Business Intelligence Module Initial Set-up and Operations Viewpoint Construction Software

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1 Business Intelligence Module Initial Set-up and Operations Viewpoint Construction Software

2 Contents I. Overview... 3 II. BI Dashboard - Excel Spreadsheets... 3 Analysis Services... 4 BI Spreadsheet - Templates... 6 Adding a new Pivot Table... 8 Create Main Dashboard Graphs...11 Viewpoint Menu Ribbon...12 Drilling Down...12 BI Dashboard Pivot Tables and Formatting BI Spreadsheet Examples: III. Work Centers BI SSRS Reports SSRS - Overview SSRS - Adding Standard SSRS Reports to Work Centers...33 SSRS - Setting Up Customized SSRS Reports...37 SSRS - Subscribe To a Report...39 Copy a Report...40 SSRS - Setting up SSRS Reports after Install...41 SSRS - Setting up dual SSRS Report Servers...45 SSRS - Copy a report to a different SSRS Server...47 SSRS - Why do I have to enter my password again?...48 Installing Business Intelligence...49 Prior to Upgrading the Business Intelligence Module...49 Installing the Business Intelligence Module...50 Installing Viewpoint SSRS Reports...56 Running the Viewpoint SSRS Reports Installer...58 Setting Up SSRS after Installation...65 Setting Up Dual SSRS Report Servers Coaxis, Inc. dba Viewpoint Construction Software. All Rights Reserved. Viewpoint Construction Software and Construction Imaging are trademarks or registered trademarks of Coaxis, Inc., dba Viewpoint Construction Software in the United States and/or other countries. Other names and brands may be claimed as the property of others. 2 P a g e 1 2 / 3 /

3 I. Overview This document is designed to equip you with the knowledge necessary to install the Business Intelligence (BI) module and begin using its functionality. There are two methods of creating and accessing BI reports: BI Dashboards and Work Centers. The BI Dashboards are built using Excel spreadsheets and the Work Centers are built using SQL Server Reporting Services. II. BI Dashboard - Excel Spreadsheets 3 P a g e 1 2 / 3 /

4 Analysis Services Granting access to SQL Server Analysis Services is required in order for users to access data in the spreadsheets. 1. Connect to Analysis Services in SQL Server Management Studio 2. Right click on the server and select Properties to open the Analysis Server Properties window. 4 P a g e 1 2 / 3 /

5 3. Select the Security page. 4. Click Add 5 P a g e 1 2 / 3 /

6 5. Enter the domain account in the list box labeled Enter the object names to select(examples): 6. Click OK 7. Ensure that the domain account appears in the list box labeled Server administrators 8. Click OK BI Spreadsheet - Templates After installation of the BI module, the standard Excel spreadsheet templates need to be configured for your organization. The steps below describe how to copy the spreadsheet and connect it to the Analysis Services database. Please note, that Excel 2007 is required for configuring and running the spreadsheet templates. Excel 2010 is only supported using the free PowerPivot plug-in available from Microsoft. 1. Copy standard spreadsheet templates: Locate the spreadsheet templates (JCDashboardExcel.xltm and PMDashboard.xltm) in the Viewpoint Repository\Reports\Standard\BI folders on your Viewpoint server and copy them to a new name. Place the spreadsheet in a custom reports location on your 6 P a g e 1 2 / 3 /

7 server. Keep the.xltm extension and right click on file, select Properties, and uncheck the Read Only box. 2. Open Spreadsheet Template: Right click on the copied spreadsheet and select Open. Note: Double clicking will create a new copy and will not allow you to modify the template. 3. Enter Server Name: The spreadsheet should open on the Control Panel tab. Enter the Server Name (server where Analysis Services is installed). 4. Refresh Data: From the menu in Excel, select the Viewpoint BI menu and click Refresh. 5. Save: Click Save and answer No to the following message Make sure to save the spreadsheet as Excel Macro-Enabled Template (*.xltm). Make additional edits by right clicking on the copied spreadsheet and selecting Open. Note: Double clicking will create a new copy and will not allow you to modify the template. 6. Add Report Title: Create a new report title for your dashboard spreadsheet in Report Titles. Make sure to use a custom report location pointing to your custom 7 P a g e 1 2 / 3 /

8 reports folder. Adding a new Pivot Table 1. Insert Pivot Table 2. Choose Existing Connection select odcpivottables 8 P a g e 1 2 / 3 /

9 a. Note: You will need to follow steps 1-3 under Copying the template before adding a new pivot table. 3. Drag/Drop dimensions from field list to Rows, Columns, or Filters 4. Drag/Drop Measures and KPI s to Values 9 P a g e 1 2 / 3 /

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11 Create Main Dashboard Graphs 1. Go to one of the Datasheets 2. Click cancel, which will return you to the Main Dashboard tab 3. Go back to Data tab and find the data group from Step Select new measures in drop down boxes or change summaries (from above illustration). 5. Click Refresh Active Sheet 6. To graph, highlight entire table (above) and select Insert Chart from menu. 7. Right Click graph and remove unneeded fields. Chart after removing Paid and Received from Data Series 8. Create custom calculations on a datasheet by entering formulas in last column of table 11 P a g e 1 2 / 3 /

