Running, Viewing, and Printing Reports Table of Contents

Running, Viewing, and Printing Reports Table of Contents Running Reports... 1 Select and Run Report... 1 Process Scheduler Request... 2 Process Scheduler Run Date and Run Time... 3 Report Type and Format... 3 Checking the Report Run Status... 4 Run Status Descriptions... 4 Checking Report Status on the Process Monitor... 5 Checking the Run Status Using Report Manager... 6 Viewing Reports... 7 View Report Using Report Manager... 8 View Report Using Process Monitor... 10 Print Report... 11 Run Report With Excel Output... 12 View Excel Format... 12 Save or Delete Report... 13 Email Report to Another User Using Distribution List... 14 View Email Report... 16 Email Report to Another User Using Browser Function... 16 Configure Reports to Display on HRMS Home Page... 17 Copyright Georgia Institute of Technology 2004

Running Reports Select and Run Report The Employee Earnings Report is used for our report sample. Navigate to the report you want to run and click on the report name link. You need to establish a Run Control ID before you run a report. PeopleSoft uses the Run Control ID to track and monitor your report as it runs. The combination of the Instance (a sequential number assigned to every report when it is initiated) and your Run Control ID uniquely identifies each report for viewing and purging. If you have already established a Run Control ID enter it in the Run Control ID field. Click. If you have not established a Run Control ID, or you want to use a new one for this report, click. Enter the Run Control ID and click Add. PeopleSoft displays the report parameter selection criteria page. MARCH 2004 RUNNING REPORTS - 1

Enter the report parameters, criteria for the information you want reported. Click. The Process Scheduler Request page is displayed. Process Scheduler Request Create distribution list You may have to enter the Server Name from the drop down list. The Process Type determines which server name to use. Type SQR Report Crystal Reports Cobol Processes Use Server Name PSUNIX PSNT PSUNIX MARCH 2004 RUNNING REPORTS - 2

Process Scheduler Run Date and Run Time Usually you want the report to run immediately. PeopleSoft defaults the scheduler values to run immediately. There are some processing reports that can be requested now but are initiated at a later time. These types of reports are typically used by Payroll to help audit the payroll processes such as creating paychecks. To schedule a job to run at a different time enter the information in the Run Date and Run Time fields. Campus Administrators should always use the run immediately defaults. Report Type and Format Report Type should be set to Web. If you want to email the report to another user without viewing it yourself, select Email. The other Report Types are not operational. Report Format choices are PDF output is in pdf file CVS output is in Excel spreadsheet format The other Report Format Types are not operational. Click. PeopleSoft returns you to the report parameter page and displays the Process Instance number. PeopleSoft assigns a Process Instance number to your report The instructions on how to create a distribution list and email the report to another user is located at the end of this section after Viewing Your Report. MARCH 2004 RUNNING REPORTS - 3

Checking the Report Run Status You can check the run status of your report from two different locations. Process Monitor Check the report run status only. Run Status Descriptions Report Manger Check the report run status and view your report. The Run Status column on the Process List page indicates the current state of a process. Knowing the status of a job helps you determine where it is in the queue or identify a problem if the process has an error. MARCH 2004 CHECK REPORT STATUS - 4

Checking Report Status on the Process Monitor The Process Monitor records information about the job as it is running. The Run Status indicates the current status of the job. Click to see the status as the job changes from initiated to success. A complete description of the Run Status definitions is listed below. If an error occurs the Run Status will be set to Error and the job terminated. Click Details to view the Job log and determine the cause of the error. Cancel or delete requests Click links to view error and message logs MARCH 2004 CHECK REPORT STATUS - 5

Checking the Run Status Using Report Manager You can also check the run status of your report using the Report Manager. Navigate to Reporting Tools>Report Manager>Administration Checking the run status on Report Manager works the same way as it does on Process Monitor. Click the button periodically to check the status. Do not continually click the refresh button! PeopleSoft is just like any other Internet application there is a lot of behind the scenes activity and it takes a moment to refresh the page. NOTE When the report has successfully completed the Report Description becomes a link. Click to view the report. MARCH 2004 CHECK REPORT STATUS - 6

Viewing Reports When a report has been selected to view, PeopleSoft opens a new Internet window. If the report format is PDF Adobe Acrobat displays the report in PDF format. IF the report format is CSV the report is displayed in as an Excel spreadsheet. You can view the report on the web, save it as a file to your desktop, or e-mail it to another user. Because the report is stored in the report repository as a link, it can be viewed up to 10 days from the run date on the web. After 10 days the stored report is deleted. There are several ways to access a report; using the Process Monitor, Report Manager, and My Reports. We suggest using My Reports and Report Manager. Detailed instructions for using each feature follow. MARCH 2004 VIEW REPORT - 7

