Running a User-Defined Report (Standard View)

Running a user-defined report consists of the following elements:

Define query parameters if applicable
Review/choose projects or shells to include if applicable
Add runtime notes if applicable
Choose the report format (HTML, CSV, Excel, PDF, XML)
Run the report

The following describes how to run project, shell, program and company-level user-defined reports.

Note: User-defined reports created with data view data types require the data view to be in "published" status. If the data view was changed to "draft" status, the report will not run, and you will see an alert.

To run a user-defined report

Open the shell, project, program, or company workspace.
Navigate to the Reports module, click to expand, and click User-Defined to open the User-Defined Reports log.
Select a report in the log. Double-click the report or click Gear menu > Run to open the report window.
Select and enter values in the following blocks:
- Query and Format
  Depending on the report, this block enables you to select:
  
  Report Format
  
  Record count for UDR
  
  Time Zone
  
  Report Query Parameters
- Report Location
  Enables you to select where to save the report:
  
  Save results in Unifier
  
  Document Manager
- Workspaces
- Notes
The following table contains details about the fields mentioned above.
Click Run Report to generate the user-defined report.

Depending on your browser and your report format, the file will be downloaded automatically, or you will be prompted to download the file manually.

Query and Format

Report Format	Choose the format in which the report should appear: HTML, PDF, CSV, Excel, or XML. HTML: Displays the report in the standard format in a browser window. You may print a copy of the report from the browser window. (Right click and select your browser's Print option) CSV: Formats the report in an exportable CSV format, usually in Microsoft Excel or another software application you have set up for this format. You will be prompted to save the file or open it. Excel: Downloads the report in Microsoft Excel format. Depending on your browser, it will be downloaded automatically, or you may be prompted to download or save it manually. PDF: Displays the report as a PDF in a browser window. Depending on your browser, it will be downloaded automatically, or you may be prompted to download or save it manually. XML: Generates the output in XML format. Depending on your browser, it will be downloaded automatically, or you may be prompted to download or save it manually.
Record count or UDR	This option is available for Tabular, Summary, and Cross Tab type reports. You have ability to set the number of records to be retrieved for the report. This number will be set equal to the maximum number set at the company level by default, by the company administrator. The maximum number will be divided into intervals so that you can select the appropriate number. Also, the numeric format for the count must match your preferences. See the following table, "Options Available for Record Count," table, for more information about Record count for UDR.
Time Zone	For information purposes, the Query tab displays the time zone that is used for date fields in the report. The default time zone for a report is set up when the report is designed. It can reflect your user time zone, as defined in your user preferences, or it can be fixed to a particular time zone, such as the project location or company headquarters.
Report Query Parameters	If the report has been set up to enter query parameters, you may enter query information, which will give report results based on records that match the parameters you entered, or you can run a report on all records by leaving the field blank. The query parameters are defined during creation and set up. For example, you can set up a report to list all leases that expire within 10 days of today. You can also choose to accept the default query parameters, if any. For program-level and company-level UDRs you can see all projects and shells with a status of Active, On-Hold, or View-Only. You can specify which project or shell the report should be saved in. For shell-level reports only, you can choose to exclude Inactive shells in the report run. Depending on how the report was set up (specifically, if "Allow users to modify value(s) during execution" was enabled in the creation step), you may add or remove projects or shells as needed. For shell-level (cross-shell) UDRs, you can retrieve data across shells and sub-shells. You can select to exclude inactive shells in the report run, and the selection of shells is determined when the UDR is created. You cannot modify: Current Shell and sub-shells Current Shell only Sub-shells only You cannot modify fields unless the fields are set as user-defined. If the "Allow user to modify User-defined list during execution" checkbox was selected when the UDR was created, then you can modify the list of User Defined shells at run time of the report by using the Add and Remove buttons. You can only add the shells in which you are a member user.

Report Format

Choose the format in which the report should appear: HTML, PDF, CSV, Excel, or XML.

HTML: Displays the report in the standard format in a browser window. You may print a copy of the report from the browser window. (Right click and select your browser's Print option)
CSV: Formats the report in an exportable CSV format, usually in Microsoft Excel or another software application you have set up for this format. You will be prompted to save the file or open it.
Excel: Downloads the report in Microsoft Excel format. Depending on your browser, it will be downloaded automatically, or you may be prompted to download or save it manually.
PDF: Displays the report as a PDF in a browser window. Depending on your browser, it will be downloaded automatically, or you may be prompted to download or save it manually.
XML: Generates the output in XML format. Depending on your browser, it will be downloaded automatically, or you may be prompted to download or save it manually.

Record count or UDR

This option is available for Tabular, Summary, and Cross Tab type reports.

You have ability to set the number of records to be retrieved for the report. This number will be set equal to the maximum number set at the company level by default, by the company administrator.

The maximum number will be divided into intervals so that you can select the appropriate number. Also, the numeric format for the count must match your preferences.

See the following table, "Options Available for Record Count," table, for more information about Record count for UDR.