12 Viewpoint Menu Ribbon 1. Use the Filters to restrict information on the dashboard. Drilling Down 1. Create a hyperlink from chart on Main Dashboard to pivot tables by performing the following steps: a. Select chart on Main Dashboard b. Choose Insert on menu and click Hyperlink c. Select Place in This Document and choose a worksheet with a pivot table. 12 P a g e 1 2 / 3 /

13 d. Clicking on chart will now open worksheet with pivot table. BI Dashboard Pivot Tables and Formatting Spreadsheet templates are set-up in Excel and linked back to the OLAP server. The following examples show how to set-up some BI spreadsheets using Microsoft Excel P a g e 1 2 / 3 /

14 Note: If you are using Excel 2010, you will need to download the Microsoft PowerPivot which installs directly into Excel HA aspx Setup 1. Make sure your workbook is connected properly to the OLAP server. 2. On the Viewpoint BI menu ribbon, click Refresh. 3. Insert a new blank Worksheet. (Home Insert Worksheet menu). 4. Insert a blank pivot table on a separate sheet named Pivot Table. 5. Add the JC Company dimension to the Report Filter on the blank pivot table. Note: We will use the blank pivot to copy from as we create new pivot tables in some of the exercises. To copy a pivot table, highlight the entire pivot table (or go to Options menu Select Entire Pivot Table), right click and select copy. Then we can simply paste the pivot table to new worksheets. Your pivot table should look like the one below and that is what you will copy. 14 P a g e 1 2 / 3 /

15 BI Spreadsheet Examples: 1 8 The following exercises are designed to help you begin creating your own BI Spreadsheets. Exercise 1: Adding hierarchies from the Cube 1. Copy blank pivot table from Pivot Table worksheet. 2. Add the Job- Phase hierarchy and the Actual Cost measure. 3. Drilldown on Job Phase. 4. Notice naming convention of pre-defined hierarchies: Text separated by dashes. 5. Pre-defined Hierarchies in JC Cube Job Phase Fiscal Year Last 3 Quarter Month Status Company Contract Company Dept Contract Item Status Company Job Job - Phase 15 P a g e 1 2 / 3 /

16 Exercise 2: Creating Hierarchies in Excel 1. Copy pivot table from previous step. 2. Add Job and Job Phase to Rows. 3. Add Cost Type to Rows below Job Phase. 4. Drag Cost Type above Job Phase. 5. Collapse Cost Type Field. 6. Collapse Job Field. a. Select a group level in the pivot table. For example select Job or Cost Type Labor below Job P a g e 1 2 / 3 /

17 b. Select Collapse Entire Field from Options Menu. 7. You now have created your own hierarchy in an Excel Pivot Table Final Result Exercise 3: Adding and Viewing Trends 1. Copy blank pivot table from Pivot Table worksheet. 17 P a g e 1 2 / 3 /

18 2. Add the Fiscal Year Last 3 Quarter Month hierarchy to the rows. 3. Add the Actual Cost measure. 4. Insert a line chart. 5. Drill down to months for Q1. Notice how the actual cost is the total for each month. 18 P a g e 1 2 / 3 /

19 6. Add the Actual Cost Trend measure. 7. Notice how the Actual Cost reflects a running total through each month. Exercise 4: Using Months/Dates in Pivot Table Filter 19 P a g e 1 2 / 3 /

20 1. Copy the pivot table from the previous step. 2. Remove the Actual Cost Trend measure. Keep Actual Cost. 3. Drag Fiscal Year Last 3 Quarter Month up to the Report Filter. 4. In the Report Filter above the pivot table, click Select Multiple Items checkbox and uncheck Q4, Q3, Q2. Also, uncheck Mar and Feb under Q1. 5. Final result will be the total Actual Cost through Jan of the December 2009 fiscal year. 20 P a g e 1 2 / 3 /

21 Exercise 5: Adding Data Bars to graphically Show Large vs. Small Amounts 1. Copy blank pivot table from Pivot Table worksheet. 2. Add the Company Dept Contract Item hierarchy to the Rows. 3. Add the Current Contract measure (value). 4. Drilldown to Contracts in the Pivot Table. 5. Select Current Contract for one particular contract. 6. Go to Conditional Formatting under the Home menu. 7. Within Conditional Formatting, choose Data Bars More Rules. 8. Select the all cells showing Current Contract Amount for Contract values option Final Result 21 P a g e 1 2 / 3 /

22 Exercise 6: Adding Icon Alerts 1. Using the same pivot table, add Over(Under) Billed measure 2. Select an Over(Under) Billed Amount at the contract level 3. Go to Conditional Formatting under the Home menu. 4. Go to Icon Sets More Rules 22 P a g e 1 2 / 3 /

23 5. Change the following options outlined in the illustration below. Final Result Exercise 7: Filtering Based on Data 23 P a g e 1 2 / 3 /

24 1. Using the same pivot table, add the % Complete measure 2. Select a Contract in the Pivot Table 3. Click the down arrow under Row Labels Value Filters and choose Greater than or Equal To. 4. Select % Complete and type.10 as shown below. 5. Click OK and view how the list has now filtered down to contracts that are 10% complete or greater. 24 P a g e 1 2 / 3 /

