Microsoft Report Builder User Training Guide

Transcription

1 Microsoft Report Builder User Training Guide Open Windows Australia Pty Ltd Version: 1.2 Status: Current Last Update: Oct 2012 Commercial in Confidence All material contained herein is the intellectual property (including copyright) of Open Windows Australia Pty Ltd, unless otherwise stated. All rights are reserved by Open Windows Australia Pty Ltd. This material may not be used, copied, disclosed, communicated, modified, adapted or otherwise dealt with except as expressly agreed in writing by Open Windows Australia Pty Ltd.

2 1 Document Control Sheet The purpose of this section is to capture all changes made to the content of this document. 1.1 Document Revision Information Version Date Description/Notes Author /03/2011 Initial draft Dante Ortega /03/2011 Complete first version Dante Ortega /12/2012 Updated for Report Builder 1.0 differences Steven Johnston Note: Version increments should comply with the following rules: The 0.01 version number will increment sequentially with every revision prior to review. The 0.10 version number will increment sequentially after client review and sign off of the document. 1.2 Contact for Enquiries and Proposed Changes If you have any questions regarding this document then please contact: Name Phone Open Windows support@openwindows.com.au Fax Glenferrie Rd Address Hawthorn VIC 3122 Document Version: 1.2 Page No. 2 of 15

3 2 Table of Contents 1 Document Control Sheet Document Revision Information Contact for Enquiries and Proposed Changes Table of Contents Introduction Pre-requisites Creating a Report in Report Builder Report Builder Required Filter - WindowsUserName Report Builder Report Filters Select a Filter with a List of Values Select a filter with free text Saving a Report in Report Builder Publishing a report in Contracts Document Version: 1.2 Page No. 3 of 15

4 4 Introduction This document is intended to serve as a guide for users willing to start using Microsoft Report Builder to generate ad-hoc reports. Report builder will enable power users to generate ad-hoc reports by using the report model, a selection of entities, attributes and relationships that can be used for reporting. This is not a how to use Report Builder. For tips and help with the tool please refer any Microsoft online help. Currently, Open Windows report model includes entities related to the following areas in Contracts6: Parties Preliminaries Contracts Document Version: 1.2 Page No. 4 of 15

5 5 Pre-requisites Access to Reporting Service Report Manager portal: o URL or Web address of the portal ( o Access to items in the report manager portal (e.g. be able to see/run reports, save reports, read data sources files, etc.) A basic understanding of Reporting Services and Contracts6 is required as Report Builder tool interacts with Reporting Services server which also interacts with Contracts6. Document Version: 1.2 Page No. 5 of 15

6 6 Creating a Report in Report Builder 1. Load Report Services report manager portal and find the link to Report Builder in the portal s toolbar. 2. By Clicking on Report Builder your browser will download and launch the client tool. 3. In Getting started window select from the options available. For this document we assume that we are creating a new report. Document Version: 1.2 Page No. 6 of 15

7 4. Select the style of report Table / Matrix, Map, Chart 5. On Choose a dataset page select the create dataset radio button option and click next 6. Select the data source and click next 7. You should now see the Design a query window (as shown below). This has the following sections; 7.1. Toolbar 7.2. Entities and Fields 7.3. Design grid You can now design the dataset required for your report. Document Version: 1.2 Page No. 7 of 15

8 7 Report Builder Required Filter - WindowsUserName This assumes that you are in the Query Designer view of Report Builder. 1. Select the Filter icon from the menu bar. 2. Search for WindowsUserName in the entire data source, which should be in the User Contract > Officer Entity 1. Double click on the WindowsUserName field to add it to the Offices with list 2. Click on the WindowsUserName from the Officer with list select. 3. A menu box will appear, enable the Prompt option 4. Click again on the WindowsUserName and then select Edit As Formula from the options available Document Version: 1.2 Page No. 8 of 15

9 5. Click OK to save the formula as shown above 6. Click OK again to save the filter You can now add the required contract fields to the New Table or Matrix wizard to be included in the custom report. Document Version: 1.2 Page No. 9 of 15

