Session 9: Module 4 - Infoview Reports Part 1

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1 Description Introduction Overview Session 9: Module 4 - Infoview Reports Part 1 Text SCRIPT Welcome to Session 9: Module 4 of the HuBERT On-Demand Training Sessions presented by the MN Department of Health WIC Program. This module is part one of three for the training on Infoview reports. Once we've reviewed this module we will be: <bullet 1> familiar with the advantages of Infoview; <bullet 2> know how to request an Infoview login and password; <bullet 3> be able to login to Infoview <bullet 4> and change our password; <bullet 5> navigate between the home page and different folders; <bullet 6> be familiar with the Report Template Guidance; and <bullet 7> be able to save a report template from a shared folder to our own My Favorites folder. <bullet 1> While the HUBERT Ad-Hoc Report Generator is easy to use and a great tool for creating simple reports, it isn't as robust as Infoview, which allows us to create more sophisticated or complicated reports. <bullet 2> When we first open the Report Generator we have to select a report type of either Participant or Household. Because of this, we are unable to generate seemingly simple reports such as a listing of pregnant women that includes both their Expected Delivery Date, and their telephone number because the Delivery Date is only available for Participant-type reports while the phone number is only available for Household-type reports. Advantages With Infoview, we can use any of the database tables to create our report. <bullet 3> When reports are created by a reporting tool, a SQL statement, or query, is auto-generated for us. This query asks the database for information in a language it understands. Using Infoview, we have the capability of modifying the SQL, which along with the ability to create formulas, allows us more control over the report output. <bullet 4> Reports created with the Report Generator save to the computer they are created on requiring us to back them up in case of computer failure. With Infoview, all reports are saved to the Infoview site. <bullet 5> Probably the biggest advantage for most of us is that although Infoview connects to the Reports Environment, just like the Report Generator, it is accessed via the Internet. This means we can use any computer when using Infoview. And, if we use our HuBERT computer, we no longer have to log out of the Production Environment when running a report in Infoview. Logging into Infoview Your Infoview username will be different from the username that you use to login into either the HuBERT Production Environment or the Reports Environment. Usernames Coordinators must request a login for staff to be able to access Infoview; this is not the same as allowing access to the HuBERT Reports Environment. Coordinators should use the HuBERT User Request Form on the MDH WIC Tools - CFH Applications and Forms page. For current users, select the Update Current User option. Page 1 of 7

2 Passwords Infoview requires passwords to be at least 8 characters long and to meet at least 3 of the following 4 conditions: 1 upper case character, 1 lower case character, 1 special character and 1 number. A password is only good for 90 days; the system will then prompt you to change it. If we mis-type either our username or password, Infoview will allow us 5 grace logins. Please call the WIC Help Desk if you exceed this. URL <Login> <Change PW> <mouse> <old pw> <new pw> <confirm pw> <Be Patient> <White Screen> <Home Page> <Preferences> <Security Msg> This is the URL for Infoview's Login screen < The link will be provided to you along with your username and password. The first time the Log On screen opens, both the User Name and Password fields will be empty. The next time it opens, the User Name will default to the last one entered on that computer. We are going to type our password now go ahead and hit the Enter key or click the Login button. The password we receive with our username is temporary. Infoview will prompt us to change it after our first login. We are going to quickly change it to our own password. Go ahead and hit the Enter key or click the OK button. Always be patient when waiting for screens to open. If the screen is entirely white, Infoview is still working even if the green status bar has completed and it says Done on the taskbar at the bottom of the browser screen. Infoview has completed the login only once the Home page displays. Personalize This is the Infoview Home page. We can do two things from this page: Navigate Infoview and...personalize Infoview. Since there is only one option under Personalize let's talk about that first. Preferences allows us to modify general settings and is available on both the tool bar and under Personalize. Go ahead and click on one of the Preferences links. We ALWAYS want to click the No button anytime a Security Warning message displays in Infoview. Otherwise, we may have difficulty with pages displaying correctly. Which button should we always click? Go ahead. Page 2 of 7

