Using Reports

The Reports tab allows you to define sophisticated queries, specify display preferences, and save reports to use repeatedly. Within the Reports tab, you can complete tasks in the following subtabs:

• Create Report
• Import Report
• Schedule Reports
• Library

Video: Systems Manager Reporting (1:48)

Creating & Editing Reports Using the Report Wizard

The report wizard allows you to create and edit report definitions. This wizard guides you through each step of the process.

Follow these steps to access the report wizard:

1. Click the Reports tab.
2. Click the Create Report subtab to begin the wizard.

The following sections contain detailed instructions for each step.

Step 1: Select Report Data

The Select Report Data page allows you to determine what type of information on which to report.

Follow these steps to complete the Select Report Data page:

1. Select a report data type from the list.
   Note: If you select the Hardware report data type, you must specify a hardware device in the corresponding drop-down list.
2. Click Next to continue with the report wizard.
   —OR—
   Click Cancel to discard your changes and display the Report Library.

Step 2: Select Report Style

The Select Report Style page allows you to choose how the information in the report displays.

Follow these steps to complete the Select Report Style page:

1. Select a report style:
   
   Tabular reports display information about individual items:
   
   
   Summary reports display total counts grouped by one, two, or three attributes:
   
   
   Matrix reports display the results of an aggregate expression, such as average, applied to a field within the report data type:
   
   Note: The matrix report style is not applicable for all report types.
   
   
2. Click Next to continue with the report wizard.
   —OR—
   Click Previous to display the preceding page in the report wizard.
   —OR—
   Click Cancel to discard your changes and display the Report Library.

Step 3: Define Report Filter

The Define Report Filter page allows you to create, edit, and remove report filters. Filters allow you to narrow the scope of information included in the report.

Follow these steps to complete the Define Report Filter page:

1. Add filters, edit filters, and/or remove filters.
2. Click Next to continue with the report wizard.
   —OR—
   Click Previous to display the preceding page in the report wizard.
   —OR—
   Click Cancel to discard your changes and display the Report Library.

Note: You can add filters and conditions to produce highly customized reports. You can also join filters with "AND" and "OR" for more flexibility in creating your reports.

Adding Filters

Follow these steps to add a filter to a report definition:

1. On the Define Report Filter page, click the create button to display the Add Filter page.
2. For Condition 1, select a field, an operator, and a value.
   For example, to filter on all assets in accounting, select Asset Department, equals, and accounting from the drop-down lists.
   

   For condition values that require a search, click the search button to locate a value. For example, follow these steps to filter on the system asset category:
   

   1. Select Asset Category and equals from the Condition 1 drop-down lists.
   2. Click the search button and search for the category called "system".

   For condition values that require a date, enter a date or click the calendar button to select a date. For example, follow these steps to filter on all scans that took place on October 1, 2006 or earlier:
   

   1. Select Last Scan Date and less than or equal to from the drop-down lists.
   2. Click the calendar button to display the calendar and select 10/1/2006 from the calendar.

3. From the Join filters with drop-down list, select AND or OR:
   • The AND option instructs Systems Manager to return criteria that matches all of the conditions for the filter.
   • The OR option instructs Systems Manager to return criteria that matches any of the conditions of the filter.
4. Click the Append Condition button to add another condition to the filter.
   Note: You must complete the values for the first condition before you can add another.
5. To remove a condition, click the Remove Condition button.
   Note: This action removes the last condition listed. If there is only one condition, it cannot be removed.
6. Click the Add to Report button to add the condition to the filter and return to the Define Report Filter page.
   —OR—
   Click Cancel to discard your changes and return to the Define Report Filter page.

Go back to the Step 3: Define Report Filter page.

