System Report Administration – Cayuse Help Center

This manual will guide the user through the operation of the System Report Administration menu item found under the System Administration menu of your iRIS home screen. Only users with a Full System Administrative role have access to this menu item. Full System Administrators can control where the reports will display in the system.

In this manual, all of the items on the screen below are described briefly. Some items require further explanation; these items will display as a hyperlink that will bring you to the corresponding section in the manual that describes the item in greater detail.

Note: This screen may have some additional or less features when you are viewing in your own system, this is based on how your properties are set in your system. Configuration is mentioned later in this manual.

Change Report Logo

Click this button to change the report logo that appears on the top right corner of your reports (when the reports are run on a user’s end). Any logo that you have already uploaded will display next to the Current Logo label. To upload a different logo, click the Upload Report Logo button.

When this is done, a window displays allowing you to browse your files and choose the file to upload.

Note: The uploaded file must be either .jpg, .gif., or .png format.

Choose the desired file and press the Save Selected File button to save the file and upload it into the system. Press Cancel to cancel the upload. When the file is uploaded click the Save button at the top of the Report Image screen.

When uploaded the Report Logo will appear similar to the image below, for reports displayed in PDF format:

Add New Record

To add a new report directly to this list of reports click the Add a New Record, this will allow you to upload a previously downloaded report into the master list. Another way to indirectly add reports to this list is to build reports in the Report Builder.

Note: It is recommended that you have an understanding of how iRIS Reports Builder works before adding new records to this screen. To learn more about iRIS Reports Builder see the Report Builder Manual.

When this button is clicked, the following screen will display:

Report Type – This specifies the location of the report in your system. Notice how this list corresponds to the filter list in the previous screen:

Most used areas for reports include:

Study Assistant Department – Located under Study Assistant in the Department Reports menu item.
Study Assistant – All Department – Located under Study Assistant in the All Department Reports menu item.
Review Board Reports – Depending on what review boards have been set up in your system, there will be a place for adding reports to the Reports menu item under each review board.
System – Located under System Administration in the Reports menu item.

Report Group – Depending on what Report Type you select; this list will populate with the groups associated within that screen (or you can choose to add a New Group).

Assume that we want to put a report in the Reports menu group under System Administration. Then we would choose the report type System. The report group will populate with the following groups shown in the screen shot below:

If we examine the Reports screen in System Administration, notice that there are the same three groups:

Report Title – Enter the title of the report you are adding in this text box. The title will be the actual text that the user will read in the system identifying your report. So be sure to put in a concise title that will convey to the user what that report will do and if it will be useful for them.

Report File – Here the user can click the Upload button to browse their files and pull in the report file. The report file should be. jasper.

Description – The information entered within the Description will display to users within the Helpful Information button, during the process of running a report, as seen below.

When you have finished entering all information for the new report, click the Save Report Definition button. To leave this screen without saving, click the Back button.

Delete Record

To delete a report, click the checkbox next to the desired report and click this button. *Note: A majority of the reports in your system are pre-canned reports and cannot be deleted. In place of deleting an unwanted report or to remove a pre-canned report, reports can be “hidden” from users by selecting the Hide checkbox next to the record you do not want displayed.

Save Changes

When anything is done to this screen, like the Hide checkbox being checked for example, click the Save Changes button to enforce any changes.

Filter Report Type & Search Filter

Many different reports will be listed in this screen. As you can see on the screenshot above, there are 276 reports in the system, most of which are pre-canned. You can navigate to different pages to find your report by clicking the green arrow under the Save Changes button. However, if you know where the report is located in your system you can either Search for the report by name or use the Filter Report Type drop down list to filter the list of reports by the area they are located at in your system.

Table Columns

All of the items in the table are either pre-canned reports that come with your system, or they are reports that have been created and published in iRIS Reports Builder.

Edit

When you click the Edit icon next to a report record in Reports Administration a small window will display three options.

Edit Report Record – This takes you to the details about the report like the type, group, title, and description. The description of a report will now appear in the Helpful Information link found in the report in the system. For more information on any of these fields please see the Add a New Record section, previously described in this manual.

Edit a copy using iRIS Report Builder – This will allow you to edit a copy of even pre-canned reports using the Report Builder tool. See the Report Builder Manual for additional details.

Convert Report to Excel Report – This option automatically takes a copy of the report and converts the copy to an Excel report. This will be evident inside Report Administration because a record will be created for the new Excel report in the list of reports with almost the exact same title of the selected report except with the letters “(xls)” behind the title. It also puts the Excel report in the same location in the system as the selected report. Additionally, it creates access for the current user and the System Administrator (which is evident when clicking the green plus icon in the Access column next to the Excel report record). The purpose of making this feature was to avoid any problems with existing reports breaking lines when run in Excel format. Note: Keep in mind, Excel is already available to your users as long as that has been set in the available Display Formats of the report record; this convert tool is typically not needed.

Access

The Access button brings you to the below screen and allows you to give users access to the specific report as needed.

There are two main access types:

Access By User’s System Role
Access based on “Username”

Granting Access by user’s System Role enables an administrator to allow users of a specific role(s) in the system to have access to a particular Report SQL Template. An administrator is also able to be more direct in granting access to a Report SQL Template by having the ability to search for users by name.

Important Note: This option is only displayed with the following System Property set to “Yes”. This property can be found from the Home Screen > System Administration > System Report Administration.

