Guide to Accessing and Running BOExi Reports. Accessing Reports

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Phebe Ball
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Page 1. Point your browser to www.my.maricopa.

SIS) and memo password, make sure the authentication is

1 Page 1. Point your browser to Click on the employees tab Click on the BOEXI login Accessing Reports 2. Enter your Enterprise ID (the same username you use for SIS) and memo password, make sure the authentication is set to LDAP and click Log on 3. You will see the BOEXI home page. Click the + sign beside public folders to expand it

Page 2 4. You will see a folder for Mesa Community College Click the + sign beside the Mesa Community College folder to expand it 5.

Click directly on the name of your desired folder (Academic Departments is used in this example) You will now see the list of reports you are able to

report run previously, only appears when the report has been run at least once.

2 Page 2 4. You will see a folder for Mesa Community College Click the + sign beside the Mesa Community College folder to expand it 5. You will see various folders within the Mesa Community College folder depending upon your security access 6. Click directly on the name of your desired folder (Academic Departments is used in this example) You will now see the list of reports you are able to run. History - shows when and who ran the report last Schedule - opens up the schedule page for the report View latest instance - download or view the report run previously, only appears when the report has been run at least once. (not recommended, History gives more choices) Properties - shows details of report report description and parameters included note: If there is no History, keep in mind that district will occasionally purge reports - you can simply schedule another instance of the report you need.

Page 3 Running Reports 1. Locate the report you wish to run. This example will use MCCD_SR_2780, Go-No Go 2. Click on the word schedule. You are now at the Schedule page for MCCD_SR_2780, Go-No Go.

3 Page 3 Running Reports 1. Locate the report you wish to run. This example will use MCCD_SR_2780, Go-No Go 2. Click on the word schedule. You are now at the Schedule page for MCCD_SR_2780, Go-No Go. There are two menu items you need to be concerned with to run a report, Format and Parameters. Dababase login is informational. Database logon - shows from which database the report is pulling information. Important because it will tell you how old the information in the report is RDS - refreshed overnight RDS_production - refreshed every hour. SIS_live - live data Format Allows you to choose the format you would like the report to run, i.e., Adobe Acrobat, Excel, Plain Text. Parameters Your report Parameters. Every value under Parameters MUST be selected.

4 Page 4 3. Format Click the + sign to open the Format menu Pull down the Report Format Menu and your list of choices appears. User Friendly Formats Crystal Report - use the Crystal Report format to view report while logged into BOExi. This format does not automatically download to your desktop. Microsoft Excel - will download to your desktop in a formatted Excel file. Microsoft Excel data only - will download to your desktop, recommended choice for excel if you plan to sort, use formulas, add columns, filter etc. Micrsoft Word - will download to your desktop in a formatted Word Document. Adobe Acrobat - will download to your desktop as a.pdf file. Recommended choice for viewing reports

5 Page 5 4. Parameters Click the + sign next to Parameters to open the Parameter menu Each Value MUST be filled in for the report to run successfully. Click on the Empty Link next to each Parameter to open the parameter window parameter window Value Windows - once you have selected the appropriate information, click the Ok button

Page 6 6. Filling in Parameters Select each drop down menu or select one or all available values in the parameter window. BOExi s values are cascading.

Drop down to MCC04 - Mesa Community College Use the single arrowhead to move one Value to the Selected Value, use the double arrowhead to move all Values to the Selected Value window Click the OK

6 Page 6 6. Filling in Parameters Select each drop down menu or select one or all available values in the parameter window. BOExi s values are cascading. For example, when you drop down the institution menu and choose MCC04 Mesa Community College, the availabe Careers to choose from will populate the next window. Drop down to MCC04 - Mesa Community College Use the single arrowhead to move one Value to the Selected Value, use the double arrowhead to move all Values to the Selected Value window Click the OK button Select the next value DO NOT click Schedule Until all Values in each Parameter window have been selected, once all parameter values have been selected, click Schedule Once you hit schedule you will return to the report page and you will notice that your status is pending, or running. Click the refresh arrows until the status changes to success. Once you get success click the instance time, it will now be blue. The report will download in the format you chose. Note: IE users will need to make sure that they can receive files. If your file does not download, check the note in the status bar.

Page 7 Rescheduling and Scheduling Reports Reports Once you have run a report it can be rescheduled. If you reschedule a report the Parameter Values are filled in with whatever you used last.

Use the show only instances run by me filter to view only the reports you have run. 2. Click Reschedule 3.

7 Page 7 Rescheduling and Scheduling Reports Reports Once you have run a report it can be rescheduled. If you reschedule a report the Parameter Values are filled in with whatever you used last. Reschedule a Report 1. Click History - The entire history of the report will display, you may only reschedule reports that you have run. Use the show only instances run by me filter to view only the reports you have run. 2. Click Reschedule 3. Click the + sign in front of Parameters, notice that all the previously used values are filled in. At this point, you can change any of these parameters. 4. Click Schedule and the report will run. Schedule a Report (to run at a specified time) You may also Schedule a Report to Run at a specified date. 1. Drop down the When Menu Choose from the menu list Once allows you to choose the time and day you want your report to run. Daily allows you to run a report daily for a specified amount of ime without scheduling it everday

Page 8 1. Drop down the Destination Menu Sending A Report to email You can send a scheduled report directly to your email or someone else s email 2. Select Email recipients. 3.

8 Page 8 1. Drop down the Destination Menu Sending A Report to You can send a scheduled report directly to your or someone else s 2. Select recipients. 3. Uncheck Use the Job Server s default s box. 4. Fill out the information in the fields. From: let s recipient know who the report is from, will not ensure that you get the report To: who you are sending the report to Cc: send a copy of your to someone else check add attachement to ensure that your report comes to your as an attachement specify the name of your report add a date/time stamp to version control your report Note: remember that is not always secure, so be mindful of sending reports with sensitive information (birthdays and ssn s) through , and always keep FERPA in mind.

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