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26 Exercise 8: Pivot Charts 1. Copy the pivot table from the previous step. 2. Remove % Complete and Over(Under) Billed. Keep the Current Contract measure. 3. Insert a Column Chart. 4. Click the Filter button under Row Labels 5. In the Filter, drilldown to one particular contract and select it. 6. In the pivot table, drill down on the one selected contract. Final Result 26 P a g e 1 2 / 3 /

27 Exercise 9: Applying a Chart Template 1. Go to the main dashboard 2. Right Click on the Cash Flow graph. 3. Go the Design menu and Save as Template within the Chart section (see below) 27 P a g e 1 2 / 3 /

28 III. Work Centers BI SSRS Reports SSRS - Overview SSRS (SQL Server Reporting Services) is a server-based report generation application that is included with Microsoft SQL Server 2008 R2. If you have the Business Intelligence module and you run the Viewpoint SSRS Reports installer, a library of standard reports is installed on the SSRS Report Server. These reports are specifically designed to be added to My Viewpoint Work Centers in the Viewpoint V6 Software, but they can also be ed to a list of users at regular intervals or launched from a site in a Viewpoint Connects portal. Security Overview Before setting up security on SSRS reports, you should know the following: To view an SSRS report in Viewpoint V6 Software, a user needs access to the report in both V6 and the SSRS Report Server. When you set up security on an SSRS report using the VA Report Security form, the system also automatically sets up that security on the SSRS Report Server. All SSRS security should be maintained using V6 so that the security in the application and in the SSRS Report Server stay in sync. The only time that you should set up security using the SSRS Report Manager is when a user should only be able to access a report using the SSRS Report Manager - for example if they are not a V6 user. When you set security on a SSRS report in V6, the system sets up security using item level security. This means that the SSRS report will no longer inherit security from the parent folder. If a user has only been granted access to an SSRS report at the folder level, that user will no longer be able to access the report once V6 changes security on that report to item level. There is no company level security on SSRS Reports - if a user can run an SSRS report, they can run it for any company. This means when setting up security on reports using the VA Report Security form, do not use the Company options to try to set up security on a specific company. Datatype security does not apply to SSRS reports. Security is pushed to all SSRS Report Servers that are set up on the RP RS Servers form. For example if you have dual SSRS Report Servers, security will automatically be pushed to both of the servers. Administrator User - SSRS Report Server 28 P a g e 1 2 / 3 /

29 The system will set up a V6user as a system administrator on the SSRS Report Server when you give them access to any of the following forms: VA Report Security RP Report Titles RP Report Copy Note: The user only needs access to one of these forms to be a system administrator on the SSRS Report Server. For example if they are denied access to VA Report Security but can access the RP Report Titles or RP Report Copy form, they will still be set up as a system administrator on the SSRS Report Server. The system will also give the user access to the VCS folder on the SSRS Report Server. This means the following: The user will be able to change folder level security on any subfolder in the VCS folder. The user will be able to access any subfolder or report in the VCS folder that has not been set up with item level security. Item level security means that there is security set up on a specific folder or report, and that folder or report will no longer inherit security from the parent folder. If you have set up security on the SSRS reports using V6, the user will only be able to access the reports in the VCS folder that they have been explicitly given access to. When you set up security on a report using V6, the system sets item level security on the report. This means security set up at the folder level will no longer apply to the report and the user will only be able to access the reports that they have been given access to in V6. Custom Security What is SSRS Custom Security? Viewpoint SSRS Custom Security is an optional component that you can install on the SSRS Report Server using the Viewpoint SSRS Reports installer, and it does two things: Allows users that log into Viewpoint V6 Software using a SQL login to view SSRS reports in V6. Allows Viewpoint Connects users to view SSRS reports in Connects. This means that you should not install Custom Security if all users log into V6 using a trusted connection, and users do not need to view the SSRS reports in Viewpoint Connects. Disadvantages of Custom Security Custom Security has the following disadvantages: 29 P a g e 1 2 / 3 /

30 Users that log into V6 using a trusted connection will have to enter a password each time they run an SSRS report from V6. For example if you currently use SSRS, users that log into V6 using a trusted connection can view reports without being prompted for a password. If you install Custom Security, those users will now have to enter a password each time they run an SSRS report that is on the SSRS Report Server that is set up with Custom Security. Users that use a SQL login will not be prompted for a password. All users will have to enter a SQL login when directly accessing the SSRS Report Manager. This means if you have users that use Integrated Windows Authentication to access the SSRS Report Manager, installing Custom Security will force those users to now enter a SQL login each time they want to access the Report Manager. Custom Security changes the SSRS Report Server and SSRS Report Manager configuration files. If you have other business processes that rely on the current set up of the SSRS Report Server, there is a risk that installing Custom Security could break those processes. Dual SSRS Report Servers If you need the benefits of Custom Security but do not want to burden users with the disadvantages, you can install dual SSRS Report Servers. Using dual servers means that you set up two SSRS Report Servers, one that has Custom Security and one that does not. SSRS Report Server with Custom Security - The reports on this server are accessed by users that log into V6 using a SQL login, and users viewing reports from Viewpoint Connects. SSRS Report Server without Custom Security - The reports on this server are accessed by users that log into V6 using a trusted connection. Using dual SSRS Report Servers means that you have to maintain locations for both servers in the RP Report Titles form in V6, and you have to run the Viewpoint SSRS Reports installer on both SSRS Reports Servers. Both of these Report Servers must also point to the same Remote Helper. Recommended Configuration The diagram below outlines the recommended set up options. Users log into Viewpoint V6 Users should be able to view SSRS reports Required Set up 30 P a g e 1 2 / 3 /

