Reporting: BusinessObjects - How to Schedule a Report

This guide is designed to provide a basic overview of running reports in BusinessObjects using "Schedule" mode.

Running a Report in "Schedule" Mode

- Initiate Scheduling Report
- Setting Report Parameters
- Setting Report Features
- Download/Open Report

Viewing Previously Scheduled Reports

Initiate Scheduling Report

1: On the row for the report to be run, click on the ••• button on the right to open the options menu for the individual report.
2: In the dropdown, select Schedule to initiate scheduling the report.

Setting Report Parameters

3: ICA strongly recommends that the user change the Title of the report so that it will be better recognized, but this is optional.
4: Under Delivery Destinations, click Add.
5: In the popup that appears, check the box for BI Inbox.
6: Click Confirm. This ensures a copy of the report is delivered to and saved in the user's BI Inbox.
7: Select the recurrence that should be used for this scheduled report from the Run Report dropdown. ICA generally recommends using Now or Once, though Recurring can be utilized if desired. The Calendar option should not be used and will display an error message if selected.; Note: If Recurring is selected, keep in mind that while the report will run on the schedule selected, the date ranges selected in the prompts will not change.

Setting Report Features

Click on the Report Features tab to open the next screen.

Under F ormats, select the desired format from the available options. ICA generally recommends using Microsoft Excel - Reports. Certain reports may be formatted for PDF, but majority of report templates are optimized for export to Microsoft Excel - Reports. Do NOT select Microsoft Excel - Data as it will not maintain the report calculations and formatting.

Note: If Web Intelligence is selected, report results from this instance will not be maintained and it will not be able to be viewed via the BI Inbox. It must be viewed via the history tab or the instances panel. You must select Microsoft Excel - Reports or download the results to maintain record of results.

Click Edit Prompt Values. Once the prompt window opens, follow the instructions in the Setting Prompts section below to set each prompt as applicable to the report. If unsure about how to set a prompt (i.e., not sure what to click), a guide on setting prompts is available here.

Important! The prompt popup will take some time to open - potentially a couple minutes. Do not click Edit Prompt Values more than once or the system may freeze.

Click Schedule. If the report was scheduled to run "Now," it should start running within a few seconds.

Download/Open Report

Once the symbol at the beginning of the row turns to a green checkmark (in red circle in screenshot below), click on the ••• button to open the menu.

Click View to download/open the report.

Warning! If a report contains personally identifying information about clients, it may not be transmitted via email unless encrypted.

Need Assistance?

If you have any other questions about how to use BusinessObjects or need assistance, please contact the AKHMIS Help Desk to request assistance.