Viewing Previously Scheduled Reports in BusinessObjects

When a report has been run in "schedule" mode, it is stored in up to three different areas for a set period of time. This guide provides basic step-by-step directions for accessing and using each of the three different areas. Users may choose to use whichever option works best for them.

BusinessObjects User Guide
Locating Reports in the Folder System
Setting Prompts in Reports
Running a Report in "View" Mode
Running a Report in "Schedule" Mode
Viewing Previously Scheduled Reports
- Demonstration Video
- Viewing Report Run History
- Using the BI Inbox
- Using the Instances Panel

Demonstration Video

This video goes over how to view previously scheduled reports in BusinessObjects. Length: approx. 8 minutes. Closed captioned. Password available from the helpdesk or ServicePoint System News.

Viewing Report Run History

Copies of scheduled reports are stored within Report Run History for 60 days after they have been run unless deleted prior to that date. Each report's run history is separate from other reports. Report Run History can be opened from within the folder system.

1: On the row for the report you wish to run, click on the ••• button on the right-hand side to open the options menu for the individual report.
2: In the dropdown, select History to open the individual report's run history.
3: Reports with a green checkmark at the beginning of the row (as shown in the red circle in the screenshot below) have finished running. They can be opened by clicking on the ••• button to open the menu.
4: Click View to download/open the report.; Warning! If a report contains identifying information (names or initials, dates of birth, entire or partial SSNs, etc.) about clients, it may not be transmitted via email unless encrypted.

Using the BI Inbox

Copies of scheduled reports which were marked for delivery to the BI Inbox are referred to as documents and are stored within the BI Inbox for 365 days unless deleted prior to that date. All documents and alerts in the BI Inbox are stored together with the most recent document or alert shown at the top. The BI Inbox can be accessed from the BusinessObjects home page.

Note: If a report was scheduled with the format of "Web Intelligence" selected, it will not open properly from within the BI Inbox. ICA recommends using one of the other two methods for viewing previously scheduled reports in this guide to open reports scheduled with the format of "Web Intelligence" selected.

A: Document/Alert Selector
In this area, you can select which document or alert you wish to view.
B: Options Menu
By clicking on the ••• button, a dropdown appears which allows you to mark the document/alert as unread, to organize the document/alert, or to delete the document/alert.
C: View Report
Clicking this button will open or download the document, depending upon the format selected when the report was scheduled.; Warning! If a report contains identifying information (names or initials, dates of birth, entire or partial SSNs, etc.) about clients, it may not be transmitted via email unless encrypted.

Using the Instances Panel

Copies of scheduled reports are stored within the Instances Panel for 60 days unless deleted prior to that date. The instances panel can be accessed from the BusinessObjects home page.

D

Date Range Selector
Using this calendar picker, you can select the date range of report instances you wish to have shown on this screen. After entering a new date range, you must click the "Go" button (H) in order for the page to refresh.

Note: By default, the Instances Panel shows only reports that were scheduled to run on the current or previous day. In the event you wish to see reports run outside of that date range, you must adjust the date range in this field. The date is in the DD.MM.YYYY format in this selector and must be changed by using the calendar picker or by entering the date range in the DD.MM.YYYY format. The format DD/MM/YYYY is not accepted.

E

Status Selector
Using this dropdown, you can filter the view to show only report instances with specific statuses (i.e., success, running, pending). After making a selection in this dropdown, you must click the "Go" button (H) in order for the page to refresh.

F

Type Selector
Using this dropdown, you can filter the view to show only report instances in specific formats. After making a selection in this dropdown, you must click the "Go" button (H) in order for the page to refresh.

Note: The only formats which are generated for the Missouri HMIS are Web Intelligence, Adobe Acrobat, Microsoft Excel, and Text (CSV, CSV & HTML Archive). Selecting the other options in the dropdown will yield no results.

G

Title Search
If you know the name of the report you're trying to find, you can enter it here. After entering a search term in this field, you must click the "Go" button (H) in order for the search to run.

H

Go Button
After setting or modifying any of the filters (D, E, F & G), this button must be clicked for the page to refresh.

J

Options Menu
On the row for the report you wish to view or delete, click on the ••• button on the right-hand side to open the options menu for the individual report. Then select the appropriate option from the dropdown. Descriptions of two options are available below.

View

Clicking "View" will cause the report to be opened or to download, depending upon the format of the document and the settings of your web browser.

Warning! If a report contains identifying information (names or initials, dates of birth, entire or partial SSNs, etc.) about clients, it may not be transmitted via email unless encrypted.

Delete

Clicking "Delete" will cause the document to be deleted from the Instances Panel and Report Run History.

What about the other options in the dropdown?

The other options available in the dropdown menu either are not used within the Missouri HMIS or should only be utilized by the ICA Reporting Team.

Need Assistance?

If you have any other questions about how to use BusinessObjects or need assistance, please use the "Contact the Helpdesk" button in the lower right-hand corner of the screen to request assistance.