Audit

When you click the Audit icon you will be directed to the following screen. You will have the ability to Audit the reports that have previously been ran or scheduled in iRIS (scheduling reports is covered in the next section).

You also have the ability to search by Dates and Usernames.

Important Note: this option is only displayed with the following System Property set to “Yes”. This property can be found from the Home Screen > System Administration > System Report Administration.

When this property is set to “Yes” the History tab will become available in the Report Scheduler, as seen in the image below.

Schedule

When you select the Schedule icon you will be able to schedule reports to be sent to you or other users as specified. Please select the Schedule Reports link to be navigated to a section at the end of this manual which covers the steps in scheduling reports.

Download

When you select the Download icon a copy of the report can be downloaded for future use. This feature is much like the Import/Export feature when using the System Forms Designer. A copy can be downloaded and saved to your desktop and uploaded when selecting to Add a New Record in the System Report Administration main screen. Select Add a New Record for additional details regarding this, described earlier in this manual.

Hide

Selecting the Hide checkbox will allow you to completely hide a report from users all together, regardless of their access. This is very helpful, as there are many pre-canned reports that come with your iRIS system. The Hide feature allows only the reports displayed that are applicable to your needs.

Title

This displays the title of the Report.

Type

This displays the type of the report, which is basically where in the system the report can be accessed. More information about the Type of the report can be found in the Add New Record section of this manual.

Pre-canned

This displays whether the report is pre-canned. A pre-canned report is a report that is built into iRIS by our development team for your convenience. Pre-canned reports have limitations to what can be edited. Also, pre-canned reports cannot be deleted from your system, they can only be hidden.

Description

This displays the description of the report. This description will appear in the Helpful Information button seen by the user when the report is used.

Scheduling Reports

Scheduling STEP 1: Execution Pattern

The opening screen (shown below) is where you will create a recurring pattern for the report you have chosen. The date pattern is setup by choosing a Start Date from a pop-up calendar, an End Date (Optional) from a pop-up calendar and selecting a Pattern from the drop-down box. If you are uncertain how long a period you want the report to run, you do not have to select an end date. By leaving this open, your report will continue its scheduled pattern indefinitely. You can choose to have your report run on one of the following Recurrence Patterns: Daily, Weekly, Monthly, or Yearly.

Daily – When choosing the Daily Recurrence Pattern, you have the option to run your report every day, every 2 days, 3 days, and so on; up to 30 days (as shown below).

Weekly – The Weekly Recurrence Pattern lets you schedule reports in weekly increments, from every 1 to 5 weeks. You can also indicate the day that you want the report to run.

Monthly – The Monthly Recurrence Pattern allows you to schedule reports on a monthly basis, from every 1 to 11 months. This pattern also incorporates two different schedule patterns – by the week or by the day. First, you can choose a specific week of the month (1 to 4), in conjunction with a specific day of that week (Sunday through Saturday). The second pattern allows you to pick which day of the month the report is to run (the 1st through the 28th). Simply click on the radio button in front of the plan you wish to use.

Yearly – The Yearly Recurrence Pattern lets you schedule your report every 1 to 2 years. The specific month and day the report is to run can be selected as well.

Once you have established your pattern, click Save and Continue in the upper right corner of screen.

Scheduling STEP 2: Report Filters

Step 2 is where you manage report properties. Here you will select what type of format the report will be displayed in: PDF, HTML, Excel or Word and Select Department to associate the report to.

Make your selection and then click Save. The following screen will appear, displaying your report type and the column names included in your report.

Edit Filters – Clicking this button will take you back to the previous screen where you can change your report type selection.

Run Test – Clicking this button will prompt a test run of the report that will be sent to only the user requesting the test run.

Scheduling STEP 3: Users (Optional)

Step 3 is Optional. The user setting up the schedule will automatically receive the report based on the execution pattern. However, you can select additional iRIS users that you want the report to be sent to. You can also delete a user at any time.

Add User(s) – When you click the Add User(s) button a popup search window will appear. Enter either the first or last name of the user you would like to add to the report schedule. If you are unsure of the spelling, you can enter a portion of the first or last name. If you know the user’s primary department you can also include that in your search criteria. Once you have entered your search criteria, click Find. Click the icon in the Select User column and that user will appear in the table under the Users tab.

After adding a selected user, their information becomes available under the Users tab in Step 3 (see screenshot below).

A checkbox will also become available in the first column for newly added users.

Delete User(s) – If you need to remove a user from this list, simply check the record to be deleted and click the Delete User(s) button at the top right side of screen.

When a user is added to a scheduled report, that user now has the ability to change the schedule through System Report Administration (if they have access).

History (Optional)

Within the History tab is a table that contains records for each time the report is run, including test runs. This table contains the following columns:

Audit # – Report Audit ID.

Report Title – Name of report.

Download – Clicking this icon will bring up the report in the format selected when scheduled.

Schedule Name – Gives a brief description of the schedule (how often it is set to run).

User – The name of the user that the report was sent to.

Last Run – The date the report ran.

Email – The email address of the user listed.

Note: In order for the History Tab to be visible set the system property system.use_report_auditing to “Yes”. Find this property by navigating to System Administration > System Configuration > Reports Administration. This property when enabled gives privileged users the ability to track the history of a report. Each time a report gets executed the system will back up the output document and store it in the database.