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The [[SmartSimple]] reporting system, an integral part of our business operating system, allows you to manipulate both the contents and the presentation of data contained in one or more of the SmartSimple tables. Unlike a table, reports present only the data that meets the criteria you define - they can also aggregate and display summarized data information.
You can utilize the functionality of reports in your [[SmartSimple]] [[instance]] without additionally buying or installing software. Reports are completely created from within the standard [[Interface|interface]] and are viewable from any [[Browser|browser]], as well as via '''Microsoft Word '''or '''Excel '''with the appropriate SmartSimple [[Exporting Reports|plug-in]].
'''Benefits of Reports: '''
:: {{Icon-Menu}}
'''<strong> '''</strong>
::: [[File:Batch delete repeorts.png|250px|border]]:
'''<strong> '''</strong>
:# A confirmation message will pop-up on your screen. Click '''Yes '''to confirm the deletion.
The reports will be deleted and your list view of reports will refresh to display these changes.
===Individually Deleting a Report===
:# Click on the 9-square menu icon on the top right of your page. ::: {{Icon-Menu}} # :: ::* Under the heading '''Tools, '''select '''Reports.'''# ::* Click on the '''pencil icon '''next to the name of the report that you want to delete to go into '''Edit '''mode for that report. # ::* The report details will be displayed, and at the bottom will be a '''Delete '''button among a row of other buttons. Click on the '''Delete '''button. :::: [[File:Delete report.png|800px|border]]# ::: :::* A confirmation message will pop-up on your screen. Click '''Yes '''to confirm the deletion.
The report will be deleted. Your page will refresh and you will be brought back to the list of reports, now updated to reflect your deletion.
In order to see which reports have been deleted from your system, either by you or another user, you can always click onto the last tab in the '''Reports '''section of the system, titled '''Deleted Reports.'''
:::* '''Note: '''Only a user with [[Global System Administrator|System Administrator]] privileges can view the '''Deleted Reports '''tab. ::::: [[File:Deleted reports section.png|900px|border]]:::
'''<strong> '''</strong>
1. Click on the 9-square menu icon on the top right of your page.
::::: {{Icon-Menu}} :::
2. Under the heading '''Tools, '''select the hyperlink '''Reports.'''
Once you click this checkbox, two buttons will appear on the top left of your page underneath the tab labels. The '''reload '''button will allow you to restore the deleted report so that it will once more be accessible, viewable, and modifiable in your system. The '''trashcan icon '''will allow you to permanently delete this report, so that it is not accessible even from the '''Deleted Reports '''tab.
::::: [[File:Restore or purge deleted reports.png|150px|border]] ::: :::* '''Note: '''If you choose to permanently delete a report, a pop-up confirmation message will appear. Click '''Yes '''to go through with this purge.
<pre> Any reports that have been deleted for over one year will be automatically purged. </pre>
The second tab on the '''New Report '''page is labelled '''Advanced. '''This tab will display all the advanced settings that can be configured for the report.
::::: [[File:Advanced report functions.png|400px|border]]:::
The options for the '''Advanced''' tab are described in the table below:
Toggling on this option will use Open Data Protocol to simplify data-sharing across disparate applications in enterprise, Cloud, and mobile devices.
:::* This feature will only appear for '''Neo Reports'''; it is not available for new '''Classic Reports. '''
|-
||'''Disable Global Template'''
Scrolling further down the '''Advanced Settings '''tab will allow you to modify the functionality of caching for reports and field.
::::: [[File:Report more advanced.png|500px|border]]:::
{| class="wikitable"
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'''Caching Options: Enable - '''Enabling caching is a useful function that can help improve loading time and reduce the processing load on the server. This function is best for complex reports and reports that are accessed regularly.
:::* '''Do not '''enable general caching for reports that [[Prompting for Criteria in Reports|prompt the user for criteria]].
'''Caching Options: Cache By User - '''Caching by user'' must be used for'' when a report includes [[:Category:Criteria|criteria]] to filter based on the user that opens the report (i.e. =@userid@).
'''Cache Life Span - '''Enter an appropriate cache life span in minutes. Therefore, rather than re-creating the report each time it is run, caching stores the results for the duration specified in this field. The first time a report is viewed, it will be created by querying the database and live data will be displayed. Anyone viewing the report after this and ''within ''the life span will see a snapshot of the report from the cache.
:::* Changes to underlying data will not be reflected in the report during the '''Cache Life Span. ''':::* The report will be updated only once the life span has expired. :::* In general, [[Building Sub-Reports|Sub-Reports]] should not be cached, though the parent report can be cached if appropriate.
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'''Frequency - '''The frequency of field caching (what is also referred to as '''[[Scheduled Reports]]''') can be set as follows:
:::* '''''Disabled: '''''Default setting; indicates a report will not run on an automated schedule:::* '''''Daily: '''''The report will run every morning. :::* '''''Weekly: '''''The report will run every Sunday.:::* '''''Monthly: '''''The report will run on the first of every month.
'''Identifier Column - '''Select a report column from those available in the [[Report Builder]] that will uniquely identify the record to update. This is the ''match field ''as it indicates the field that allows the system to know which record to update.
The ability to '''Internet Enable '''a report is useful because it will make that report public, presenting real-time reports on the Internet - it generates a [[URL]] relating to that report that can then be linked to your website, or sent as a link in an [[Email|email]] or [[Overview of the Email Broadcast Application|email broadcast]] or other communication method.
:::* The person who clicks the link does ''not ''need to have login access to your [[SmartSimple]] system. :::* Once the link is clicked, the report is processed and the results are displayed accordingly.
<pre>The following steps are for reports made with Report Builder Neo, although the Classic Report Builder undergoes a very similar process for Internet Enabling reports. </pre>
1. Once you have the '''Reports '''section of your system open (see [[Reports#Accessing Reports|Accessing Reports]] if needed), click on the '''pencil icon '''next to a specific report name to '''Edit '''it.
3. Look for the field '''External Access. '''Toggle ''on ''the '''Internet Enabled '''feature.
::::: [[File:Report internet enable.png|800px|border]]:::
{| class="wikitable"
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If you want to password-protect your Internet-enabled report, write in a customized access key that the user must have in order to see the results of the report, even if they have access to the URL.
:::* The access key will append itself to the URL of the report. :::* By allowing people to view an Internet-enabled report specifically with an access key, you can remove access easily by simply changing the access key.
|-
||'''URL'''
||This URL, when inputted into a [[Browser|browser]], will enable the report to be downloaded onto the receiver's computer in an [http://en.wikipedia.org/wiki/XML XML]''' '''format.
|}
:::* The [[URL]]s for reports that are Internet-enabled are automatically generated. Simply copy and paste them to use it.
4. Click '''Save. '''
:::* '''Note: '''You can always tell whether a report is properly Internet-enabled if it has a '''black dot '''in the '''Internet-Enabled '''column on the main reports list view, found from '''Tools > Reports. '''See screenshot below. ::::: [[File:Internet enabled report.png|900px|border]]:::
[[Category:Reports]]