This guide walks you through how to navigate the Reports F8 tab in INSIGHT. Expand items in the list below to see how each action is performed.
Finding and Running Reports
You can filter which reports are displayed on the report list in the Reports F8 tab. The filter drop down box in the top left corner of the screen lets you choose which reports to display. You can display all reports, your personal favorites or all favorites (only favorites created with the "Can be viewed by all users check box" will be available in All Favorites). The search function is a "contains" search that displays all reports with the word entered in the search box anywhere in the report title.
- To run a report, simply click on the category to open the reports and select the report you want to run. Specify the parameters for the report such as the Start Date and End Date and any other optional parameters.
- To preview an image of the printed report, select Preview.
- To print the report select Print.
- To export the report to Excel, select Excel.
Note: Preview, printing, and exporting settings are different for Reporting Services reports. These types of reports have a dedicated set of action buttons to perform these functions.
Reports are organized into categories in much the same way files would be organized into folders on your computer. You can create your own categories and move reports into that category using the Favorites button.
Report Format Types
INSIGHT contains two main report format types, each for different purposes. The type of report is indicated by the icon preceding the report name in the report organization panel.
Summary reports are designed for printing summarized data and/or handouts. When you run a summary report, an additional toolbar appears at the top of the report. Use this toolbar to page through the report, refresh the report, print the report, change the report format, change the page layout and export the report to Microsoft Excel or PDF format.
A detail report is a list of items with predefined attributes or properties that appear in the columns. These reports are designed for researching and finding certain information.
Report Access Settings
The Access button lets you control Access to reports based on Security Groups.
You can specify which security groups are allowed access to specific reports by selecting that security group from the Group list. The security group is a setting determined for each staff member in the Staff Editor. To make a report visible for a selected security group, select the check box next to the report. To disable access, clear the check box.
You can also view which security groups have access to which reports. To enable/disable access to a report, click the report and select or clear check box for each group you for which you wish to change access.
Save Favorite Reports
The Favorites button lets you save a report you've run along with any filters, grouping or parameter settings as a Favorite.
Simply choose the report you want to move and run the report using the Run Report button. Next, click Favorites and choose Add as Favorite from the menu. Once a report has been saved as a favorite, it displays in the reporting tree under the original branch and in blue text.
Note: Reports that are saved as a favorite do not get updated as the system is updated. If you attempt to run a favorite report and receive an error, check the original report. If the report has changed, you will need to rerun the report and save it as a favorite again.
You can rename the report and choose an existing category or type in a new category name. If you want the custom report to be public, or shared with other users, select the Can be viewed by all users check box. Only users with the appropriate security group will be allowed to view the report.
The report will be memorized with the parameters you set when you run the report. When you create a custom report or favorite, the text for the report title will change to a blue color. You can also update and delete Favorite reports from the Favorites sub-menu. Note that you must first run a report before saving it as a Favorite. Only custom reports and favorites can be deleted and updated using the Favorites menu commands Update Favorite and Delete Favorite.
Organize Detail Reports
You can customize detail reports by grouping and filtering the columns. Group items in a detail report by dragging the column into the gray header area where you see the text "Drag a column header here to group by that column."
Filter the report to include only rows that meet a certain criteria. Click on the drop down box for the column and specify column values and only rows that meet that filter criteria will display.
Working with Grouped Reports
When a detail report has grouping, the Expand All or Collapse All button will appear. This will allow you to expand (show all detail) or collapse (show groups) a report. The Fields button provides additional options for filtering or grouping information on specific reports. It is an advanced capability generally only useful in customizing reports. The sub-menu allows you to Expand or Collapse groups as well.