Editing Filters

Follow these steps to edit a filter in a report definition:

1. On the Define Report Filter page, select the filter you want to edit.
2. Click the edit button to display the Edit Filter page.
3. For Condition 1, select a field, an operator, and a value.
   For condition values that require a search, click the search button to locate a value.
   For condition values that require a date, enter a date or click the calendar button to select a date.
   Refer to Adding Filters for examples.
4. Repeat the previous step for other conditions.
5. From the Join filters with drop-down list, select AND or OR:
   • The AND option instructs Systems Manager to return criteria that matches all filters for the report.
   • The OR option instructs Systems Manager to return criteria that matches any filter of the report.
6. Click the Append Condition button to add another condition to the filter.
   
7. Click the Remove Condition button to discard any unwanted conditions one at a time.
   Note: This action removes the last condition on your list. If there is only one condition, it cannot be removed.
8. Click the Save Changes button to add the condition to the filter and return to the Define Report Filter page.
9. Click Cancel to discard your changes and return to the Define Report Filter page.

Go back to the Step 3: Define Report Filter page.

Removing Filters

Follow these steps to remove a filter from a report definition:

1. On the Define Report Filter page, identify the filter you want to delete.
2. Click the delete button .
3. Click Next to display the next page in the report wizard.
   —OR—
   Click Previous to display the preceding page in the report wizard.
   —OR—
   Click Cancel to discard your changes and display the Report Library.

Go back to the Step 3: Define Report Filter page.

Step 4: Select Columns (Tabular Reports)

The Select Columns page allows you to specify the columns and their display order for tabular reports.

Follow these steps to complete the Select Columns page:

1. In the Available Columns list, select the columns that you want to include in the report.
   Press and hold the Ctrl key to select multiple columns.
2. Click the arrow button to move your selections to the Display Columns list. Columns display in the order in which they are shown in the list.
   Note: Systems Manager initializes the Display Columns list with commonly displayed data for the report type.
3. In the Display Columns list, select the column(s) you want to move and use the up and down arrows to place the columns in the order in which to display in the report.
   Note: If you want to add or remove columns after you save your report, you can do so when editing the report.
4. To remove columns from the report, select the column(s) in the Display Columns list and click the arrow button to move the column(s) to the Available Columns list.
5. Click Next to continue with the report wizard.
   —OR—
   Click Previous to display the preceding page in the report wizard.
   —OR— Click Cancel to discard your changes and display the Report Library.

Step 4: Customize Display (Summary & Matrix Reports)

The Customize Display page allows you to specify the display options for summary and matrix reports.

Follow these steps to complete the Customize Display page:

1. Choose a format from the Select a Display Format list.
   The Tabular option displays the results of the summary or matrix report in a table; all other formats display the results in a table as well as a corresponding graph or chart.
2. From the Group Size drop-down list, select from the following options:
   
   • equals
   • not equal to
   • greater than
   • greater than or equal to
   • less than
   • less than or equal to
   Enter a number.
   Note: This number indicates the minimum number of members a group must have to be included in the report. Group size refers to the number of items included in report results based on the specified group-by elements.
   For example, if you are filtering on assets and want to identify those that have duplicate serial numbers, enter 2 in the Group Size field.
3. Select the Display Percentage check box to display the number of items in each group and the relative percentage of each item.
   Note: This check box displays for summary reports only.
4. Click Next to continue with the report wizard.
   —OR—
   Click Previous to display the preceding page in the report wizard.
   —OR—
   Click Cancel to discard your changes and display the Report Library.

Step 5: Select Sort Order (Tabular Reports)

The Select Sort Order page allows you to determine the primary and secondary fields on which to sort in tabular reports.

Follow these steps to complete the Select Sort Order page:

1. From the Primary drop-down list, select the primary sorting field and then select Ascending or Descending.
2. From the Secondary drop-down list, select the secondary field and then select Ascending or Descending.
   For example, to sort the list alphabetically by asset location and then numerically (from highest to lowest) by serial number, select Asset Location and Ascending for Primary, then select Serial Number and Descending for Secondary.
3. Select the Limit results check box and select a number from the drop-down list to restrict your report results to the top X number of rows of a report. This feature is useful when creating a tabular report to display on the dashboard.
4. Click Next to continue with the report wizard.
   —OR—
   Click Previous to display the preceding page in the report wizard.
   —OR—
   Click Cancel to discard your changes and display the Report Library.

