Reportings


Definition

A reporting is used to extract data from Product name - ev itsm.png (in real-time) in order to generate statistical reports.

EndDefinition

With the difference compared to filters and views present at each level of each element of the application, reporting allows the personalization of reports for each menu outwards of the predefined process. They can also be used as an archiving tool or to build a history out of the trends by taking a snapshot of the different information at regular intervals.
    Example documentation icon EN.png

  • Views: List of Equipment in Stock, List of late Incidents
  • Reportings: Monthly Activities for Requests, Current Service Desk situation
     

Each report:

  • Is made out of filters and views based on a parent query contextual with the menu to which it is attached;
  • Is executed by applying one of the filters and by presenting the filtered data via one of the views;
  • Can be executed:
    • Manually via the menu to which the reporting is attached;
    • Automatically following a given frequency via a scheduled reporting; the generated reporting (PDF, CSV...) is then sent automatically by email to a list of defined recipients.

      Example documentation icon EN.png  Execution once per month for the monthly activity reports for the managers of the IT department

  • Is attached to a folder allowing organizing reports depending on their function.

Examples

1. The report Workstations under Warranty by Configuration is defined for the Asset Management module and uses the parent query Equipment:

  • Two filters for the reporting: Equipment Marketing under Warranty; Equipment Others under Warranty
  • A view: List of Equipment under Warranty

From the Asset Management module, two reports can be executed:

  • The application of the filter Equipment Marketing under Warranty and the use of the view List of Equipment under Warranty --> Generation of a statistical report displaying the equipment with a Marketing configuration under warranty.
  • The application of the filter Equipment Others under Warranty and the use of the view List of Equipment under Warranty --> Generation of a statistical report displaying the equipment with a configuration under warranty that is different from Marketing.

2. To avoid the manual launching of the report in the preceding example, scheduled reports are created by defining a frequency for the execution of the two statistical reports:

  • Execution frequency: First of the month at 7 am
  • Date of the next execution: The 1st of August

To verify the scheduled report works without having to wait until the 1st of August, we activate the reporting by back dating the next execution date. The first execution was scheduled for August 1; enter the date for the Next Computing Date the first of the month preceding the current date which would be July 1.

Notes

  • A report can be changed either via the menu Administration > Reports or via the menu Reports of the module to which it is attached.
  • A new report can be created only via the menu Administration > Reports.
  • A new parent query can only be created when you create a new report. The new queryis associated to the report and will be available on all pages using the parent query.
  • You may add other fields manually to the parent query of the report (under the condition to own the edit rights for the displays of the module to which it is attached): Click on Edit icon.png related to this field.
  • You may changed the filters and views of a reporting via the Reports menu option of the related module, under the condition to own the edit rights for the filters and the views of the module to which it is attached: Click on Edit icon.png to the right of the drop-down lists to the right of Filter and View.
  • In a scheduled report, the sender of the email is the one specified in the MAILER_SCHEDULER parameter.
  • Once scheduled and enabled, the scheduled report appears in the scheduled tasks. If you are unable to activate it, check that the scheduler is started and the parameters are correct.
  • You may export and import reports.
  • The scheduled reporting engine integrates a security which guarantees performance is optimal: any individual query taking more than 5 minutes is terminated and the file result is empty. Queries taking more than 5 minutes to execute are usually advanced mode SQL queries requiring optimization. See SQL optimization recommendations for more details.

Best Practice big icon.pngBest practice

  • If you want to present the results of a scheduled report by domain, you must create a scheduled report for each domain.
  • When creating a scheduled reports, force the first execution by back-dating the activation date to verify the contents of the report immediately without waiting until the scheduled date for the first execution.
  • In order to avoid to slow down the network performances, schedule the execution of scheduled report outside of the period where many users need to access the Product name - ev itsm.png application (Overnight or during the Weekend).
  • Reserve the necessary disk space for the large files (like CSV files), on the application server and the mail server.
  • Check the size limits for sending joined pieces by email.
  • Verify that the parameter settings for the reception of the reports on your WEB server is correct.
  • When the triggering of a scheduled report "A" depends on the end of execution of a scheduled report "B" with an uncertain processing duration (Variability due to volumes to process, access time...), define and plan a sequencing of tasks between these two processes rather than define a fixed frequency for the scheduled reporting "A".

Screen descriptions

Reports

   Reporting.png

Menu access: Administration > Reports > Reports

Main Information

Name: Description identifying the report. 

Comment: Free area allowing entering details about the report. 

Theme: Name of the module to which is attached the report. The report is displayed in the Reports menu of this module.

Folder Name: Folder name for the report, specifying where it is saved. 

Parent Query: Name of the parent query to which is attached the report. 

  • Only the parent queries defined to the Theme will be proposed.
  • You may create a new parent query via Add icon.png (Note: Only when you create a new report and if you did not select a parent query).
  • You may add fields manually via Edit icon.png.

Form: Name of the form to open when the user selects a record in the report.

  • Only the forms related to the Parent query will be proposed.
  • The display mode of the form depends on the selected option:
    • Integrated: Display of the record in Form mode, which can be changed depending on the rights of the user; icon Display popup icon.png positioned at the beginning of each line of the report
    • Pop-up: Display of information about the record in a secondary window, which cannot be changed; icon Display popup icon.png positioned at the end of each line of the report

Filter Management

Name: Filter related to the report, which can be built in assisted mode or in advanced mode.

FilterMode_AssistedAdvanced
  • The filter criteria are only selected among the fields of the parent query (simple mode) and possible additional fields added manually (complete mode).
             Filter assisted mode.png

    • According to the field type, an assistance for the completion of the conditions can be available.
               Example documentation icon EN.png  Delimiters for dates, value lists, tree structures
    • Fields added manually appear under their alias name; if the alias is empty, the field name in the database is displayed.

