Catalog
What is it used for (purpose)?
- See reports
- Run reports you have access to & Create and Edit reports you own (extract raw data from a process)
- By default you will land on the Catalog tab. Other available tabs are: My Reports, Scheduled Reports & Admin (permission based)
What is on this page?
- The Catalog tab displays a list of all available reports with their Report Name, Description Summary, Created Date and Report Icon.
- Search
- Count - total number of reports
- Sort Options, default option is Recent (Displays reports sorted by creation date, from newest to oldest)
- Name - Displays reports sorted alphabetically by Report Name (A–Z)
- Report card - for each report the following is visible:
- Report Name
- Description Summary
- Created Date
- Report Detail (right pane)
- if a report is selected, the Detail page is visible by default
- Collapsible menu items for a selected report are:
- Detail - see Description Summary, Global Report Parameters, Report Parameters (by sheet)
- Information - see Description, Created By, Created Date, Updated By, Updated Date and Last Run Date.
- Run Security - See Run Security Access for a report
Navigation (How do I get to Reporting Catalog?)
There are two ways to navigate to this page:
- In the Home page
- Click ‘Reporting’ on the Frequently Used Apps or Available Apps
- By default, you will be taken to the Reports Catalog Page
- Using the Navigation bar.
- Click ‘Apps’ button on the top right corner of the Navigation bar, and see all available apps
- Click on the ‘Reporting’ App
- By default, you will be taken to the Reports Catalog Page.
How do you use the functionality of Reports Catalog?
Select an existing report. Report Detail (right pane):
- If a report is selected, the Detail page is visible by default
- Collapsible menu items for a selected report are:
- Detail - see Description Summary, Global Report Parameters, Report Parameters (by sheet)
- Information - see Description, Created By, Created Date, Updated By, Updated Date and Last Run Date.
- Run Security - see whether a report is public (appears in the Catalog for anyone with a reporting license)
- If the report is restricted, the User(s) / Group(s) allowed to run the report are listed
- If you are the owner of the report you can change the Is Public setting and add / edit or remove users from the grid.
- If you see a report in the Catalog page, but do not have permission to access to the data in process(es) used as the source, you will see this message: You do not have access to report and:
- User is missing download permissions on process 'Process Name' for sheet 'name of sheet'
- If you try to access a report you do not have access to via a link you will see this message: You do not have access to report and:
- User is missing download permission to access report
Actions you can take in Detail page:
- See / Update Description Summary
- See Global Report Parameters
- See Report Parameters (by sheet)
- Run - allows you to execute a report. The report will be queued (status badge will update from Queued to Running then to Completed). Once Completed, the report can be downloaded.
- Download Latest - you can access the version of the report that was last run (this means any new data will not be included)
- Create Schedule - set up a schedule for the report to run automatically based on a given cadence
- Edit Schedule - permission based - an existing schedule can be modified
- Edit - permission based - the selected report can be modified (Details, Sheets, Catalog Page and Report Security).
- If any sheets, filters or parameters are deleted in a report, all scheduled reports for the report will be automatically paused.
- You will receive a notification stating which schedules were paused
- You must fix each schedule and re-activate if you want these to start running again
Actions you can take in Run Security page (permission based):
- Information Banner: These settings only take effect after the Reporting Security Access settings on the process(es) being reported on.
- This means that unless these users/groups match the Reporting Security Access settings in designer for the process(es) selected for source data, users will not get access to the report because they are not permitted to.
- Is Public enablement toggle - Does the report appear in the Catalog page for anyone with a reporting license?
- Disable if the report access must be restricted (meaning only permitted users can access it)
- Add Users / Groups and enable Run and Download Permissions
How to create a schedule?
- Click Create Schedule
- Select frequency (Daily, Weekly, Monthly)
- Hour of the day - Hour of the day (in UTC) the report will run
- Report expiry (months) - Months until scheduled report expires
- Add recipients for the schedule
- If any selected recipient does not have permission for a report, the system will skip the user and only make the report available to those with permission.
- Submit
How to edit a schedule?
- Click Edit Schedule
- You will be taken to the 'Scheduled Reports' tab
- Existing schedules for the report will be listed
- Select the schedule one you want to edit
- Make your changes
- Re report recipients:
- If any selected recipient does not have permission for a report, the system will skip the user and only make the report available to those with permission.