Step 5: Select Grouping Attributes (Summary Reports)

The Select Grouping Attributes page allows you to specify the attributes by which to group data for summary reports.

Follow these steps to complete the Select Grouping Attributes page:

1. From the Primary Group By drop-down list, select the primary grouping column.
   For example, if you select Priority for the primary group, the report displays the number of tickets for each priority as well as the total number of tickets.
2. From the Secondary Group By drop-down list, select the secondary grouping column.
   For example, if you select Priority for the primary group and Status for the secondary group, the report displays each ticket priority total by status. The report also includes the total number of tickets.
3. From the Third Group By drop-down list, select the tertiary grouping column.
   For example, if you select Priority for the primary group, Status for the secondary group, and Assignee for the tertiary group, the report displays each ticket priority total by status and assignee, along with the number for each assignee.
4. Click Next to continue with the report wizard.
   —OR—
   Click Previous to display the preceding page in the report wizard.
   —OR—
   Click Cancel to discard your changes and display the Report Library.

Step 5: Select Grouping Attributes (Matrix Reports)

The Select Grouping Attributes page allows you to specify the data and method for grouping data in matrix reports.

Follow these steps to complete the Select Grouping Attributes page:

1. From the Primary Group By drop-down list, select the primary grouping column.
2. From the Secondary Group By drop-down list, select the secondary grouping column.
3. From the Third Group By drop-down list, select the tertiary grouping column.
4. From the Apply Function drop-down list, select a function to apply to the attribute in the To field.
5. From the To drop-down list, select the attribute to which to apply the function.
   For example, if you select Asset Department from the Primary Group By drop-down list, Average from the Apply Function drop-down list, and Processor Speed from the To drop-down list, the report displays a list of asset departments and their average processor speeds.
6. Click Next to continue with the report wizard.
   —OR—
   Click Previous to display the preceding page in the report wizard.
   —OR—
   Click Cancel to discard your changes and display the Report Library.

Step 6: Save Report

The Save Report page allows you to save a report definition. You can also choose the location in which to store the report in the Report Library.

Follow these steps to complete the Save Report page:

1. In the Report Name field, enter a unique name for the report.
   Note: You must limit report names to 50 characters.
2. In the Description field, enter a brief description of the report.
3. The Read Me Location field allows you to attach files to reports. For example, you can attach supplemental instructions or reference information to those reports that need further explanation.
   Note: File locations must be available to the specialists who request it. For example, if a file is located on your company intranet, only specialists on the intranet can access the file.
   In the Read Me Location field, enter a path to link files to the report. You can link files using the following formats:
   http://...
   ftp://...
   file://server/share/...
   Note: If you attach a file using this method, Systems Manager displays the Read Me link next to the report name in the report library.
4. From the Folder drop-down list, select a folder in which to save the report.
   —OR—
   Click the create button to display the Create Folder page.
1. Enter a unique name for the new folder.
2. Select the Available to all specialists check box to allow all of the specialists in your company to view the folder. If you leave this check box blank, only you can view this folder and its contents.
   Note: The access level of the report must match the access level of the folder. For example, if you are creating a report for all specialists to view, you must save that report in a public folder.
3. Click the Create button to return the Save Report page.
4. Select the new folder from the Folder drop-down list.
5. Select the Available to all specialists check box to allow all of the specialists in your company to view the report. If you leave this check box blank, only you can view this report.
6. Review all of the criteria you have set for the report definition in the Report Summary section.
7. Click Preview to display a sample view of your report definition.
   Note: Click the Save button to return to the Save Report page.
8. Click Finish to save and run your report.
   —OR—
   Click Previous to display the preceding page in the report wizard.
   —OR—
   Click Cancel to discard your changes and display the Report Library.