31 Software using the following: in Viewpoint Connects? Trusted SQL Logins Connections Yes No No 1 SSRS Report Server without Custom Security Yes No Yes 2 SSRS Report Servers - one for V6 that does not use Custom Security, and one for Connects that uses Custom Security Yes Yes Yes or No 2 SSRS Report servers - one for users with Trusted Connections that does not use Custom Security, and one for Connects users and users with SQL logins No Yes Yes or No 1 SSRS server that uses Custom Security Add a standard SSRS report to a My Viewpoint Work Center All standard SSRS reports are formatted to be viewed using a My Viewpoint Work Center. See Viewpoint help for information on adding an SSRS report to a My Viewpoint Work Center. Copy and then modify an existing SSRS report You can copy an existing SSRS report using RP Report Copy and then modify the copy using Report Builder (SSRS). For example if you want to customize a standard report, you can copy the standard SSRS report and then modify the copy. Copying the report using the RP Report Copy form automatically creates the RP Report Titles record and allows you to copy the Viewpoint V6 Software security on the report. If you copy the report using the Report Manager(SSRS), you will still need to create a record in RP Report Titles and set up security on that report using V6 so that the security on the Report Server and V6 are in sync. See Viewpoint help for information on copying a report. Subscribe to a report 31 P a g e 1 2 / 3 /

32 A report subscription allows you to set up a report to be ed to a list of users at a regularly scheduled time. For example a job cost report can be sent as a PDF, HTML, or Excel file to a list of users every Monday. See Viewpoint help for information on how to create a report subscription. Create a new report from scratch If you use Report Builder to create a new SSRS report from scratch, you need to create a record in the RP Report Titles form before you can launch this report from the application. See Viewpoint help for more information. SSRS and Connects You can set up a site in Viewpoint Connects to display SSRS reports. For information on how to set this up, refer to the Viewpoint Connects Admin Help website: To use this feature, you must have SSRS Custom Security installed on the SSRS Report Server that contains the reports. This must be done during installation. Refer to the Installation Manual for more information. Viewpointcs User on the SSRS Report Server The Viewpoint SSRS Report installer adds a viewpointcs user to the SSRS Report Server. Do not delete this user account. This is the admin account that V6 uses to push security to the SSRS Report Server. If this account is deleted, the application will not be able to push security to the SSRS Report Server. 32 P a g e 1 2 / 3 /

33 SSRS - Adding Standard SSRS Reports to Work Centers This topic outlines setting up the application so that users can add the standard SSRS reports included in the Business Intelligence library to their My Viewpoint Work Centers. Before following these steps: SQL Server 2008 R2 and SQL Server Reporting Services need to be installed, configured, and running. The Business Intelligence module installer and Viewpoint SSRS Reports installer have both been run. This is covered in the Installation Manual. After running the Viewpoint SSRS Reports installer, you have completed these steps. This topic can be used in conjunction with the Customer Training content on SSRS reports, which you can open from the main application window by selecting Help > Viewpoint Online Training. Step 1 - Set up security on the SSRS reports - Administrator When you set up security on an SSRS report in V6, the application automatically pushes that security to the SSRS Report Server. See Viewpoint help for an overview on SSRS security. You can skip this step if you have already set up security on the SSRS reports in V6. 1. Open the VA Report Security form. 2. Leave the Module field blank. 3. Select the Across All Companies option. You cannot set up company level security on SSRS reports. 4. Select a Security Group or User. See Viewpoint help for information on how group and user level security is applied. 5. Click the Refresh button. All of the reports in the application will display in the lower portion of the form. 6. Sort the reports using the Application column. All SSRS reports will have SQL Reporting Services in this column. 7. Set the access level of the reports using the Access column. For example select 0-Allowed in this column if a user should have access to the report. 8. Click the Apply button when complete. The system will apply this security to the report in both V6 and the SSRS Report Server. 33 P a g e 1 2 / 3 /

