16/17. BOXI A step by step guide. Creating folders, saving, running and scheduling BOXI reports. University of Birmingham

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1 University of Birmingham BOXI A step by step guide Creating folders, saving, running and scheduling BOXI reports Taught Student Administration 16/17

2 Creating folders in BOXI Purpose Creating folders in BOXI is an effective way of managing your reports to maintain data quality. This function allows you to organise and categorise your reports more effectively. It enables you to retrieve data more efficiently as once a report has been saved into a folder you will no longer need to search for it. Different folders can be used to identify a suite of reports that capture specific information such as End of Session reports; Student details reports, Module registration reports. 1. Log into BOXI 2. This will take you to the BOXI homepage 3. Click on the My Documents Bar 4. Right click on your Favourites folder 5. Go to new and then click on Folder 1

3 6. Enter a Folder name e.g. End of Session reports 7. Click ok 8. You should now be able to see your folder in your Favourites inbox 2

This saves you from having to navigate yourself through BOXI s search engines to

4 Saving reports in BOXI Purpose It is good practice to save frequently used reports to folders in BOXI. This saves you from having to navigate yourself through BOXI s search engines to locate the report you need. 1. Locate the report you wish to save by using the BOXI search engine 2. Click once on the report so that it highlights in blue 3

5 3. Right click on the report and hover over organise and click copy 4. Go into your Favourites Inbox and open up the folder you would like to save your report in e.g. EOS Reports 4

6 5. Go to Organize in the BOXI tool bar and click on paste 6. Your report should now be saved in the designated folder 5

7 Running BOXI Reports 1. Locate the report you would like to run by using the BOXI search engine. 2. Click on the question mark to update the reports prompts to help refine your data. Spend a little time making sure these are correct. Then click run. 6

8 3. You can convert your report into an Excel spreadsheet by going to Export, Export document as, Excel 7

9 A guide on how to schedule BOXI reports Before anything else, preparation is the key to success Alexander Graham Bell Why schedule BOXI reports? Be prepared Be BOXI savvy Get organised Be on top of your data management Save yourself some time and PAIN!! SOLD? Then look no further on how to schedule your BOXI reports 8

Step by step guide on how to schedule BOXI reports 1. Log into BOXI https://boxi.bham.ac.uk/boe/bi/ 2.

This will take you to a sequence of 8 topics Instance Title - This will automatically populate with the title

10 Step by step guide on how to schedule BOXI reports 1. Log into BOXI 2. Select the report you wish to schedule, right click and select Schedule 3. This will take you to a sequence of 8 topics Instance Title - This will automatically populate with the title of the report you are scheduling Recurrence You can determine how frequently and at what time you wish your report to run e.g. daily, monthly or just once 9

If not familiar with report, familiarise yourself with the prompts by opening in BOXI first and referring to instructions) Top

11 Prompts You can modify your report to ensure that specific data is included or excluded e.g. Term dates, Dept/Programme Codes, Year of study, Student status. (n.b. If not familiar with report, familiarise yourself with the prompts by opening in BOXI first and referring to instructions) Top Tip Remember to press Apply after modifying your data before moving on to the next topic Formats You can specify format of your report. The most common of these is excel spreadsheed. To do this tick Microsoft Excel. 10

Destinations - To send reports as emails direct to yourself or your colleges select emails from the dropdown menu This will take you to the

12 Destinations - To send reports as s direct to yourself or your colleges select s from the dropdown menu This will take you to the below screen where you will be required to enter compulsory information address of the sender and receiver and tick Add Attachment 11

13 You can also add non-compulsory information that may help add clarification to the especially if you are scheduling the report to be sent to someone other than yourself e.g. Subject title Message Add a message to the body of the Specific Name If you want the excel spreadsheet to be named by the report title, click here and drop down and select Title then tick Add file extension (This will be automatically ticked) If you are happy with your Format and Destinations click SCHEDULE You may have noticed that there are 3 more topics Caching, Events and Scheduling Server Group please ignore these; they are not part of the scheduling process. You should now be able to schedule your hearts out!! If you have any problems or questions regarding Scheduling BOXI reports please contact Sarah O Donovan or David Piela s.g.odonovan@bham.ac.uk or d.piela@bham.ac.uk 12

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