Importing Reports

The Import Report subtab allows you to import reports from your PC or from the Community tab.

Follow these steps to import a report:

1. Click the Reports tab.
2. Click the Import Report menu to display the Import Report page.
3. Click the Browse button to select the XML file to import.
4. Click Import to import the report to display the Import Report page.
5. In the Report Name field, enter a unique name for the report.
6. In the Description field, enter a brief description of the report.
7. The Read Me Location field allows you to attach files to reports. For example, you can attach supplemental instructions or reference information to those reports that need further explanation.
   Note: File locations must be available to the specialists who request it. For example, if a file is located on your company intranet, only specialists on the intranet can access the file.
   In the Read Me Location field, enter a path to link files to the report. You can link files using the following formats:
   http://...
   ftp://...
   file://server/share/...
   Note: If you attach a file using this method, Systems Manager displays the Read Me link next to the report name in the report library.
8. From the Folder drop-down list, choose a folder for the report.
   —OR—
   Click the create button to display the Create Folder page.
1. Enter a name for the new folder.
2. Select the Available to all specialists check box to allow all of the specialists in your company to view the folder. If you leave this check box blank, only you can view this folder and its contents.
3. Click Create to return the Import Report page.
4. Select the new folder from the Folder drop-down list.
9. Select the Available to all specialists check box to allow all of the specialists in your company to view the folder. If you leave this check box blank, only you can view this folder and its contents.
10. Click Save to save and view your imported report.

Scheduling Reports

The Schedule tab allows you to manage scheduled reports, which increase visibility into the hardware and software of your corporate assets and improve the efficiency of your staff. For example, you can send PC system age reports to the VP of IT so he can budget for your asset refresh schedule.

Video: Scheduled Reports (3:42)

You can schedule reports from the Scheduled Reports report, from the report library, or from any saved report.

Scheduled Reports

The Scheduled Reports report allows you to view a list of all reports set for Systems Manager to run and distribute on a recurring basis.

You can also complete the following tasks from the Scheduled Reports report:

• Create a scheduled report.
• Click the edit button to modify an existing scheduled report.
• Click the action button to run a report on demand. This feature is useful for testing a newly-created report schedule or for running the schedule manually.
• Sort report data:
  Click any of the column headings to sort the information based on that heading. The arrow next to the heading indicates whether the sort order is ascending or descending.
  Click the column heading to reverse the sort order.
• Export report data.
• Click a link in the Last Run column to view the Scheduled Report History report.

Create Report Schedule

The Create Report Schedule page allows you to schedule reports to run on a recurring basis. Systems Manager runs these reports at the scheduled times and distributes the results to e-mail recipients. Scheduled reports improve your service by ensuring that the correct individuals receive the correct information at the correct time.

Follow these steps to create display and complete the Create Report Schedule page:

1. From the Scheduled Reports report, click the Create button.
   —OR—
   From the report library, click the Schedule link.
   Note: If the Schedule link does not display next to the report name in the report library, you are not authorized to schedule this report.
   —OR—
   From any report, click the action button .
2. In the Report section on the Create Report Schedule page, select a report and a format.
3. In the Schedule section, select the Enable schedule check box and select a start date, time, and set the recurrence schedule.
4. In the Email section, customize the address list, the subject, and the body of the message you want to send when Systems Manager runs the report.
   Note: You can include e-mail addresses outside of your Systems Manager users, you can select specialists and workgroups from within Systems Manager, or both.
5. Click Save.

Edit Report Schedule

The Edit Report Schedule page allows you to modify existing scheduled reports. This feature is helpful if you want to maintain a scheduled report but want to change the recipients or recurrence schedule, for example.