34 Step 2 - Set up the application - Administrator These steps must be performed by someone with access to the Viewpoint Administration module. If you have already set up the Work Centers feature, some of these steps have probably already been completed. 1. Open the Viewpoint application. 2. Make sure that the Activate Work Centers box on the VA Site Settings form is checked. Checking this box gives all users access to the Work Centers form (Options > Work Centers). See Viewpoint help for more information. 3. Give users access to the "4 Reports" and/or "1 Report" templates using the VA Inquiry Template Security form. These are the My Viewpoint templates designed for viewing the SSRS reports, and granting access to these template allows users to create a My Viewpoint Work Center with the "4 Reports" and/or "1 Report" configuration. 4. Optional: Create a Work Center profile. 5. A Work Center profile is a customized set of PM module and My Viewpoint Work Centers, and they can reduce the amount of set up that each user has to perform. Work Center profiles are created and maintained using the VA Work Center Profile form. When creating a profile for users that need to view BI report parts, make sure that you add a My Viewpoint Work Center that uses the "4 Reports" or "1 Report" template - these are the My Viewpoint Work Center templates that are designed for viewing the SSRS reports. 6. Once a Work Center profile has been created, users can apply it to their application window using the User Profile drop down on the Work Centers form (Options> Work Centers) and then they can add the SSRS reports to the My Viewpoint Work Center included in the profile. This step is covered later in this document. 7. Note: Applying a Work Center profile does not add the SSRS reports to the user's application window - it only adds the My Viewpoint Work Center that the user can add the SSRS reports to. 8. Optional: Set up the application so that users can customize standard or create new SSRS reports and then add them to My Viewpoint Work Centers. See Viewpoint help for more information. 9. Note: You can skip this step if users are only going to be using the standard SSRS reports. The administrator set up is complete. Users can now add a My Viewpoint Work Center to their application windows and then add SSRS reports to those Work Centers. If you created a Work Center profile for users during step 4 of this process, instruct them on how to select it using the Work Centers form. 34 P a g e 1 2 / 3 /

35 Step 3 - Add a My Viewpoint Work Center to your application window - User These steps can be performed by any user that wants to add SSRS reports to their application window. The standard SSRS reports are formatted to display best on a My Viewpoint Work Center with four sections - 1 section for each SSRS report. This is called a My Viewpoint Work Center that uses the "4 Reports" template. The SSRS reports can also be viewed using the "1 Report" template. This is a My Viewpoint Work Center with one section. There are three ways to add this to your application window: Apply a Work Center profile - Apply a profile that an administrator has already created for you. Add a new My Viewpoint Work Center - Add a new My Viewpoint Work Center to you application window. Modify an existing My Viewpoint Work Center - Change an existing My Viewpoint Work Center so that it uses the "4 Reports" or "1 Report" template. Apply a Work Center Profile Follow the steps below to apply a Work Center profile that an administrator has already created for you. The profile needs to include a Work Center that uses the "4 Reports" or "1 Report" template. If you already have Work Centers set up on your application window, for example a customized PM module Work Center, that Work Center will be lost when you apply a new profile. If you want to keep your existing Work Centers, you should either modify an existing My Viewpoint Work Center, or add a new one. 1. Open the Work Centers form by selecting Options> Work Centers from the main application window. 2. Select the profile using the User Profile drop down. This will populate the form with the Work Centers associated with the selected profile. Note: If the Work Center profile does not display in the User Profile drop down, an administrator has not given you access to it. See Viewpoint help for information on setting up security on Work Center profiles. 3. Click OK when complete. This will add all of the Work Centers on the profile to your application window. 4. Open the My Viewpoint Work Center and verify that it has four report sections ("4 Reports" template), or one large section ("1 Report" template). 35 P a g e 1 2 / 3 /

36 Modify an existing My Viewpoint Work Center Follow the steps below to modify an existing My Viewpoint Work Center that you have already added to your application window. 1. Open the Work Centers form by selecting Options> Work Centers from the main application window. 2. Highlight a My Viewpoint Work Center in the form and click the Edit button. This will open the Work Center - Settings form. Make sure that you select a My Viewpoint Work Center, not a PM module Work Center. 3. Select "4 Reports" or "1 Report" from the Template drop down menu. Note: If the Template drop down does not display on the form, or the "4 Reports" or "1 Report" option does not display in the drop down, you do not have access to the "4 Reports" or "1 Report" template. This should have been done by an administrator using VA Inquiry Template Security. 4. Click the Finish button. This will return you to the Work Centers form. 5. Click the OK button. 6. Open the My Viewpoint Work Center that you just modified and verify that it now has four report sections ("4 Reports" template), or one large section ("1 Report" template). Add a new My Viewpoint Work Center 1. Open the Work Centers form by selecting Options> Work Centers from the main application window. 2. Click the Add Work Center button. 3. Check the My Viewpoint box and click the Next button. 4. Enter a title for the My Viewpoint Work Center tab in the Name field - for example "Graphs". 5. Select 4 Reports in the Template drop down and click the Finish button. Note: If the Template drop down does not display on the form, or the "4 Reports" or "1 Report" option does not display in the drop down, you do not have access to the "4 Reports" or "1 Report" template. This should have been done by an administrator using VA Inquiry Template Security. 6. The new My Viewpoint Work Center will display as an item on the Work Centers form. Click OK to exit. 7. Open the new My Viewpoint Work Center and verify that it has four report sections("4 Reports" template), or one large section ("1 Report" template). 36 P a g e 1 2 / 3 /

