Reports - Save and Send Report Views

About Roles for Working with Report Views

• All users with the Reporter or Report Manager role will be able to create new Report Views
• With the Reporter role, you'll have access to the Edit and Delete buttons if you're the Report Owner or Creator 
• With the Report Manager role, you'll have access to the  Edit and Delete buttons for all Report Views
• Anyone with the Reporter role can create a Copy of a Report View
• Anyone with the Reporter role can Share a Report View

About Saving Report Views

The reports you save or schedule to send will be created as report views.

When you save a Report View, the Date Range Fields are static. We recommend setting the Date Range to the Calendar or Financial Year and then setting up a Send Schedule for the last day of the month. This allows you to send Year-to-Date Reports automatically every month. For sending monthly Report Views, we recommend creating, customizing, & saving a Report View for January (or the first month of your financial year) and then making copies for each month by editing the Date Range and Send Schedule.

Create a Custom Report View & Set up the Send Schedule

1. From Reports, select the base report such as Live Event: Event Totals - Grouped by Course, Instructors: Attendance Totals - Grouped by Instructor,  or Learner: Learner Requests, etc.
2. Customize the Report Data by adding fields, setting the Date Range, sorting columns, filtering columns, etc.
   
3. Create the custom Report View by clicking the + Create a new Report View button.
4. In the Title field, give the custom Report View a name and provide a Description.
   
5. Expand the Schedule section and create a Schedule by clicking the +Schedule Report button.
   Note:
6. Add recipients, set the Sender/Reply Address, and review and modify the Subject & Body as needed.
7. Click Save Report and review the schedule.

About Scheduled Email Suspension

To reduce SPAM, schedules will be suspended by the system if they go unused according to these rules

• Daily schedules will be suspended for reports that have not been accessed in 18 days
• Weekly schedules will be suspended for reports that have not been accessed in 6 weeks
• Monthly schedules will be suspended for reports that have not been accessed in 3 months
• Yearly schedules will be suspended for reports that have not been accessed in 1 year

Report Sharing via Link

You can share a link with any UniversitySite user to give them access to the report data. Users given the "Reporter" role can view the report online; those without the Reporter role will be issued a spreadsheet download.

After you Share the link, you can revoke access and generate a new link if you previously shared this report. Anyone with the current link will no longer be able to access it. This revocation will also affect anyone scheduled to receive the report via email. Those users will receive the new link in their upcoming scheduled email.

To Revoke Access to a Shared Link

1. From the Saved Report View page, click the Edit button.
2. Click the Revoke Link button.
3. Confirm by clicking Revoke Link and then clicking Save Report.

Global Search

Quickly find Saved Report Views using the Global Search field:

Modify Saved Report Data

1.  Search for your Saved Report View and select it.
2. Click the Report Data tab.
   
3. Make changes and click the Save Changes button.