You can save the output of a report with a fixed date range for later viewing. Saved reports can also be copied to other users or even emailed to other individuals, even if they are not Journyx users. The following section describes all of these functions.


Saving Reports

   

To save a report in Journyx, select either 'Display report in browser and save report output' or 'Save report output only' without displaying in browser (see figure 28.2). Additionally, you must designate a name for the saved report for  identification purposes. By default, the system will name the output file with same name of the Saved Report. You may change this name. The last option determines when the saved report will expire and be automatically deleted from the system. Saved report expiration defaults to 3 months, but you can change the expiration to suit your needs.


Creating Saved Reports

Figure 28.2. Creating Saved Reports


Once you have selected the report format, chosen the method for saving and specified the name , click the Run Report link next to the selected report. The report will run and the output will be saved for later viewing. Please note that the report data is saved at the time you run the report. Therefore, any modifications you may make to the report after it has been run (i.e., changing the subtotaling options when using a Cube Report) will not be saved. To save reports that have been modified after the initial run, export the report data to Excel or another similar program.


Existing Saved Reports can be seen by navigating to Reports-->Saved Reports (see figure 28.3).
The list of saved reports, located at the top of this screen, includes all reports that you have saved, as well as any saved reports that have been copied to you by another user within your organization. This screen includes the following information on each saved report you, as a user, have access to: report name, date run, report type, output format, and file size. This screen also provides access to the tools needed to copy or email saved reports to other users both ithin and outside the system database. To view a previously Saved Report, simply select the report you wish to view from the list of Saved Reports and click the View button.


Saved Reports

 Figure 28.3. Saved Reports 


Copying a Saved Report to Users

   

You can copy your saved reports to other users in the Journyx system. To copy a report to another user, select the report you wish to copy from the list of saved reports. You may then select one or more users shown in the select list. To select more than one user, ctrl-click each name in the select list. Once you have selected the user(s) you wish to copy this Saved Report to, click the Copy To button. When copying a single report to other users, you will be able to rename the report for those users. However, when copying multiple reports to users, you will not be able to rename the report for those users. 


Emailing a Saved Report


Saved Reports may be emailed to anyone with a valid email address. Before you can email a saved report, the system requires the following items be established in the system:

  • Email System Settings            
  • Fully qualified domain name of server                       
  • SMTP mail server name    
  • Custom Fields            
  • Your email address           
  • Email address of recipient


Without your email address and the System Settings configured, you will be unable to email any Saved Reports. Additionally, you will not be able to email Saved Reports to other users who do not have an email address entered for them in the Custom Fields section of Journyx. For these users, as well as anyone who is not a user within your organization's Journyx installation, you may manually enter email addresses in the text field located to the right of the user select list. Email addresses entered into this field may be separated by commas, semicolons or carriage returns. You may also utilize the User select list and the email text entry field in combination. One you have selected the Saved Report you wish to email and have indicated which users or email addresses you would like to send the selected report to, click the Email To button. If any users you selected from the user select list do not have an email address entered in the Custom Fields, the system will display a red text error message indicating which users were not sent the Saved Report. Emailed Saved Reports arrive as attachments within the email itself. The format of the attachments varies depending on the output format of the saved report that was mailed. HTML Reports arrive as plain HTML files that contain the contents of the report. These function exactly like HTML reports as discussed above. HTML Printable reports arrive as plain HTML files that contain the contents of the report. These function exactly like HTML Printable reports as described above. Cube Reports arrive as an HTML file and an XML file that combine to create the Cube Report. These function exactly as Cube Reports as discussed above, including the limitations associated with this report format. Plain Text (Exported) reports arrive as a tab-delimited .txt file that contains the contents of the report. These files can be imported into Excel or another similar program.


If you encounter difficulties emailing Saved Reports because either the Email System Settings have not been set for your organization's installation of Journyx or because you or your intended recipients do not have email addresses defined within Custom Fields, please contact your system administrator to correct these issues.


Administrator Management of Saved Reports


Administrators have some additional options on the Saved Reports screen. 


Administrator Saved Reports  

Figure 28.3.1. Saved Reports for Administrators


Administrators have the option to view saved reports for all users in the system, and they can use their Saved Reports area to delete old reports and clear up space on the Journyx server. The select list at the top on the left side allows Administrators to view their own saved reports or saved reports for all users. The select list at the top on the right allows  Administrators to see when saved reports were last viewed by anyone in the system. Reports with expiration dates will be deleted from the system if they are not viewed before the xpiration date. If a report is viewed by someone, the expiration date will be reset. Expiration dates are set by the user when saving the report. All of these options allow dministrators to ensure that the Journyx server doesn't get cluttered with old and unused saved reports.