Time Zone

For information purposes, the Query tab displays the time zone that is used for date fields in the report. The default time zone for a report is set up when the report is designed. It can reflect your user time zone, as defined in your user preferences, or it can be fixed to a particular time zone, such as the project location or company headquarters.

Report Query Parameters

If the report has been set up to enter query parameters, you may enter query information, which will give report results based on records that match the parameters you entered, or you can run a report on all records by leaving the field blank.

The query parameters are defined during creation and set up. For example, you can set up a report to list all leases that expire within 10 days of today. You can also choose to accept the default query parameters, if any.

For program-level and company-level UDRs you can see all projects and shells with a status of Active, On-Hold, or View-Only. You can specify which project or shell the report should be saved in. For shell-level reports only, you can choose to exclude Inactive shells in the report run.

Depending on how the report was set up (specifically, if "Allow users to modify value(s) during execution" was enabled in the creation step), you may add or remove projects or shells as needed.

For shell-level (cross-shell) UDRs, you can retrieve data across shells and sub-shells. You can select to exclude inactive shells in the report run, and the selection of shells is determined when the UDR is created. You cannot modify:

Current Shell and sub-shells
Current Shell only
Sub-shells only

You cannot modify fields unless the fields are set as user-defined. If the "Allow user to modify User-defined list during execution" checkbox was selected when the UDR was created, then you can modify the list of User Defined shells at run time of the report by using the Add and Remove buttons. You can only add the shells in which you are a member user.

Report Location

Save Report Location

If you want to save the report, choose the location it should be saved in:

Save results in Unifier
This checkbox becomes active if you select PDF, XML, or CSV. Selecting this checkbox will save a copy of the PDF, XML, or CSV report within Unifier and make it available for retrieval.
Document Manager
Saves the report in the Document Manager of Unifier. If you choose this option, you need to specify a name for the report (Save As) and which folder of the Document Manager it should be saved in (Location).

Scheduled report runs can be saved and retrieved in PDF, XML, or CSV formats and sent to the report owner or to the owner and other users and groups. These are chosen in the Schedule tab of the Edit Report window.

Workspaces

Workspaces

The Workspaces block is for shell-level, program-level, and company-level reports. In the Workspaces block you can add additional shells that the report can be generated from.

When you run report, the Workspaces block displays "User Defined" if you have selected "User Defined" under the shells tab in the report definition.

You can exclude Inactive Workspaces by checking the check box, "Exclude Inactive Workspaces," in the report definition.

The projects or shells tabs appear for program-level and company-level UDRs and shows all projects and shells with a status of Active, On-Hold, or View-Only.

You cannot modify the list unless the Workspaces block displays "User Defined." All of the shells selected in

Edit report > Shells tab will be displayed in Workspaces overlay (Available Workspaces).

If the checkbox "Allow user to modify User-defined list during execution" is checked, then you can modify the list of workspaces by using the Add or Delete options.

When you click Add, a new Workspaces Picker is displayed with both available and selected workspaces (Selected Workspaces section of the Workspaces page). All of the shells that are already added in the report definition are displayed in the Selected Workspaces.

You can add additional Shells or remove the existing ones in the Workspaces Picker.

The Type field has the default value of "All." The other options are all for active shell types. You can filter shells by type.

The Find on Page option is available to quickly filter the available workspaces.

The Select option will add all the newly added workspaces, as a part of filtered list, while reporting.

The Cancel option will cancel the changes and closes the window.

When in the report definition, under shells tab, any of the following options are selected, then the Workspaces block displays an empty list, and the report will be run for all workspaces(shells and sub workspaces (sub-shells)), based on the selection:

Current Shell and Sub-Shells
Current Shell only
Sub-Shells only

Notes

Notes	Enables you to enter report notes that will be included only on the current report results (to be generated) and will not be saved or generated in any subsequent report results.

Options Available for Record Count

Max Limit at Company	Options available at Report level
100,000	1,000 10,000 25,000 50,000 75,000 100,000
250,000	1,000 50,000 100,000 150,000 200,000 250,000
500,000	1,000 100,000 150,000 200,000 250,000 500,000
750,000	1,000 100,000 150,000 250,000 500,000 750,000
1,000,000	1,000 100,000 250,000 500,000 750,000 1,000,000

Retrieve scheduled report results

Navigate to the project-level, shell-level, program-level, or company-level User-Defined Reports log.

Select a report from the log. The Saved Results tab opens in the right-hand pane.

Double click the saved result or click Gear menu > Download to view.
You will be prompted to open or save the results file.

Depending on your browser, the file will be downloaded automatically, or you will be prompted to download the file manually.

To delete saved report results

Navigate to the project-level, shell-level, program-level, or company-level User-Defined Reports log.
Select a report from the log. The Saved Results tab opens in the right pane.
Click Gear menu > Delete. Click Yes to confirm.

To run a user-defined report

Query and Format

Report Location

Workspaces

Notes

Retrieve scheduled report results

To delete saved report results

See Also