3 <General> <scroll> <Change Password> <Change Password1> <Cancel> <Preferences End> The Preferences page opens to the General section. As we can see, we can set Infoview to open to a different page than the Home page. As we become more familiar with Infoview, we may choose to do this. For now, we'll keep it as is. Since most of the settings should be left as is, we aren t going to review everything available in Preferences. However, Preferences is important because it is where we go to change our password within Infoview if we need to. Scrolling past the General section <pause for scrolling>...we can see there is a Change Password section. Go ahead and click on Change Password to expand the section. Easy enough, right? Click Cancel to exit Preferences. Yep. We really want to cancel. Click OK. Navigate <Document List> <Not Done> <Return to Home> <My Favorites> <My Favorites1> So now let s talk about our Navigation options. The Document List, like Preferences, can be found both on the tool bar and in the Navigate list. Go ahead and click either link. Not "Done" yet, right? The Document List links provide access to the My Favorites folder and the Public Folders. However, let's go back to the home page before we go into more detail. How do you think we do that? Our natural inclination when working within a browser is most likely to use the navigation arrows on our browser s tool bar. But when working within Infoview, we should always use the navigation tools provided by Infoview to manuever between screens. Keeping that in mind, where do you think we click to return to the Home page? Go ahead. Well done! Right. We use the Home icon on the tool bar. Back under Navigate, there is a My Favorites link. We saw a folder labeled My Favorites when we clicked on Document List. What do you think happens when we click on My Favorites? Click it and we ll find out if you re right. Yep. It opens the My Favorites folder. (Kind of a no-brainer, right?) If we had any reports saved to this folder, they would display on the right side of the screen, which we ll see a bit later. Otherwise, this is essentially the same screen that opened when we clicked Document List. Page 3 of 7

4 Public Folders <Plus Sign> <Plus Sign - PF> <Plus Sign - MS> <Open PF> <Double-click MS> <Folders> Public Folders is where the State saves reports created for Local Agencies. We can see by the plus sign beside the folder icon that there are folders or files contained within. Let's click on the plus sign. The MN SHARED folder is currently the only public folder. Click the plus sign next to MN SHARED. We can also view these folders by clicking on the folder name. This time, click on Public Folders. If we click on the folder names, the folders contained within display to the right of the tree view. Once on the right side, we have to double-click to open the folder within. Double-click on MN SHARED on the right side of the screen. The State has created different folders for organizing reports that Local Agency users will have access to in the MN SHARED folder. Infoview reports created for an agency based on a specific request will be placed in a folder with that agency's name. The Templates folder contains general reports created for any local agency to use. Although reports requested by a specific agency may be appropriate for other Local Agencies to be used...they will only be added to the Templates folder once guidance has been created and made available for them. So, what do we mean by "guidance"? Whenever we run a report, it is essential that we have an understanding of what was used to obtain the data and what information it is actually providing. Guidance Example <Open Templates> A Report Template Guidance is a document that provide an overview or the purpose of the report; identifies the criteria used such as the tables, fields, operators, values and whether the user will be prompted to enter their own value; and lists the column names and which tables and fields were used. The guidance will be available on the Reports page of the MDH WIC web site once the template is saved in Infoview. This is an example of the guidance. OK. Back to Infoview. Let's see what's in the Templates folder. We know how to do that, right? Go ahead. Nice job! For our training purposes, there are only two report templates available. The Owner is the username of the State staff person who created the report. <Expand Title> We ll see why this column is of any import later in the training. The other column that is pertinent to us is obviously the Title. The other columns don t really affect us. We can expand the Title column by hovering our mouse over the line dividing the header from the first row... Page 4 of 7