37 Step 4 - Add an SSRS report to a My Viewpoint Work Center - User Once you have added a My Viewpoint Work Center using the "4 Reports" or "1 Report" template to you application window, you can add SSRS reports to it. 1. Open a My Viewpoint Work Center that uses the "4 Reports" or "1 Report" template. This is a Work Center with 1 report section or a grid of four report sections. If you do not have a My Viewpoint Work Center that uses the "4 Reports" or "1 Report" template, See Viewpoint help for information on adding it. 2. Click the Configuration icon in the top right hand corner of a report section on the Work Center. This will open the Report Configuration form. 3. Select an SSRS reports from the Report drop down menu. 4. Note: If the SSRS reports that you would like to add to the Work Center does not display in the drop down, you have not been given access to it by an administrator using VA Report Security. 5. Click OK. The SSRS report should display in the Work Center. Repeat the steps above to add more report parts to the Work Center. If you would like to use more SSRS reports, you can add more My Viewpoint Work Centers to your application window and then add SSRS reports to those additional Work Centers. Note: If "The permissions granted to user "XXXXX" are insufficient for performing this operation. (rsaccessdenied)" displays in the Work Center, you have not been granted access to that BI report part. See Viewpoint help for more information. SSRS - Setting Up Customized SSRS Reports If you used Report Builder to create a new SSRS report from scratch, this document covers setting up the application so that you can add it to a My Viewpoint Work Center. You can also quickly create customized SSRS reports by copying a standard SSRS report and then modifying the copy. Make sure that the SSRS report that you created is not saved in the Standard folder (VCS/Standard) or any of its subdirectories. The reports in this folder are deleted when new versions of the reports are installed. 1. Open the Report Manager. By default the URL is: 2. Note: The URL of the Report Manager was set up when the BI report parts were installed. You can find this URL by opening the Reporting Services Configuration Manager and selecting the Report Manager URL menu option. 3. The custom SSRS report should not be in the Standard folder - for example you can save it in the Custom folder. 37 P a g e 1 2 / 3 /

38 Add the SSRS report to the application. 1. Open the RP Report Titles form in the Reports module. This is the form that establishes the link between V6 and the SSRS Report Server. 2. Each standard SSRS report will display as an item in this form. The steps in this process will just add a similar item for the new SSRS report. 3. Open the Info tab and click the New Record icon ( ). 4. The Report ID will populate with a value. The system uses this unique value to identify each report. 5. Select SQL Reporting Services in the Application drop down. 6. Press F4 in the Report Location field and select the location that represents where the SSRS report is saved on the SSRS Report Server. For example if you saved the report in the Custom folder, select RS_Custom from the list. 7. Note: If the report location is not on the list, for example a subfolder in the Custom folder, press F5 to open the RP Report Locations and then use that form to create the new location. 8. Enter the path of the SSRS report in the File Name field, and do not include the file extension - for example "AR Aging by Week Bobs_Custom" 9. Enter the title of the report in the Title field. You will use the title to select the SSRS report when adding it to a My Viewpoint Work Center. 10. Press F4 in the Report Type field and select My VP. Only SSRS reports with a My VP type can be added to a My Viewpoint Work Center. 11. By default your user name will populate in the Owner field. Only the owner of the report can make changes to it after it has been saved. 12. Optional: Enter a description of the SSRS report in the Description field - for example a description of what the report displays or if this is a copy of a standard SSRS report, a description of the changes made to the standard. 13. Click the Update Parameters button. This will open the RP Parameter Update form. 14. Select the Get New Parameters option and then click the Update button. 15. Open the Assigned Templates tab. 16. Add the "1 Report" and/or "4 Report" templates to the grid and make sure the Active box is checked on both line items. The "1 Report" and "4 Reports" templates are used for displaying SSRS reports in a My Viewpoint Work Center. 17. Click the Save icon when complete. 38 P a g e 1 2 / 3 /

39 Administrator: This step needs to be performed by someone with access to the Viewpoint Administration module. Set up security on the report using the VA Report Security form. Each SSRS report will display as a separate record on the form. Users will only be able to add SSRS reports to their My Viewpoint Work Center if they have been granted access to them. Note: SSRS reports are set up as "My VP" report types, so sorting the Type column on the VA Report Security form will group them together. 1. Add the SSRS report to a My Viewpoint Work Center. See Viewpoint help for more information. SSRS - Subscribe To a Report A report subscription allows you to set up an SSRS report to be ed to a list of users at a regularly scheduled time. For example the Worse Performing Jobs report can be sent as a PDF, HTML, or Excel file to a list of users every Monday. Set Up a Report Subscription Follow the steps below to set up a report subscription. The SSRS Report Server must be configured correctly to use this feature. If this is the first time that you have created a report subscription, you should test it - for example set up a subscription to a report 5 minutes in the future and verify that it works. 1. Open the RP Report Titles form. 2. Open the SSRS report that you want to set up a subscription on. 3. Click the Subscribe button on the Info tab. This will open the SSRS Report Manager. Insufficient Security Permissions If you receive an error message that you have insufficient security to set up a report subscription, you need to be given access to the report using the VA Report Security form. 1. Click the New Subscription button at the top of the grid. This will open a new page. 2. Enter the subscription information. 3. Note: The option will only display in the Delivered by drop down if the SSRS Report Server is configured to use SMTP. 4. Click the OK button at the bottom of the page. 5. The new subscription displays as a line item on the page. 6. Close the page and the report will be delivered to the selected users at the scheduled time. 39 P a g e 1 2 / 3 /

