Custom Report

Editors may use the Custom Report option to create reports containing data from commonly viewed areas of the system. Report templates can be saved and run whenever needed. Saved report templates will be available in the Report drop-down menu.

A Get more help link located on the Create Custom Report page provides information on available views, the fields within the view, and the purpose and content of the view and fields. (The full contents of database help may be downloaded as a tab-delimited file via the Database Help link on the Reports page.)

To create a new report:

1. Click the New Report button to open the Create Custom Report page.
2. Use the drop-down menu to select a view.
3. Click Submit to display the list of fields contained in the selected view.
4. Check the box next to field names to include them in the report. Each name appears as a link; click the link to get information about the field.
5. Click Submit to proceed to the report definition grid.
6. Use the grid to define criteria by selector and value to limit the report definition.
   • The criterion drop-down menu is specific to the view selected.
   • Up to five criteria may be defined to limit the search.
   • Clicking Search without selecting any criteria returns the full contents of the table.
7. Optional: Specify order for results. One or two criteria may be defined for primary and secondary sort order.
   1. Check the box next to First ORDER BY, use the drop-down menu to select a criterion, and choose either ascending or descending order.
   2. Check the box next to Then ORDER BY, use the drop-down menu to select a criterion, and choose either ascending or descending order.
8. Limit results by user status. For views that contain user information, an additional drop-down menu appears. Report results may be limited to include all users, to exclude inactivated users, or to include inactivated users only.
9. Cross Publication Report – All Publications: This setting appears only if the feature is enabled for the publication. Check the box to return results from all publications in the Publication Group.
10. Set results options:
    • Show results onscreen.
      • Create extraction data file for download: Check the box for this setting to display Download links on the results page. Clicking the link will export the results in a tab-delimited format, which can be viewed in Excel or another program.
      • Show Summary Only: Check the box next to this setting to see only the number of records returned by the query.
    • Download extraction data file only: Check the box for this setting to display Download links on the results page. No results or summary data are displayed on the results page.
11. Click Search.
12. Optional: Save report definition as a template. Saved reports are accessible only by the user who created them.
    1. On the report results page click the Save Report Definition As button.
    2. Enter a name for the report definition. (This name will appear in the Choose Report drop-down menu on the Custom Report page.)
    3. Click Submit.

Working with saved reports

To run a saved custom report:

1. On the Custom Report page, select the report in the Choose Report drop-down menu.
2. Click the Run Report button. (The results page displays as defined in the saved report.)

To edit a saved custom report:

1. On the Custom Report page, select the report in the Choose Report drop-down menu.
2. Click the Edit Report button to display the list of fields contained in the selected view.
3. Follow steps 4 – 12 in To create a custom report and edit settings as needed.

To delete a saved custom report:

1. On the Custom Report page, select the report in the Choose Report drop-down menu.
2. Click the Remove Report button.
3. In the confirmation pop-up window, click OK.

Tip: When using the Authors and Submissions View to list submissions, add a criterion of Revision Number IS EQUAL TO 0 (i.e., zero) to ensure that the report returns one record per submission. Similarly, when using the People and Address view to list users, use a criterion of Primary/Alternate Address Indicator IS EQUAL TO true (or 1) to ensure that the report returns each person only once, under the main address.

 

 

 

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