days before the Thursday and 90 days after.  This way, your report data will run based on the date you are running the report and always move forward each Thursday.
13. Click the Save button. You will be returned to the Scheduled Report Job Details screen.
14. Click the Use Schedule check box.
    Note: If you do not select the Use Schedule checkbox, the report will only run once.
15. Step 7: Click the Save button.
    
16. A confirmation message will appear at the top of the screen that states the report will be generated and emails sent sent according to the recurrence settings.
17. Click the Close button in the upper right corner of the screen.
18. This creates a "job." Refer to the Schedule Reports: Run, Edit and Delete article to modify or delete the job just created.

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