Follow these steps to edit a report schedule:

1. From the Scheduled Reports report, click the edit button next to the report you want to modify.
2. In the Report section, select a format.
3. In the Schedule section, select a start date, time, and set the recurrence schedule.
4. In the Email section, customize the address list, the subject, and the body of the message you want to send when Systems Manager runs the report.
   Note: You can include e-mail addresses outside of your Systems Manager users, you can select specialists and workgroups from within Systems Manager, or both.
5. Click Save.

Scheduled Report History

The Scheduled Report History report displays a list of each time Systems Manager runs a report. Systems Manager maintains one year of scheduled report history.

You can complete the following tasks from the Scheduled Report History report:

• Sort report data:
  Click any of the column headings to sort the information based on that heading. The arrow next to the heading indicates whether the sort order is ascending or descending.
  
  Click the column heading to reverse the sort order.
• Export report data

Report Library

The report library allows you to manage your custom reports. The library allows you to group similar reports together in a familiar, tree-style view. You can expand folders to see report names and collapse folders to display a more streamlined view.

Systems Manager allows you to create two types of reports and report folders:

• Public reports and report folders - available to all of the specialists in your company
• Private reports and report folders - available only to you

You must save public reports in public folders. Likewise, you must save private reports in private folders.

You can change folders from public to private or vice versa; however, any folder that you change must be empty. You can also change a report from public to private, but you must save the report in a private folder. Likewise, you can change a report from private to public, but you must save it in a public folder.

Within the report library, you can complete the following tasks:

• Manage Your Report Library
• Manage Reports

Managing Your Report Library

You can complete the following tasks on the reports Library page:

• View report folders
• Create report folders
• Edit report folders
• Remove report folders

Viewing Report Folders

Follow these steps to view the report folders in your library:

1. Click the Reports tab to display the report Library page.
2. Expand the folders to view individual report names.

Creating Report Folders

Follow these steps to create a new folder in your report library:

1. Click the New Folder button to display the Create Folder page.
2. Enter a unique name for the folder.
   Note: Systems Manager allows you to create folders with the same name as long as they are different access levels (public vs. private). For example, you can have a private "Assets" folder and a public "Assets" folder.
3. Select the Available to all specialists check box to allow all of the specialists in your company to view the folder and its contents. If you leave this check box blank, only you can view this folder and its contents.
4. Click the Create button to display your new folder in the tree on the Library page.
   —OR—
   Click Cancel to discard your changes and return to the Library page.

Editing Report Folders

Follow these steps to edit a report folder:

1. Click the Edit link next to the folder you want to edit.
2. Enter a unique name for the folder.
   Note: Systems Manager allows you to create folders with the same name as long as they are different access levels (public vs. private). For example, you can have a private "Assets" folder and a public "Assets" folder.
3. Select the Available to all specialists check box to allow all of the specialists in your company to view the folder and its contents. Clear the check box to prevent anyone else from seeing this folder and its contents.
   Note: You can only modify this field when the folder is empty.
4. Click Save to save your changes and return to the Library page.
   —OR—
   Click Cancel to discard your changes and return to the Library page.

Removing Report Folders

Follow these steps to remove a report folder:

1. Click the Remove link next to the report folder you want to delete.
   Note: You must remove all reports from a folder before you can remove the folder.
2. Click OK in the confirmation dialog box to remove the report folder.

Managing Reports

You can complete the following tasks with reports:

• View reports
• View and edit report filters
• Edit reports
• Copy reports
• Remove reports
• Schedule reports
• Export reports
• View report "Read Me" files

Viewing Reports

Follow these steps to view a report:

1. Click the Reports tab.
2. Click the Library subtab.
3. Click a folder link to display the folder contents.
4. Click a report link to display the report.
5. You can sort the report data or view more details:
• To sort the columns in a tabular report, click any of the headings to sort the information based on that heading. The arrow next to the heading indicates whether the sort order is ascending or descending. Click the column heading to reverse the sort order.
• To view ticket details in a report, click the ticket number link or subject link. To browse the details of other problem tickets, click the previous and next buttons surrounding the ticket number.
• For most charts and graphs, you can click the graphic to view more details.
• For most tabular lists, you can click a list item to view more details.
6. Click the filter arrow button in the upper right corner to view and modify the current filters and optional filters for the report.
7. Click the Apply Filters button to run the report again if you modify the filters.
   —OR—
   Click Cancel Changes to discard your modifications to the filter.

