Running Reports in 25Live ICIT Technology Training and Advancement

Transcription

1 Running Reports in 25Live ICIT Technology Training and Advancement Updated on 7/21/2015

2 1 TABLE OF CONTENTS 2 Intended Audience Logging into 25Live Search Saving Searches in 25Live Reports Running a Basic Report Example Reports More Example Reports Review Reservable Spaces in a Building Room Utilization by Building for Term View/Print Calendar of Events for a Room Troubleshooting

3 2 INTENDED AUDIENCE This guide is intended for users that have application permissions to create, manage, and run 25Live reports. 3 LOGGING INTO 25LIVE Step 1. You can log into 25Live by going to Step 2. Click the Sign In button located in the bottom left or top right corner of the page. Step 3. Enter your Net-ID and password, then click the Sign In button to continue. 3

4 4 SEARCH Saving searches that you use on a regular basis will help you quickly run searches and build reports based off of criteria that you frequently use. Both event and location searches can be saved by following the instructions below. 4.1 SAVING SEARCHES IN 25LIVE Step 1. From the 25Live home page, click the Events or Locations tab depending on your search type. Step 2. In the Keyword search box type in the event or location you wish to search. You can also click the More Search Options link to search based off of different criteria. More search options: Types: Lists the types of rooms available. Categories: Lists the category a room would fall into. Features: Lists features available in the room such as projector or SmartBoard. Layouts: Room layouts available. Capacity: Number of seats available in a room. Step 3. Narrow down your search options as much as possible to help you quickly find rooms based off of your criteria. Once your search comes back with your needed results, click the Save Search button. 4

5 Step 4. Enter a name for your search, then click the Save Search button. Your starred/saved search will now show up on the 25Live Home Page under the Your Starred Location Searches heading. Click on the search name to quickly run that search in the future. 5

6 5 REPORTS Note: It is helpful to have a number of starred/saved event and location searches ahead of time to help narrow down your reports. Please follow the steps above to star/save a search. 5.1 RUNNING A BASIC REPORT Step 1. From the 25Live Home page, click the Reports tab location across the top of the page. Step 2. Using the Reports tab options, select the type of report to run by clicking on its associated tab. Report Types: Starred Reports: Run previous reports that you have starred/saved to your Home page. Event Reports: Run reports based off of events. Location Reports: Run reports based off of buildings and/or rooms. Resource Reports: Other Reports: Additional reports that have been configured by the 25Live administrator. Step 3. Use the dropdown to select the type of report you wish to run. Step 4. Select your report parameters such as date and criteria based off of starred/saved searches. Step 5. Select report delivery options. Step 6. Click the Run Reports button to run your report. NOTE: You can star a report to save it to your Home page but clicking the icon to the right of the report selection dropdown list. NOTE: Depending on your browser settings your popup blocker may block your report from displaying. If prompted to allow popups from this site, please select yes or allow, then rerun your report. 6

7 Once your report is complete you may need to click on the downloaded file to open it. 5.2 EXAMPLE REPORTS You can easily view a sample of each report by clicking the View Sample Reports link located to the left of each reports page. 5.3 MORE EXAMPLE REPORTS Below are a few example reports that may be helpful for UW-W employees working with room location assignments Review Reservable Spaces in a Building Step 1. Click the Locations tab to begin a location search. Step 2. In the location search box, type in the name of the building you wish to search. 7

8 Step 3. Click the More Search Options link to narrow down your search criteria. Step 4. Click the Edit link underneath Categories, then locate and select Reservable from the list. Click the Done button to save your selection. Step 5. Click the GO button to run your search. Step 6. Click the Save Search button to save your search. Step 7. Select Search Criteria. Step 8. Enter a search name. Step 9. Click the Save Search button to add it to your Home page. Step 10. Click the Reports tab. Step 11. Select Location Reports from reporting tabs. Step 12. From the dropdown list, select the report named Space Listing or Space Definitions. Step 13. Use the Select Report Parameters dropdown box to select your saved search from step 6. Step 14. Select your report delivery options. Step 15. Click the Run Report button to run your report. 8

9 5.3.2 Room Utilization by Building for Term Step 1. From the Events tab, enter an event keyword in the available search box. Use the More Search Options button to narrow down your search criteria. Step 2. Click the GO button run your search. Step 3. From the Dates menu, select your start and end dates for the current term, then click the Done button. Step 4. Click the Save Search button to save your search results. Step 5. Click the Locations tab and run a search for all rooms in your building. Use the More Search Options link to narrow down your search results. Click the GO button to run your search. Step 6. Click the Save Search button to save and name your search. Step 7. Click the Reports tab. Step 8. Click the Other Reports tab. Step 9. Select the Space Utilization Excel report from the available dropdown box. Step 10. Enter the start and end dates for your report. Step 11. Select your saved event search from step 4. Step 12. Select your saved location search from step 6. Step 13. Enter a start and end time for your search. Step 14. Set the Sum Bound Head Counts to Yes and set your Pad Time = 10 Step 15. Select your report delivery option. Step 16. Click the Run Report button to run your report. 9

10 5.3.3 View/Print Calendar of Events for a Room Step 1. Click the Events tab and use the keyword search box to search for a listing of events. Use the More Search Options link to narrow down your search results. Step 2. Click the Save Search button to save your search results. Step 3. Click the Locations tab and use the keyword search box to search for your desired building or rooms. Use the More Search Options button to narrow down your search. Step 4. Click the Save Search button to save your search criteria. Step 5. Click the Reports tab. Step 6. Click the Event Reports tab. Step 7. Select Calendar of Events or Event Monthly Calendar from the dropdown list. Step 8. Set your start/end date(s). Step 9. Select your saved event search from step 2. Step 10. Select your saved location search from step 4. Step 11. Select your report delivery options. Step 12. Click the Run Report button to run your report. 10

11 6 TROUBLESHOOTING For additional help running and saving searches or reports, please 11