View Report Using Report Manager Once the report has completed with a Run Status of Success the report is ready to be viewed. Reports are viewed on the web. Navigate to Reporting Tools>Reports Manager> Administration. Report Manager is available from the Main Menu, from the page you entered the report parameters, and from My Reports option on the Home Page. There are three options for viewing a report inside Reports Manager. 1. Administration 2. List 3. Explorer 1. Administration 2. Click the Description (report name) link to view the report. Or, click Details to view the report. Click on the file name to view the report on-line. PeopleSoft opens a separate window to display the report in Adobe Acrobat PDF format or CSV format depending on the report format selected on the Process scheduler page. MARCH 2004 VIEW REPORT - 8

2. Explorer Click on the General folder. Click report you want to view. 3. List Click on the report name to view the report. Reports are moved to Archive daily. To view report enter Instance # on the Administration page.??????????????????????????????????????????? Report Manager can also be accessed from My Reports on the Home Page. See the section Configure Reports to Display on the Home Page for details. MARCH 2004 VIEW REPORT - 9

View Report Using Process Monitor On Process Monitor you can view the report by clicking on Details. PeopleSoft opens the details window with the report link displayed. Click on the file name to view the report on-line. PeopleSoft opens a separate window to display the report in Adobe Acrobat PDF format or CSV format d di MARCH 2004 VIEW REPORT - 10

Print Report Use your browser print function to print reports. or Use Adobe Acrobat V6.01 for best viewing results. There are other features available on the Adobe Acrobat V6.01 toolbar that may be useful. For instance: these icons switch the print layout from portrait to landscape. You could also use the page setup to change the print format. MARCH 2004 PRINT REPORT - 11

Run Report With Excel Output You have the option of using the default output format, PDF, or you can choose to have the report created in Excel format. Note: Not all reports lend themselves to the Excel format. After you have entered the Run Control ID and the report parameters PeopleSoft displays the Process Scheduler. IF you want this report in the Excel format you must change the report type on this page. Change the format to CSV to display as Excel spreadsheet The report opens on the web in spreadsheet format. View Excel Format Internet Explorer - Click on the tools icon to open Excel. All of the features and functions of Excel are now available. Reformat and manipulate data as needed. Excel file can be saved to your desktop. MARCH 2004 EXCEL FORMAT - 12

Save or Delete Report Reports are formatted as PDF/CSV files viewable on the web. Reports can be emailed to another user, saved to your desktop, or remain as PDF/CSV files on the web. Use the save function on your browser s toolbar to save the report to your desktop. You must take specific action to delete a report from the web. Navigate to Reporting Tools>Report Manager>Administration. Select (by clicking box) the report you want to delete. Click. The report has been deleted. Click Refresh to update the page. MARCH 2004 SAVE/DELETE - 13

Email Report to Another User Using Distribution List You can request this report to be emailed to another individual. (In compliance with the Data Access policy of course!) Click on the Process Scheduler page. Insert row to add the user ID(s) Or, type in email address MARCH 2004 EMAIL REPORT - 14

Use the Process Monitor to view the status of emailed reports. Emailed reports are NOT displayed on Reports Manager. MARCH 2004 EMAIL REPORT - 15

View Email Report Report emailed to distribution list. Email content contains url to view report. Click on the url. PeopleSoft displays log file. Click on the PDF file link to view. Email Report to Another User Using Browser Function Use the email feature on your browser toolbar to email the report to another user. Click on the email icon on the toolbar. Select Send a Link Email subject and attachment automatically generated. MARCH 2004 EMAIL REPORT - 16

Configure Reports to Display on HRMS Home Page You must be on the PeopleSoft Home Page. Click Personalize Content. Click on the box adjacent to My Reports. Click Save. Reports are displayed on the Home Page in the My Reports box. Click on the report name to view Click the Refresh icon list. on the My Reports menu to update the report MARCH 2004 CONFIGURE MY REPORTS - 17

Reports with a Run Status = Success are displayed. Click on the report name to view. You can also navigate directly to Report Manager to delete reports or check on the status of reports that are still processing. Click on the report name link to view. MARCH 2004 CONFIGURE MY REPORTS - 18

Running a Report Navigate to report, enter Run Control ID, enter report parameters, and click Run. Process Scheduler is displayed. Change format to CSV if you want report output formatted as a spreadsheet instead of the default PDF format. Click OK. Click Process Monitor. Continue to click Refresh until run status is Success. Navigate to Reporting Tools>Report Manger>Administration. Click View then click on the report name to view report. Reports can also be viewed on the Process Monitor by clicking Details and then the file name. Reports can be viewed in either PDF or excel format. Reports can be emailed to another user via the Distribution List on the Process Scheduler or using your Browser s email feature. Reports can be printed, saved to the desktop, or deleted. The Home Page can be customized to display reports as a top level menu, eliminating extra navigational steps. Use Report Manager to delete reports. Reports are automatically archived after 1 business day and deleted after 10 business days from the run date. MARCH 2004 CONFIGURE MY REPORTS - 19