5 <mouse> <Two-Sided Arrow> until it turns into a two-sided arrow......and we can click and drag the column divider. <Click and Drag> Before we delve any deeper into reports, let's take a quick look at the menu bar. <Search> <Search Title> <Search Options> <Type Count> <White Screen> Most of these functions we won't use, although we will take a look at the Organize option later. However, the Search function may come in handy. The functions available in the menu bar are dependent on what is higlighted on the screen. That means if we want to search for a report and have Templates highlighted then it will only search the Templates folder. Let's see if there are any reports with the word "Count" in their title. We can see there aren't any in the Templates folder. So, what do you think the first step should be? Yep. Click on MN SHARED to highlight it since that will search all the folders within the MN SHARED folder. Go ahead. Let's click on Search title to see what kind of search options we have available to us. It looks like we can search all fields, titles, by a keyword and perform an advanced search. We're going to stick with the title. Go ahead and click inside the Search title textbox. Type the word Count into the textbox and hit your Enter key or click the Search icon. Our search results indicate there are two reports with the word "Count" in the title. <Folder Column> <Expand Folder Column> <Page Arrows> <Nice!> Notice that we didn't have to search for the entire title; we just needed to search for a keyword within the title. So where can we find these reports? Its location is listed in the Folder column. Which we can see by expanding the column We can see that these reports were created specifically for Dakota County and can be found in their report folder. That's the gist of the Search functionality. It's pretty straightforward. Note that there are also page numbers to each screen. One of our Preference settings sets our display to 10 reports per page. Once we have more than 10 reports, we can use the arrow keys or type a page number to move between different pages. OK. Let's go back to our reports in the *Templates folder. Can you get us there using the navigation tree on the left? Nice! Page 5 of 7

6 Saving Reports to My Favorites As we mentioned before, reports in the *Templates folder are saved there by the State for use by Local Agency staff. <Open Report> <Wait> In order to use the report, we must first save it to our own My Favorites folder. What do you think happens if we just open the report while in the *Templates folder? Well, let's see. To open a report, we simply double-click on it. Double-click on the first report listed. At first glance this looks promising. The report opens and we didn't receive an error. However, if we look at the Navigation panel on the left, we only have two icons: <Unable to Edit> <Wait1> <Owner Column> <Right-Click> <Select Organize> <Copy> <Copy1> <Highlight Report> <Organize Menu> <Select Copy> <Select Copy1> the Navigation Map icon and the Find icon. We are missing the User Prompt Input icon, which means we can't modify the report so that it runs based on our own criteria. Let's return to our report list in the *Templates folder. Do you remember how to do that? Right. Click on Document List on the menu bar. Now let's take a look at the Owner column. We mentioned earlier that in general this column isn t important. But it s important to understand that if the report is owned by someone else, we can t modify it. We need to become the owner of the report. Let's save the report to our My Favorites folder and then open it. The first step is to copy the report. In Infoview, the copy function is under Organize. We can right-click on the report we want to copy select Organize... and Copy. We can also use the Organize menu option. Remember, the menu bar functions are dependent on what is higlighted on the screen. Since we want to copy the first report, and not the *Templates folder, click on the first report row to highlight it. Now click on the Organize menu option and select Copy. Page 6 of 7

7 <Highlight My Favorites> <Right!> <Paste> <Paste1> <New Owner> Do you remember where we need to copy the report to? Yep. Our My Favorites folder. What do you think is the first thing we have to do to be able to paste our report into My Favorites? Go ahead. Right! We have to highlight the folder. Now do you think you can paste the report on your own using the menu options? Go for it. Good job! Notice that the owner has changed from SMALLBERG to IFVMALS1. That means we are now the owner of the report and we are ready to edit it and run it for our agency. However, before we do that do you think you can copy and paste the second report in the *Templates folder into our My Favorites folder using the left navigational tree and the Organize menu? Go for it! <Click 2nd Row> <Click Organize> <Click Copy> <Click Copy1> <Click My Favorites> <Click Organize1> <Click Paste> <Click Paste1> <Wait> <Excellent> Questions? End Slide Excellent J-O-B! We are now ready to review how to actually use the report. Please continue with Part 2, Module 5. Do you have any questions about what we just reviewed? If so, please submit them via the Questions/Feedback Form on the MDH WIC website. This completes Session 9: Module 4. This was a HuBERT On-Demand Training provided by the Minnesota Department of Health WIC Program. Page 7 of 7