Manage Reports

To load a saved report, click Load menu link at the top of the screen in any area of functionality. The 'Saved Reports' window will list all available reports.

Search and Filter

To search for reports use the big textbox on the top. As you type your query report names and descriptions are included in matches, with the results updated dynamically.

You can also filter the results by type or letter:

  • By type: Click the type icons to the right of the search bar to filter the results. The selected report types are underlined with a blue coloured line once selected. When no type is selected then all available reports are shown (default).

    Icon Description
    Shows the Crosstab reports
    Shows the Pages reports
    Shows the Query reports
    Shows the Venn reports
    Shows the Analytics Viewer reports
    Shows the External reports

    By default, folders are only displayed if they contain saved reports. You can use the folder icon toggles to show or hide empty folders.

  • By letter:  Click one of the blue coloured letters just below the search bar narrows the results to the reports which start with that letter. Use 0-9 to show only the reports starting with a number or All to show them all.

You can change the view of the results using the drop-down list at the top-right of the window. Select one of the following:

  • Folder (default): Displays folders, subfolders and reports starting with the "My Reports" folder.

    If there are deleted items a "Recycle Bin" folder will appear at the top. You can perform the following actions:

    • Click the x icon next to an item to permanently remove it from the database
    • Restore: Restores an item to its original location
    • Empty: Permanently removes all of the contained items
  • Viewer: Offers a thumbnail viewer style display of saved reports
  • Owner: Displays a folder for each user, listed alphabetically
  • Modified: Displays the folders as dates listed in descending order
  • Last Used: Displays the folders as dates and lists them in descending order
  • Most Used: Displays the folders as numbers and lists them in descending order
  • Index: Alphabetically displays a folder for each index that exists in the current search engine
  • Schedule: Displays two folders to group reports based on whether they are scheduled or not
  • Tags: Displays only reports that contain tags
  • Linked
  • Templates: Displays only reports that have been saved as templates,
  • Favourites: Groups the reports in Favourites and Not Favourites

The following options are also available:

  • Combine Queries: The Combine Queries option allows you to select multiple saved queries and load them so that the search strings are all combined into a single query.

    Example: For the queries Beef Products – *beef* and Chicken Products – *chicken* loading them using Combine Filters, the following is displayed:

    (+(beef*) +(*:*)) OR (+(chicken*) +(*:*))

    The combined query shows records fro both beef and chicken products.

  • Combine Filters: Enable this before viewing a report allows you to also include any current search criteria or filters. The button will turn white to indicate that it will combine filters when the report is shown.

 

Manage Single Reports

Each saved report entry contains several elements.

Element Description
Checkbox Activates the Selected Reports tab
Type icon Indicates the type of the report as described in Search and Filter.
Name Clicking on the name also loads the report against the latest data in the index.
Date-Time The date and time the report was last modified
Icons

Allow access to several actions:

Icon Action Description
Add to favourites Adds the report to the Favourites list. Use the view drop-down list at the top of the window to access this list.
Remove from favourites Removes the report from the favourites list.
Run Report Loads the report against the latest data in the index.
Add Schedule Opens a pop-up window for Report Scheduling.
Edit Schedules

When a schedule is already created for the report or folder this opens a context menu with the following options:

  • Create New Schedule: Opens a pop-up window for a new Report Scheduling

  • <report/folder name>: Opens the 'Schedule Details' summarising the previously configured steps.

    You can perform the following actions:

    Edit: Reconfigure the parameters of the relevant section. Click Save to confirm your changes

    Remove: Delete the schedule

    Execute Now: Apply the modified schedule
Options

Opens a context menu with several options.

  • Open Report in Edit Mode: Edit a Crosstab or Pages report without first running the report.

  • Rename Report: Rename a report by changing its Name and Description through the 'Report Details' window.

    Click Save to apply your changes

  • Remove Report: Deletes a report.

  • Export Options: Allows you to set the default export options for a report.

    Select the relevant options, as detailed in Importing & Exporting, and click Save to set the options as the default settings that will appear whenever a user clicks Export while viewing the report.

  • Toggle Template: This option saves the customised settings of a Crosstab or Pages report allowing you to set them as a default for future reports. This report is now displayed in the Templates view with a faded icon.

    To create a new Crosstab or Pages report based on a template, select the name of the template in the context menu that appears when you select New Crosstab report or New Pages report.

  • Upload Report Preview: Upload a custom image file for the report by clicking Select File on the pop-up window.

  • Update Report Preview: If changes are made to the report and the preview is no longer accurate, this option generates a new image.
  • Remove Report Preview: Deletes all previews from the report.
  • Generate Report Preview: Takes a screenshot of the report, creating a thumbnail preview image. This image is visible when you select View in the drop-down list and when you access the Analytics Viewer if enabled by the system administrator.
  • Generate Report Specification: Creates and downloads a PDF file detailing the technical components that constitute the report. This includes the Data Sources, Data Source Groups and Indexes used when the report was created along with any logic used during the creation process.

