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View, share and manage custom reports

Explore more options in custom reports.

Following our video series to create a custom report? You'll find the links for each step below.

Custom Report options

  1. From the menu select Insights > Reports.
  2. Click the Custom tab which lists saved and newly created reports.
  3. Hover over a report name until you see the ellipsis menu (three dots) appear.  
  4. Click the ellipsis menu and the following options will appear for the selected report:
  • Prefilter and view report: Select your filters as required and click OK to run the report. Prefiltering will help your report to load faster and ensures you only see the data you need. You can also select a layout and format HTML, PDF, XLSX and CSV to view. 
  • View History: Show the previous ten activities (downloads and run history) of this report. Learn more
  • Share: Learn more
  • Edit Properties: Update the report name and description.
  • Add/Edit Layout: Create or Modify a Layout for this report. Learn more
  • Edit Data Model: Edit the Data Model for this report. Learn more
  • Export to XML: Export the report Data Model to XML for creating layouts offline using the plugin. Learn more
  • Import Layout: Import a layout (RTF file) created offline using the BI Publisher Template Builder plugin.
  • Delete Report: Delete this report.

Nota

The options you see for each report are based on the report type and your access permissions. You may not see all options on every report.

View a Custom Report

Click on the report name or select Prefilter and view report from ellipsis menu. The report will load and you can select the desired layout from the Layout Selector. If you selected Prompt at Run when defining your filters you’ll also be able to adjust them here from the left panel.

Nota

Large reports may take some time to load. After 30 seconds you’ll be given the option to wait or go back to the report listing page while your report generates in the background. Once the report is ready you can view it from the Report Run History panel.

Edit Properties (and Share)

Modify the report name and description, and share it with other users on the project.
Note: Only the Data Model and Layouts can be shared with other organizations. The actual data they see depends on what information they have been given access to on the project. See Who can see my Mail and Documents?

  1. Hover over a report and from the ellipsis menu, click Edit Properties.
  2. Edit the name and description as required.
  3. Edit share with, based on your access permissions. Select from the following options:
  • Private: The report is viewable only to the user who created the report on this project. New reports are Private by default. Requires minimum access permission to Create New Private reports.
  • Project Org: The report is viewable by all users in your organization on this project. Requires permission to Create Project Org. reports. The report can be edited and managed by users in your organization who have minimum permission to Create Project Org. reports. 
  • Project: The report is viewable by all users in all organizations on this project. Requires permission to Create Project reports. Only the user who created the report can edit and manage it.
  1. Click Save and you’ll see a confirmation message.

Nota

Want to edit or share a standard report, or a report shared with you by other users? No problem. Open the report and click Save As to save a copy of the report. You can then edit and share the copy with others (based on your access permissions).

Save a copy of a report

Save a copy of a report which you can edit later. This allows you to create slightly different report layouts to display your data in different ways.

  1. Click on the report you wish to copy.
  2. Select the layout to copy, and click Save As.
  3. Enter a name, description and share option for the new report.
  4. Click Save.

Export a Custom Report

  1. Click on the report name or select View Report from dropdown menu.
  2. Once the report has loaded select the desired layout from the Layout Selector.
  3. Click Export As and choose a format to export the report.

Nota

  • Exporting to CSV will export the entire data set defined in your Data Model, including filters. However, any filters set in your Layout will be ignored. Follow the steps below to export a layout to CSV.
  • If your data model contains multiple main subject areas, then it cannot be exported as CSV.

Export as CSV

Follow these steps to enable CSV exporting for a report layout.

  1. Hover over the report and from the ellipsis menu, click Add/Edit Layout.
  2. From the layout listing page click View a list to display all layouts in list view.
  3. Find the row of the layout you wish to export, and click the Output Formats field.
  4. Scroll down the list and tick Data (CSV).
  5. Click Save.

This will enable CSV exporting for the selected layout only. You'll need to repeat these steps for any other layouts you want to export to CSV.

Avoid changing any other options here, as doing so may result in errors with your report.

Nota

If you don't have permission to edit the layout then you’ll need to ask the creator of the report to enable this option.

Search and filter

Search and filter custom reports based on report name and report metadata such as:

  • Report Information
  • Main and supporting subject area
  • Shared with
  • Modified By
  • Date Modified.

You can filter reports created by yourself or reports created in the current project only. Click the filter chips to filter by Report Information, Main subject area and Shared.
 

Nota

  • Date Modified: Click the info icon to see the date the report was created, and who created it.
  • Shared with: Click the info icon to see which projects the report is shared across and the project it was created in.
     

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