40 Recipients are not receiving the report If the report is not sent to the recipients at the scheduled time, click on the Subscribe button on the Info tab of RP Report Titles. This will open the Report Manager. The Status field displays any errors thrown when the report was generated and sent. Address of One or More Recipients is Not Valid This error displays if the rsreportserver.config file on the server is not set up correctly. Make a backup copy of this file, change the <Send ToUserAlias> parameter to False (see below), and then try the report subscription again. <Send ToUserAlias>False</Send ToUserAlias> Copy a Report Follow the steps below to copy a report. These steps apply to both Crystal Reports and SSRS reports. When copying an SSRS report, this actually creates a copy of the report on the SSRS Report Server. You cannot use these steps to copy an SSRS report from one server to another - for example if you are using dual SSRS Report Servers. 1. Open the RP Report Copy form. You can open this form using the Programs folder in the RP module, or you can click the Copy Report button on the RP Report Titles form. 2. Use the Report ID field in the Source Report section to select the report that you would like to copy. 3. The New Report section in the lower portion of the form populates with information from the selected report. 4. The Report ID field will automatically populate with the next available number. 5. Enter the title, location, and file name of the new report. These fields default based on the source report. 6. Check the Show on Menu box if the new report should display in the Reports folder of the assigned modules. 7. Optional: Use the Change Icon button to change the icon associated with the report. This is the icon that will display next to the report in the Reports folders in the application. You can only change the icon associated with the report when it is being copied. 40 P a g e 1 2 / 3 /

41 8. Select what should be copied from the source report in the Copy Options section. More 9. Click the Copy button when complete. Note: If you are copying an SSRS report, the new report will open in Report Builder. This only works if Internet Explorer is set up as your default browser. If IE is not your default browser, the report is copied but it will not open in Report Builder. SSRS - Setting up SSRS Reports after Install Follow the steps below once you have run the Viewpoint SSRS Reports installer. These steps are covered in more detail later in this document. 1. Set up form security on Admin Users in V6 2. Set up report security in V6 - The Viewpoint SSRS Reports installer does not set up security on any SSRS reports. If you have already set up security, for example you were using SSRS reports before the upgrade, you should set up security on your SSRS reports again using V6. 3. Set up report security in the SSRS Report Manager - This only applies if you have users that only access SSRS reports using the Report Manager. 4. Verify the custom report locations are correct 5. Verify that the data source on custom reports is correct 6. Set up any remaining custom reports Step 1: Set Up Form Security on Admin Users in V6 The system will set up a V6user as a system administrator on the SSRS Report Server when you give them access to any of the following forms: VA Report Security RP Report Titles RP Report Copy Note: The user only needs access to one of these forms to be a system administrator on the SSRS Report Server. For example if they are denied access to VA Report Security but can access the RP Report Titles or RP Report Copy form, they will still be set up as a system administrator on the SSRS Report Server. The system will also give the user access to the VCS folder on the SSRS Report Server. This means the following: The user will be able to change folder level security on any subfolder in the VCS folder. The user will be able to access any subfolder or report in the VCS folder that has not been set up with item level security. Item level security means that there is security set up on a specific folder or report, and that folder or report will no longer inherit security from the parent folder. 41 P a g e 1 2 / 3 /

42 If you have set up security on the SSRS reports using V6, the user will only be able to access the reports in the VCS folder that they have been explicitly given access to. When you set up security on a report using V6, the system sets item level security on the report. This means security set up at the folder level will no longer apply to the report and the user will only be able to access the reports that they have been given access to in V6. Step 2: Set Up Report Security in V6 In previous versions, you had to set up security on SSRS reports in both V6 and the SSRS Report Server, and then manually maintain the two so that they stayed in sync. In the current version of V6, security set up in the application is now automatically pushed to the SSRS Report Server. For example if you give a user access to an SSRS report using the VA Report Security form, the system will now automatically set up that security on the SSRS Report Server. This means that all SSRS report security should now be maintained directly in V6. Note: If you have multiple SSRS Report Servers, security is pushed to all of the SSRS Report Servers that display in the RP RS Servers form in V6. All of the servers that display in that form must point to the same V6 database. Why do I have to set up security again? IMPORTANT! V6 will break folder level security on a report on the SSRS Report Server when it pushes security to that report. When you set security on a SSRS report using V6, the system sets up security using item level security. This means that the SSRS report will no longer inherit security from the parent folder. If a user has only been granted access to an SSRS report at the folder level, that user will no longer be able to access the report once V6 changes security on that report to item level. If you used SSRS reports before upgrading, you should set up security on the SSRS reports using V6. Note: Folder level security will work immediately after you run the Viewpoint SSRS Reports installer because the installer does not apply any security, but folder level security will break on a report once V6 applies any security to that report. Detailed Security Information Refer to the V6 application help for detailed information on setting up security on SSRS reports. Step 3: Set Up Report Security In The SSRS Report Manager If you have users that only access SSRS reports using the SSRS Report Manager, verify that these users can still log into the Report Manager and access the reports. 42 P a g e 1 2 / 3 /

