Organizing Reports

Users can create and store reports in the root folder or within an existing folder to store reports. Administrators can create folders in the Shared Reports area, which can be accessed by all users or limited to users based on the role(s) assigned to the user.

To create a new folder to store reports:

  1. Navigate to a report area (e.g., Personal Reports, Shared Reports) or folder in which the new folder is to be created.
  2. Hover the mouse over the Add button and select Folder from the list.

  1. Type the name of the new folder into the Folder field
  2. OPTIONAL: Type a description into the Description textbox.
  3. OPTIONAL: As a designated administrator of a User Group and from the Shared Reports area, specify restricted access to this folder based on a user's role. By default, all roles have access to the folder. To limit access:
    1. Select the Specific Roles option.
    2. Move roles between the Available Roles and the Roles With Access list-boxes by double-clicking on the listed role or by selecting the role and then clicking the (right) or (left) icon. At a minimum, the roles currently assigned to the user creating the folder must have access.
  4. Click Save to create the new folder.

To modify a report folder:

  1. Click the icon to modify the corresponding report folder.
  2. As desired, modify the folder name and description in the provided fields.
  3. OPTIONAL: As a designated administrator of a User Group and from the Shared Reports area, specify restricted access to this folder based on a user's role. By default, all roles have access to the folder. To limit access:
    1. Select the Specific Roles option.
    2. Move roles between the Available Roles and the Roles With Access list-boxes by double-clicking on the listed role or by selecting the role and then clicking the (right) or (left) icon. At a minimum, the roles currently assigned to the user creating the folder must have access.
  1. Click Save to commit the changes.

Changes are reflected in the Name column and the Last Modified column is updated to the current timestamp.

To delete one or more report folders:

  1. Select the desired folder(s) by enabling its respective checkbox(es).
  2. Click the Delete button.
  3. Click OK to confirm the removal.

Note:

Deleting a report folder removes all reports stored within that folder. A backup copy of deleted reports is stored in the ..\_Definitions\_Reports\_Backup directory before they are removed from the application. Imported reports will be deleted from being visible in the application interface but will not be deleted from the _Reports directory.

After creating a new report folder, move reports out of the root folder to make the workspace more manageable.

To move reports into a folder:

  1. To move a single report, hover the mouse over the icon and select Move from the list of actions or select the report with the checkbox adjacent to the report name and click on the Move button. Multiple reports may be moved by selecting the reports and clicking on the Move button.

  1. OPTIONAL: From the Organization drop-down menu, select a user group. Organizations are not available by default. The administrator must have specifically enabled the Organization capability and created multiple organizations.
  2. From the Destination Folder Type drop-down menu, select a folder type.
  3. OPTIONAL: From the Folder tree, locate and select a folder to store the report in.
  4. Click Save to move the report.