How to Create a Report / Add a Report?
Permission based: Add a report. Click on the Add button.
- Click the Add Button
- Select Type of sheet to add:
- WMS Extract
- Advanced WMS Extract
- Data Import Extract
- Click OK
On the left pane you have:
- Details
- Sheets
- Catalog Page
- Reporting Security (visible for saved reports)
In Details you can manage the report settings:
- Report Name
- Report Summary
- Select your Report Icon
- Use Template
- If selected, you can upload the template file for the report
- Click Save
In Sheets you can manage the report sheets:
- Sheet Name
- Sheet Summary
- Select the Process to report on
- Identify which values to report on by enabling relevant toggle
- Include Task values
- Include Field values
- Select and order fields as you want these to be exported in excel
- Search and order report fields pop up will load
- Prompt: This will also reset any custom selected Field ordering. Are you sure you want to select ALL Fields?
- Click OK to apply
- Prompt: This will also reset any custom selected Field ordering. Are you sure you want to deselect ALL Fields?
- Click OK to apply
- xx Process Fields
- xx Task Fields
- xx Custom Fields
- Search for fields in 'Available fields' column, drag to 'Order selected fields' column
- Select All fields (automatically adds all fields to the 'Order selected fields' column) - limited to 100 fields per sheet
- De-select All fields (automatically removes all fields in the 'Order selected fields' column)
- Count of selected fields is visible, and breakdown by type of field is also displayed
- Once required fields are selected and ordered as needed for the report, click 'Confirm Field Selection'
- Cancel option is also available if you're not ready to proceed
- Filter
- One Of
- Not one Of
- Equals
- Does Not Equal
- Filters can be applied to fields
- By default, the filter is pre-populated with 'Process Status = Active'
- Change filter if applicable
- Select the operation to be applied to the filter:
- Select your default values which includes:
Active
Abandoned
Inactive
Complete - Use as parameter toggle can be enabled for the field
- Only data which matches the filter conditions will be included in the report
- To add more filters, Click the options (3 dots/Ellipsis) button on the right-hand side to Add conditions
- Add parent AND (meaning multiple conditions must be met for data to be returned in the report)
- Add parent OR (meaning at least one of the conditions must be met for data to be returned in the report)
- Delete option is also available to remove filters
- Once all filters / conditions are configured
- Click Save
- If you have forgotten to populate any required field a validation error banner will appear, letting you know what is missing
- Add more sheets - Click Add Sheet and repeat the process for sheet set up
Deleting items in a report:
- If any sheets, filters or parameters are deleted in a report, all scheduled reports for the report are automatically paused.
- A prompt will appear upon Save
- Schedule Name: Cadence, day / time
- Affected Areas e.g. Filters were removed from sheet 'WBL', Filters were removed from sheet 'Sheet'
- Confirmation request: Clicking Save will update the report. Any affected scheduled report will be paused until schedules are manually updated.
- Required acknowledgement: I confirm that I want to proceed with these changes.
- Click OK to delete the sheet
-
- If you delete a sheet in a report that has schedules set up, a new prompt will load: Confirm Breaking Changes
- All Schedules for this report will automatically be paused
- Owner of schedules will receive a 'Report Schedule(s) Paused' notification informing which report schedules have been paused due to changes made to the report AND
Owner will be advised to reactivate affected schedules and the notification will contain a link to the help content for Scheduled Reports. Each schedule must be fixed and re-activated if you want these to start running again
- Save your Report
Resolve Validation errors (if you have any)
- Example: If you selected a process which is restricted (you do not have permission to use it) the report cannot be saved
- You must correct the process selection to proceed
Save your Report
Go to report, Run & Download Latest Report to test data output matches your expectations
In Catalog Page you can manage the content of the Catalog landing page:
- Use Content Elements and Layout Elements to configure the Catalog page for your report. You should answer this question: Why does a user need to run this report?
- Available Content Elements are: Paragraph, Heading, HTML, Video
- Available Layout Elements are: Section, Columns and Spacer
- Click Save
Once a report is saved Reporting Security is also visible in the left pane.
- Information Banner: These settings only take effect after the Reporting Security Access settings on the process(es) being reported on.
- This means that unless these users/groups match the Reporting Security Access settings in designer for the process(es) selected for source data, users will not get access to the report because they are not permitted to.
- Add Users or Groups who can View and/or edit the report