43 For example if these users have been given folder level security access to reports, they won't be able to access those reports once V6 changes security on those reports to item level security. If these users cannot access the reports, use the SSRS Report Manager to grant those users item level security on the reports. Step 4: Verify Custom Report Locations Are Correct The last step is to verify that the Viewpoint SSRS Reports installer has assigned the correct report locations to the custom SSRS reports. This only applies to SSRS reports that are not part of the standard BI module library. To do this, open the Grid tab on the RP Report Titles form in V6, sort the reports by Application Type so that the SSRS reports are grouped together, and then verify that the Location and Path fields are correct on all custom SSRS reports. Step 5: Verify Data Sources Are Set Up Correctly If the data sources on reports are set up to use the credentials that are supplied by the user running the report, the reports have to be set up in a specific way to display in V6. This applies to shared data sources that you have created yourself, and any custom reports with a custom data source. This does not apply to reports in the Standard folder or the standard Viewpoint shared data source; both of these are set up by the Viewpoint SSRS Reports installer. Follow the steps below to verify that the data sources are set up correctly. 1. Open the SSRS Report Manager. (generally 2. Check the set up on each shared data source that you have created yourself. If you have not created your own shared data source, you can skip this step. This step does not apply to the Viewpoint shared data source since it was configured during the installation. a. Locate a data source that you have created yourself. b. Move the cursor over the data source, click on the drop down that appears, and select Manage. c. If the Credentials supplied by the user running the report box is checked, make sure that the Use as Windows credentials when connecting to the data source box is also checked. Note: If the Credentials stored securely in the report server box is checked, and valid user and password is also entered, you do not have to change anything. d. Click the Apply button when complete. e. Repeat the steps above on the remaining data sources that you have created yourself. 43 P a g e 1 2 / 3 /

44 3. Check that each custom report that will be viewed in V6 has a data source that is set up correctly. a. Move the cursor over a custom report, for example a report in the Custom folder. b. Click the drop down that appears, and then select Manage. c. Open the Data Sources tab. d. If the A shared data source box is checked, verify that the referenced data source has already been set up correctly. This only applies to data sources that are not the standard Viewpoint data source. e. If the Credentials supplied by the user running the report box is checked, make sure that the Use as Windows credentials when connecting to the data source box is also checked. f. Click the Apply button when complete. Step 6: Set Up Remaining Custom Reports If there are reports on the SSRS Reports Server that are not set up in the RP Report Titles form, you have to manually create those report titles to open them from V6. This means that you may also have to manually create the report locations associated with those reports using the RP Report Locations form. 44 P a g e 1 2 / 3 /

45 SSRS - Setting up dual SSRS Report Servers The steps below outline the process of setting up dual SSRS Report Servers. This allows you to take advantage of the benefits of the Custom Security component without burdening users with the disadvantages. Note: Both of the SSRS Report Servers must point to the same application server/viewpoint Remote Helper. 1. Decide which server to set up first. The Viewpoint SSRS Reports installer loads the standard reports on the SSRS Report Server and then sets up the report locations in V6. When the Viewpoint SSRS Reports installer is run on the second server, all of those report locations are overwritten so that they point to the second server. This means that the report locations on the first server will have to be manually created after the installer is run on the second server. If users will not access all of the standard SSRS reports on one of the servers, that is the first server that you should run the Viewpoint SSRS Reports installer on. For example if one of the servers is for Viewpoint Connects users and they will only access a small number of standard SSRS reports, run the Viewpoint SSRS Reports installer on that server first. 2. Run the Viewpoint SSRS Reports installer on the first SSRS Report Server. This will do the following: Create a record for the first server in the RP RS Server form Load the standard SSRS reports on the first SSRS Report Server Create the standard locations for that server in the RP Report Locations form - these are the locations that will be overwritten when the installer is run on the second server. Note: When running the Viewpoint SSRS Reports installer, remember to add the Custom Security component to the correct server. 3. Run the Viewpoint SSRS Reports installer on the second server. This will do the following: Create a record for the second server in the RP RS Server form Load the standard SSRS reports on the second SSRS Report Server. Overwrite the standard locations that were set up for the first server in the RP Report Locations form. 45 P a g e 1 2 / 3 /

46 4. Create the report locations for the first server in the RP Report Locations form. These are the locations that were overwritten when the Viewpoint SSRS Reports installer was run on the second server, and any custom locations that are unique to this server. a. Open the RP Report Locations form. b. Create a report location for each folder on the SSRS Report Server that contains a report that a user will view. For example if users will view the standard AR Aging by Week report on this server, create the location "RS_Financials1", select the first server in the RS Server Name field, and adjust the Report Path if necessary. This will be similar to the standard "RS_Financials" location created by the Viewpoint SSRS Reports installer, but it will point to the first server, not the second. c. Repeat step #b for each folder on the first SSRS server that contains a report that users will view on the first server. 5. Use the RP Report Locations form to create any custom locations that are unique to the second server. 6. Use the RP Report Titles form to create report titles for the reports that you would like to run on the first server. When the Viewpoint SSRS Reports installer was run on the second server, the installer overwrote the report locations associated with the standard reports in the RP Report Titles form; it did not create another set of report titles that point to the second server. This means that you have to manually create report titles for the reports that you would like to run on the first server. 7. The remaining steps are similar to setting up a single server after running the Viewpoint SSRS Reports installer. Set up form security on Admin Users in V6 Set up report security in V6 Set up report security in the SSRS Report Manager Verify the custom report locations are correct Set up any remaining custom reports 46 P a g e 1 2 / 3 /

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