Managing Reports

To access to and manage reports, use the Report Manager View in the Control Center perspective. It can be accessed from the All Management Views launch panel by clicking the Report Management tree entry in the Reports folder.

Report Management Launch
Figure: Launching the Report Manager View

A tree view opens with folders containing report definitions and report instances that were stored based on the storage location specified when saved. For details on how and in which locations reports and report instances are stored, please refer to chapter Storing Report Definitions.

Report Manager
Figure: Report Manager View

You can define and run reports in the Reporting perspective. For details please refer to chapter Defining and Running Reports.

The Reports Tree

The Report Management tree provides the following entries, containing saved reports and report instances and allowing to upload report templates or existing report designs:

The reports can be viewed and executed in the Report Viewer. Click a report or report instance to open it in the Report Viewer accordingly. Refer to chapter Viewing Reports in the Report Viewer for details on this viewer.

Report Definitions

In the Report Definitions tree you find all report definitions. The tree is divided in private, public and role/organization specific reports.

Private Report Definitions

Report definitions that were stored as Personal Report Templates are available in the Private Report Definitions folder.

Private Report Definitions
Figure: Private Report Definitions

Public Report Definitions

The Public Report Definitions folder contains report definitions that were stored as Global Report Templates in the Reporting perspective.

Public Report Definitions
Figure: Public Report Definitions

Administrator Report Definitions

In case the administrator was selected in the Report Definition for Role/Organization storage, report definitions are available in the Administrator folder.

Administrator Report Definitions
Figure: Administrator report definitions

Role/Organization specific Report Definitions

Report definitions that were stored as Report Definition for Role/Organization, are available in specific folders which are named after the role or organization name, e.g. Salesperson Report Definitions.

Role specific Report Definitions
Figure: Role specific report definitions

Saved Reports

The Saved Reports folder contains sub-folders for each access-level. Each access-level folder in turn contains a separate folder containing report instances that were saved for the individual report definitions.

Reports are stored in a folder <report_name> and have a name in the format <report_name_YYMMdd-HHmmss.bpmrpt>. All report instances for a given report definition are grouped in folders.

In the following example, folder Reports/Saved Reports/Public Reports/Process Duration Report contains all saved instances of the "Process Duration Report" report definition.

Saved Reports example folder
Figure: Saved Reports example folder

Each Saved Reports folder contains an Ad Hoc Reports folder that stores instances of saved Ad Hoc reports. The tree is divided in private, public and role/organization specific reports.

Private Reports

Report instances that were stored as Personal Report are available in the Private Reports folder.

Private Reports
Figure: Private Reports

Public Reports

The Public Reports folder contains report instances that were stored as Globally Available in the Reporting perspective.

Public Reports
Figure: Public Reports

Administrator Saved Reports

In case the administrator was selected in the Report for Role/Organization storage, report instances are available in the Administrator Saved Reports folder.

Administrator Saved Reports
Figure: Administrator Saved Reports

Role/Organization specific Saved Reports

Report instances that were stored as Report for Role/Organization, are available in specific folders which are named after the role or organization name, e.g. Salesperson Saved Reports.

Role specific Saved Reports
Figure: Role specific Saved Reports

Report Folder Operations

A context menu is provided for report folders with the following options:

Report folder context menu
Figure: Report folder context menu

Creating a Subfolder

To create a subfolder to a report folder, right-click the folder and select Create Subfolder.

Uploading Report Files

You can also upload existing reports to these folders. The available reports are loaded only once and updated only after upload and deletion done by the logged-in user. To upload one or more report definitions, right-click the parent folder and choose Upload File.

The Upload New File dialog opens, where you can add one or more existing reports for uploading.

Upload Report
Figure: Upload Report dialog

Please refer to section Uploading Files of chapter Document Operations for details on this dialog.

The uploaded report definitions are displayed in the according report definition tree. To edit the report, click its entry in the tree to open the Report Viewer. Refer to chapter Viewing Reports in the Report Viewer for details on this viewer.

Uploading Reports from a ZIP File

You can upload reports from a ZIP file. To upload a ZIP file containing reports, right-click the parent folder and choose Upload Zip.

The Upload Zip File dialog opens, where you can browse to a ZIP file to upload.

Upload ZIP file dialog
Figure: Upload ZIP file dialog

Browse to a ZIP file containing reports and click Upload.

Upload the ZIP file
Figure: Upload the ZIP file

If the upload was successful, click OK to close the dialog.

Upload ZIP file
Figure: Upload ZIP file containing reports

Please refer to section Uploading ZIP Files of chapter Document Operations for details on this dialog.

The report definitions uploaded from the ZIP file are displayed in the according report definition tree. To edit the report, click its entry in the tree to open the Report Viewer. Refer to chapter Viewing Reports in the Report Viewer for details on this viewer.

Sending Reports to a ZIP File

To download the reports and subfolders with content in a folder to a ZIP file, right-click the report folder and select Send to ZIP.

According to the browser you are using, a download dialog opens to ask where to save the ZIP file accordingly.

Save to ZIP file
Figure: Saving the report folder with content in a ZIP file

Please refer to section Sending to ZIP File of chapter Document Operations for details on this dialog.

Security Settings

To set permission for controlling access to a report folder by specific participants, select the Security Settings option.

The Access Control Editor dialog opens, providing options to enter specific permissions. Please refer to the chapter Controlling User Access for detailed information on this dialog. Note that this option requires specific security settings in your RAD environment, which are described in section Enabling Security in RAD of the mentioned chapter.

Report and Report Definition Operations

A context menu is provided for report definitions and saved reports with the following options:

Report folder context menu options
Figure: Report folder context menu options

Renaming Reports and Report Definitions

To change the name of a report or report definition right-click its entry in the tree and select Rename.

Deleting Reports and Report Definitions

To delete a report definition, right-click it in the report definition tree and select Delete.

The following dialog opens to confirm the deletion:

Delete Report Confirmation
Figure: Delete report definition confirmation dialog

Viewing the Report Version History

The version history provides you with the ability to keep track of incrementally different versions of existing reports. A new report version is created, when:

Please refer to section Versioning Documents of chapter Document Operations for details on uploading new versions of documents.

Downloading Reports

To download a report, right-click the according entry in the tree and select Download. In the dialog click the Download button to start th download.

The download URL is provided directly for the report name. According to the browser you are using, a download dialog opens to ask where to open the report. For example you can open it in the browser or in an appropriate editor.

Report Download Dialog
Figure: Report Download Dialog

Uploading new Report Versions

To upload a new version of a report or report instance, select Upload New Version in its context menu.

The Upload New File Version dialog opens, where you can browse to an existing report to choose for uploading as new version.

Please refer to section Uploading new Document Versions of chapter Document Operations for details on uploading new versions of documents.

Security Settings

To set permission for controlling access to a report by specific participants, select the Security Settings option.

The Access Control Editor dialog opens, providing options to enter specific permissions. Please refer to the chapter Controlling User Access for detailed information on this dialog. Note that this option requires specific security settings in your RAD environment, which are described in section Enabling Security in RAD of the mentioned chapter.