Running a User-Defined Report
Running a user-defined report consists of the following elements:
- Define query parameters if applicable
- Review/choose projects/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 project/shell, program, or company workspace.
- In the left Navigator, click Reports > User-Defined.
- In the User-Defined Reports log, double-click the applicable report or select it and then click the gear menu ( ) and select Run.
- In the report dialog box, select and enter values in the applicable values, which vary depending on the report.
For more information, see the table below.
- 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
Option | Description |
|---|---|
Report Format | Choose the format in which the report should appear: HTML, PDF, CSV, Excel, or XML.
|
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. For more information, see the Options Available for Record Count table. |
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/shells with a status of Active, On-Hold, or View-Only. You can specify which project/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/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:
You cannot modify fields unless the fields are set as user-defined. If the "Allow user to modify User-defined list during execution" check box 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
Option | Description |
|---|---|
Save Report Location | If you want to save the report, choose the location it should be saved in:
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
Option | Description |
|---|---|
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 project/shell tabs appear for program-level and company-level UDRs and shows all projects/shells with a status of Active, On-Hold, or View-Only. You cannot modify the list unless the Workspaces block displays "User Defined." All the shells selected in Edit report > Shells tab will be displayed in Workspaces overlay (Available Workspaces). If the check box "Allow user to modify User-defined list during execution" is selected, 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 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 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:
|
Notes
Option | Description |
|---|---|
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/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.
- Double-click the saved result or click the gear menu ( ) and select 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.
Delete saved report results
- Navigate to the project/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.
- From the gear menu ( ), select Delete. Click Yes to confirm.
See Also
About User-Defined Reports (UDRs)
Accessing User-Defined Reports (UDRs)
User-Defined Report Data Types
Creating a User-Defined Report
Save and Retrieve Scheduled Report Results
Transferring Reports Between Environments
Permission-Based User-Defined Reports (UDRs)
Last Published Friday, June 21, 2024