10 8 Report Builder Report Filters The creation of report filters (other than that mentioned in section 7) will depend on whether the user needs to select a value from a list of values or whether they need to free text in a value (such as a date range). 8.1 Select a Filter with a List of Values For selecting a value from a list of values a new dataset will need to be created that contains the field to be filtered. Follow these steps; 1. From the Report Builder page as shown in the image below Right click on datasets and select add dataset a. Name the dataset something appropriate (such as Filters) b. Select the use a dataset embedded in my report radio button c. Select the data source (the same data model you used to create the reports dataset) d. Click on Query designer and then select the fields required for the report filter (NOTE This field must exist in the main report dataset) e. Click OK to create the filter dataset in your report 2. Right click on the Parameters folder and select add parameter (see image below) a. Name the parameter (you cannot use spaces or special characters in the name) and give it a Prompt value (this is what the user will see when running the report) b. Select the data type (typically text) c. Click on the available values menu option d. Select Get Values from a query radio button e. Select the dataset you just created f. Select the field you want to filter on g. Select the Label field you want to display Document Version: 1.2 Page No. 10 of 15

11 h. Click OK to save the parameter 3. Now you need to set the filter for the report; 4. Right click on the table in the design window and select Tablix properties a. Click on Filters b. Click on Add c. Select the field from your report dataset that matches the filter field d. Select the appropriate operator (=, between, in..) e. Click the fx button next to the value field f. Select the parameter option in the category list g. Double click on the field in the Values list, this will set the value in the Set expression for value section h. Click ok to save the filter option Document Version: 1.2 Page No. 11 of 15

12 i. Click ok to save the tablix property changes This has now set the filter for your report. 8.2 Select a filter with free text 1. Right click on the Parameters folder and select add parameter (see image below) a. Name the parameter (you cannot use spaces or special characters in the name) and give it a Prompt value (this is what the user will see when running the report) b. Select the data type (typically text) c. Click on the Available Values menu option d. Check that the value selected is None e. Click OK to save the parameter 2. Now you need to set the filter for the report; 3. Right click on the table in the design window and select Tablix properties Document Version: 1.2 Page No. 12 of 15

13 a. Click on Filters b. Click on Add c. Select the field from your report dataset that matches the filter field d. Select the appropriate operator (=, between, in..) e. Click the fx button next to the value field f. Select the parameter option in the category list g. Double click on the field in the Values list, this will set the value in the Set expression for value section h. Click ok to save the filter option i. Click ok to save the tablix property changes Document Version: 1.2 Page No. 13 of 15

14 9 Saving a Report in Report Builder Once you have completed designing your report template and want to save it so as to load into Contracts follow these steps; 1. Click Save button (if you are editing an existing template and want to save as a new template then click Save As ) 2. The system will open a window that is already located at the folder for the file to be saved 3. Enter a name for the report that identifies its purpose 4. Click save. Follow the steps in Section 8 for publishing the template into Contracts as a report for other users to access. You now need to download the rdl file so that you can publish this to Contracts. On the Reporting Services home page (see image) do the following; 1. Hover over the Report template you have created 2. Click on the down arrow to display the menu items as seen below 3. Select download This will then enable you to save the rdl file to your desktop. Document Version: 1.2 Page No. 14 of 15

15 10 Publishing a report in Contracts6 Publishing a report in Contracts6 is a fairly straightforward task. Once your report has been saved as a.rdl file, Log in to Contracts6. In the Reporting Services page (under the Reporting module): a. Select Click here to upload a new report. This option will be displayed in the Report List page if you have enough permission. Contact your Contracts6 administrator if the link it s not available. b. Fill the New Report form by: o Entering the report title o Selecting the report file path o Category the report should be assigned to o Data Source: Tick the Report model report and choose the used Report Model Tick the Overwrite existing report c. Click on Add. d. The uploaded report will be available in Report Services page under the reporting. Document Version: 1.2 Page No. 15 of 15