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Reports Sets

Info Center > Reporting > Report Sets

A report set is a collection of report definitions. You can run or schedule a report set definition just like you would an individual report definition. This saves you the trouble of running or scheduling individual report definitions one at a time. All individual reports in the report set use the filtering and distribution settings you select when a report set is run or scheduled.

You assign report definitions to a report set definition in the right hand pane, using the Assigned Reports section of the Schedule tab.

Folder Trees

Report set definitions are organized using two folder trees in the middle pane, underneath Private and Shared cabinets. Use the following options to manage objects in these folder trees:

Always Available

  • Folder Properties - Display the name, description, and owner of a folder, and your access rights to the a folder.
  • (Apply Filter) - Enter text in the filter edit box, then click the funnel icon to apply filtering to the folder trees. Filtering is case-insensitive. Match occurs if filter text is found anywhere in the folder trees.

When a Folder is Selected

  • Share Folder - Shares a folder with user roles and individual users. Applies to shared cabinet folders only.

    Note: See guidelines for share rights to objects within folder trees in the Folder Rights topic.

  • New Folder - Creates a new folder underneath the selected cabinet or folder.
  • Delete Folder - Deletes a selected folder.
  • Rename Folder - Renames a selected folder.
  • New Report Set - Opens the report set editor to create a new report set definition in the selected folder of the folder tree.
  • Take Ownership - Takes ownership of a folder you do not own. This option only displays for master role users.

When a Report Set Definition is Selected

  • Edit Report Set - Edits the selected report set definition.
  • Delete Report Set - Deletes the selected report set definition.
  • Run Report Set - Publishes the selected report set definition immediately.
  • Schedule Report Set - Schedules publishing of the selected report set definition.

Creating a New Report Set or Editing an Existing Report Set

You can set the following options for a report set.

  • General - Enter the report set name and description.
  • Message - Enter the subject line and message used to notify users when the report set is distributed.

Running / Scheduling a Report Set

You can click Run Report Set to run the report set immediately or click Schedule Report Set the schedule the report set to run in the future, once or on a recurring basis. You can set options in any of the following tabs.

  • Schedule Report Set - This tab displays only when you click the Schedule Report Set button, not when you click the Run Report Set button. Schedule the report set to run once or periodically. Each type of recurrence—Once, Daily, Weekly, Monthly, Yearly—displays additional options appropriate for that type of recurrence. Periodic scheduling includes setting start and end dates for the recurrence.
  • Filters - Filter the selection of data included in the report set by organization, machine group, machine ID or view. For some report sets a department filter and service desk filter are available.

    Note: All individual reports in the report set use the filtering and distribution settings you select when a report set is run or scheduled.

    Note: Filtering by organization or machine group is mandatory for most types or reports. You can publish report sets across multiple organizations by selecting a View Definition.

  • Distribution - Select recipients of the report set. By default the person running or scheduling the report set is selected as an Info Center > Inbox message recipient. Selected users can be sent an Inbox user message or an email. Visibility of users is limited by the scope you are using.
  • General - Change the message used to notify users when the report set is run.

Managing Published Report Sets

Select any report set to see the following tabs in the right hand pane.

  • Schedule - This tab shows two sections:
    • Assigned Reports - Click the Assign button to assign existing reports definitions to this report set definition. click Remove to remove a selected report definition from the report set definition.
    • Scheduled Requests - Each publication of a selected report set definition is listed in this section. The list includes both past and future publications of the selected report set definition.
    • Click any column header drop-down arrow , then Columns to select which columns display in the table. Click the Sort Ascending or Sort Descending icons to sort the table by the selected column heading.
    • The Status column displays one of the following:
      • Pending
      • Completed and Approval Required - Click the icon to view the completed report set, then approve or reject it. If even a single report in a report set requires approval, the entire report set must be approved to distribute all of the reports.
      • Completed and Rejected - Click the icon to view the completed and rejected report set. You can subsequently approve it.
      • Completed and Distributed - Click the icon to view the report set.
      • Error - The report set failed to publish.
    • The Recurrence, Last Ran and Next Run columns describe how often a report set is published, when it last ran and when it will run next. The Recurrence Pattern and Ending On columns describe details of a recurring report set. Additional columns identify the filter options selected for the report set.
    • You can Refresh the entire Schedule tab to ensure the display of Schedule data is up to date.
    • You can select any publication row and Delete the row or Reschedule the row.

      Note: Visibility of rows in the schedule table is limited by the scope you are using. Your selected view definition has no effect. It does not matter whether you were designated a recipient of the report set. Recipients can access the completed report set in their Inbox.

Viewing Published Reports and Report Sets

Recipients of reports and report sets can view published reports in these locations:

  • In the Schedule tab of Reports, Reports Sets, or Scheduled Reports, click the next to a Completed report or report set to display a dialog box that contains one or more hyperlinks to published reports.
  • If published to a recipient's Info Center > Inbox, click links embedded in the Inbox message.
  • If published to a recipient's email address, open the published reports as email attachments.