 

Manage Multiple Reports

Click the checkbox next to one or more saved report to activate the 'Selected Reports' tab. All the selected reports are shown with their checkboxes enabled for executing one of the available batch actions. You can still exclude any report(s) from these actions by disabling the corresponding checkbox(es).

  • Copy: Copies the selected items to another location without moving the source files. Select the new location by checking the folder's checkbox in the pop-up window.

  • Move: Changes the location of the original files. Select the new location by checking the folder's checkbox in the pop-up window.

  • Remove: Deletes multiple files and folders at once (with confirmation). Removed files and folders will not be permanently deleted using this method, but instead moved to the "Recycle Bin" folder.
  • Clone: Creates independent copies of the selected reports or folders. The cloned items are created into their source folder, suffixed with a number.

  • Switch Index: Runs a report against a different index, reducing report creation time by making use of indexes that contain common fields.

    Select the required index from the To Index drop-down list and click Switch Index to complete the process.

  • Update Filters: By selecting multiple schedules and clicking this, the filter values that are used across separate schedules can be updated. Click Edit next to the relevant filter to make changes and click Apply to save them.
  • Export: Downloads the selected items through the currently used web browser as a ".cxairreports" file that can be imported into other Analytics instances.
  • Generate External URL: Create an Analytics Viewer link that can be accessed by 'view only' users:
    • Run as Self: (checkbox): Check this for the reports to load using the current user configuration and data permissions. If unchecked you will be prompted for a different user’s credentials.
    • Enabled (checkbox): Controls whether the generated link will be active

    Click Apply to generate the URL, then copy and paste it to access the reports in the Analytics Viewer.

  • Clear: Deselects all entries in the 'Selected Reports' tab.

 

Manage Folders

Each folder entry under "My Reports" or "Public Reports" folders contains several elements.

Element Description
Checkbox Activates the Selected Reports tab
Name The folder name
Icons

Allow access to several actions:

Icon Action Description
Add to favourites Adds the folder to the Favourites list. Use the view drop-down list at the top of the window to access this list.
Remove from favourites Removes the folder from the favourites list.
Add Schedule Opens a pop-up window for Report Scheduling.
Edit Schedules

When a schedule is already created for the report or folder this opens a context menu with the following options:

  • Create New Schedule: Opens a pop-up window for a new Report Scheduling

  • <report/folder name>: Opens the 'Schedule Details' summarising the previously configured steps.

    You can perform the following actions:

    Edit: Reconfigure the parameters of the relevant section. Click Save to confirm your changes

    Remove: Delete the schedule

    Execute Now: Apply the modified schedule
Options

Opens a context menu with additional actions.

  • New Folder: Creates a new folder under the current one. Provide a Folder Name and an optional Description, then click Create.

  • Rename Folder: Rename a folder by changing the Folder Name and Description, then click Modify to apply your any changes.
  • Permissions: Affect which users will be able to see the folder and its reports. There are three levels of permission that can be granted to a user:
    • Read – the user can only see reports in the folder but cannot run them or write new reports into the folder.
    • Write – the user can add new reports or remove reports from the folder but cannot run them.
    • Execute – the user has full access rights to the folder, including the ability to view/run reports.

    Note: Permissions cannot be granted to users on your "My Reports" folder and its subfolders.

    To change existing permissions of users or groups, check or uncheck the required options and click Save.

    To add new user or group permissions click New Permission. You can then select one or more users to add to the permissions list using either the 'Users' or 'Groups' tabs. If there are a large number of users/groups in your Analytics database, use the Filter box to search for the required user or group.

    Once your selection is complete, click Add Permissionsand select which permission levels to give to each new user.

  • Remove Folder: Deletes a folder.

  • Properties:

 

Manage Tags

Each tag entry under "My Reports" folder contains several elements.

Element Description
Checkbox Activates the Selected Reports tab
Type icon A magnifying glass icon indicating a query.
Name Clicking on the name also loads the tagged query results against the latest data in the index.
Date-Time The date and time the tag was last modified
Icons

Allow access to several actions:

Icon Action Description
Add to favourites Adds the tag to the Favourites list. Use the view drop-down list at the top of the window to access this list.
Remove from favourites Removes the tag from the favourites list.
Run Report Loads the tagged query results against the latest data in the index.
Options

Opens a context menu with several options.

  • Rename Tag: Modify the Name and/or Description of the tag and click Save.

  • Remove Tag: Delete the tag.

  • Upload Report Preview: Upload a custom image file for the report by clicking Select File on the pop-up window.

  • Generate Report Preview: Takes a screenshot of the report, creating a thumbnail preview image. This image is visible when you select View in the drop-down list and when you access the Analytics Viewer if enabled by the system administrator.
  • Generate Report Specification: Creates and downloads a PDF file detailing the technical components that constitute the report. This includes the Data Sources, Data Source Groups and Indexes used when the report was created along with any logic used during the creation process.