      Example documentation icon EN.png

      • Alias name: Phone
      • Field name in the database: PHONE_NUMBER
      .
  • Advanced mode
             Filter advanced mode.png

    • The filter is completed as an SQL query which can call any field of the data model.
    • No assistance for the completion is available.

Plus icon.png: Adds a new filter

Display popup icon.png: Updates the filter

Minus icon.png: Deletes the filter

Default: When several filters are defined for the report, the default filter is the one that is proposed automatically in the Filter drop down-list in the page Reports of the related module. 

View Management

Name: Label of the view associated to the report.

Plus icon.png: Adds a new view

Display popup icon.png: Updates the view

Minus icon.png: Deletes the view

Default: When several views are defined for the report, the default view is the one that is proposed automatically in the View drop down-list in the page Reports of the related module. 

Scheduled reports

   Scheduled reporting.png

Menu access: Administration > Reports > Scheduled Reports

Main Information

Name: Description identifying the scheduled report.

Domain: Name of the domain for which is defined the scheduled report, allowing to generate the reports using the data of certain locations / departments / categories of equipment / topics. 

  • By default, the scheduled report is defined for the domain Whole Company.
  • To generate reports for several domains, you need to create as many scheduled reports as the number of domains you desire.

Frequency: Frequency for the calculation of the scheduled report is taken into account starting from the Next compute date. The parameters vary depending on the selected frequency:

  • Every [N] Month / Days / Hours: Enter the desired frequency, expressed in Universal Time;
  • Depends on: Launches the calculation of the alert automatically once the calculation of another scheduled reporting is finished (Sequencing of tasks). The list proposes all the existing scheduled reportings.

Example documentation icon EN.png Every 3 months, the 30th at 6 pm; Every 15 days at 10 pm; Every 3 hours. 

Next Compute Date (Note: Only if the selected Frequency is different from Depends on option): Date / Hour where the next execution of the calculation for the scheduled reporting is scheduled.

  • Update: also via the Enable wizard

Best Practice icon.png  To initialize the execution of the calculation immediately: enter a date for the first calculation prior to the current date.

Recipients (Employees / Groups): List of recipients for the scheduled report. It can be employees and/or groups of employees. 

  • At least one recipient must be selected: Employee or group. 
  • Click on the user_list.png to select an employee or group_list.png to select the recipients from the data entry help window. You may also enter the names of the recipients into each area; Separate by a semicolon.

Title: On the notification email sent to the recipients, subject of the scheduled report. 

Message: Text of the notification email. 

List of reports

Group of reports to be sent to the recipients.

  • Select the filter and the view to be used to generate the report as well as the output format;
  • Only the filters and views defined for the selected report will be proposed.

Plus icon.png: Associates a new report to the scheduled report

Minus icon.png: Deletes the report

List of Cross Tables

Group of cross tables to be sent to the recipients. A cross table allows crossing the different information (Example: Number of Incidents by Location and by Urgency). To restrict the selection, a filter can be applied (e.g.: Only open Incidents).

  • Select the table and the filter to use to generate the report as well as the output format.
  • Only the filters defined for the selected cross table will be proposed
  • Cross tables are defined in the module Continual Improvement.

Plus icon.png: Associates a new cross table to the report

Minus icon.png: Deletes the cross table

Procedures and Wizards

How to create reports and use them in a scheduled report

1. Proceed to the page Administration  >  Reports > Reports and click on Add icon.png.

2. Enter the report parameters.

  • You may add fields to the parent query by clicking on Edit icon.png related to the field Parent Query (You need to be assigned to a profile with the rights to display the module).
  • You may create a new parent query by clicking on Add icon.png (Note: The icon is unavailable if you have already selected a query).

3. Save your changes by clicking on [ FINISH ].

4. Check that the new report is present in the Reports menu of the module to which it is attached.

5. Define the scheduled report is associated to the new report:

  • Proceed to the page Administration  >  Reports > Scheduled Reports and click on Add icon.png.
  • Enter the parameters of the scheduled report and specify the report to send by mail to the recipients.
  • Click on [ FINISH ].

4. Enable the scheduled report via the Enable wizard and verify the purge appears in the scheduled tasks.

How to create a report from a model

1. Proceed to the list of reports and click on Edit icon.png related to the report to be used as a model.

2. Enter the name of the new model and change the desired parameters.

3. In the last wizard step, click on [ SAVE AS ] to avoid overwriting the model.

Wizards

Reports

Delete icon.png : Deletes the report 

Edit icon.png : Updates the report

Scheduled reports

Enable: Activates the scheduled report and triggers its execution at the specified frequency by specifying the date of the next execution.

Best Practice icon.png

  • To start immediately a scheduled report, type a next execution date that is already over.
  • To verify if a scheduled report is active:
    • Proceed to the page Administration > Reports> Scheduled Reports > List and check the Enabled checkbox is checked.
    • Proceed to the page Administration > Scheduled Tasks > Scheduled Reports and check the treatment appears.

Disable: Stops the frequency for the execution of the scheduled report.

Best Practice icon.png  To verify if the scheduled report is inactive:

  • Proceed to the page Administration > Reports > Scheduled Reports > List and check the Enabled checkbox is unchecked.
  • Proceed to the page Administration > Scheduled Tasks > Scheduled Reports and check the treatment does not appear.

Delete icon.png : Deletes the scheduled report

Edit icon.png : Updates the scheduled report

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Last modified by Philippe Franck on 2019/05/20 17:57
Created by Administrator XWiki on 2013/03/25 18:14

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