Note: You can also export report data.

Viewing & Editing Filters on the Report Page

On every report page, you can view current filters and optional filters. Current filters are those specified for the report definition through the report wizard. Optional filters are those you can apply to the report to further refine the results without returning to the report wizard.

Follow these steps to view and edit filters on the report page:

1. Click the filter arrow button in the upper right corner to display any current filters and the optional filters that are available for the report.
2. Modify the current and/or optional filter criteria and click Apply Filters to run the same report with the new filters.
3. Optional: You can save this report data.
4. Optional: To permanently add these filters to the report definition, click Save to display the Edit Report page.
   Note: If you do not want the new criteria to override the original criteria, you must change the report name on the Edit Report page.

Editing Reports

Follow these steps to edit a report in the report library:

1. Click the Edit button on the report page.
   —OR—
   Click the Edit link on the Library page.
2. On the Edit Report page in the Report Name field, enter a unique name for the report.
3. In the Description field, enter a brief description of the report.
4. The Read Me Location field allows you to attach files to reports. For example, you can attach supplemental instructions or reference information to those reports that need further explanation.
   Note: File locations must be available to the specialists who request it. For example, if a file is located on your company intranet, only specialists on the intranet can access the file.
   In the Read Me Location field, enter a path to link files to the report. You can link files using the following formats:
   http://...
   ftp://...
   file://server/share/...
   Note: If you attach a file using this method, Systems Manager displays the Read Me link next to the report name in the report library.
5. From the Folder drop-down list, choose a folder for the report.
   —OR—
   Click the create button to display the Create Folder page.
1. Enter a name for the new folder.
2. Select the Available to all specialists check box to allow all of the specialists in your company to view the folder. If you leave this check box blank, only you can view this folder and its contents.
   Note: Select and clear this check box to toggle the list of folders between public and private.
3. Click Create to return the Save Report page.
4. Select the new folder from the Folder drop-down list.
6. Click the Save button to save any changes to the Report Name or the report folder.
7. Click the Edit button to modify the report definition.
8. Click the Cancel button to discard your changes and return to the Library page.

Note: If the Edit link does not display next to the report name in the report library, you are not authorized to edit this report.

Copying Reports

Copying a report allows you to base a new report on an existing one. For example, you can copy the Average Resolution Time by Priority report, rename it Average Resolution by Category, and change the grouping attribute to Category.

Follow these steps to copy a report:

1. Click the Copy link next to the report you want to copy to display the Copy Report page.
2. In the Report Name field, enter a unique name for the report.
3. From the Folder drop-down list, choose a folder for the report.
   —OR—
   Click the create button to display the Create Folder page.
1. Enter a name for the new folder.
2. Select the Available to all specialists check box to allow all of the specialists in your company to view the folder. If you leave this check box blank, only you can view this folder and its contents.
3. Click Create to return the Save Report page.
4. Select the new folder from the Folder drop-down list.
4. Click the Save button to save any changes to the report name, report folder, or access to specialists.
5. Click the Edit button to modify the report definition.
6. Click the Cancel button to discard your changes and return to the Library page.

Removing Reports

Follow these steps to remove a report:

1. Click the Remove link next to the report you want to delete.
2. Click OK in the confirmation dialog box to remove the report.

Note: If the Remove link does not display next to the report name in the report library, you are not authorized to remove this report.

Viewing Supplemental Report Information via URL

To view more supplemental information about a report, click the Read Me link next to a report to display the file.