IBM Enterprise Records, Version 5.1.2    

Report generation

IBM® Enterprise Records includes a number of reports that provide a statistical view of different activities in IBM Enterprise Records. For example, generate reports to show the electronic folders created within a certain time period. Generate reports to shoe the review decisions made for entities during a certain time period. In addition to using the pre-configured reports, you can create custom reports.

See additional information in the topic about creating a custom report.

While all IBM Enterprise Records users can run the reports, the data visible on the reports varies. The data varies according to the security access of each user relating to the entities listed in the reports. When you generate a report, you need to specify input criteria for the report. This criteria includes parameters that vary depending on the report. For example, to generate a report on record types that are associated with a disposition schedule, you need to specify several details. Specify the name of the disposition schedule, the section of the file plan desired in the report, and the type of report you want to view. Details about input criteria and prerequisites for reports are located in the report configuration topic.

Performance

By default, the report generating engine is configured to process only 20,000 entities. If the reports you want to generate contain more than 20,000 entities, reconfigure the report generating engine. Reconfigure the engine to increase the maximum number of entities that a report can process.
To increase the maximum number of entities:
  1. Run the Central Management Console (CMC) on the Crystal Reports Server. Alternatively, from your Windows desktop, go to Start > Programs > Crystal Reports Server 2008 > Crystal Reports Server 2008 > Central Management Console.
  2. Select Servers from the menu, click ReportApplicationServer, and select Properties.
  3. In the Crystal Reports Viewing and Modification Service section, in the Number of database records to read when previewing or refreshing a report (-1 for unlimited): field, increase the record limit number or enter -1 or increase the record limit number to greater than 20,000 depending on your reports.
  4. Click Save and Close.
  5. In the Central Management Console, select and highlight ReportApplicationServer and click Restart Server.

The broader the search criteria, the greater the impact on the performance of the reports server. All reports give you a warning if you do not specify a section of the file plan. This action defaults to the entire file plan. However, there are other criteria that can also contribute to slow performance. For example, the report, Electronic Records Created by a User within a Specific Period allows you to enter a date range and one or more users. Entering a long time period and many user names might result in poor performance.

To generate a report:

  1. Select the Reports tab. A list of available reports is shown.
  2. Select the report you want to generate. The Manage Reporting page is shown.
  3. Specify the input criteria for the report.
  4. Click Next to generate the report. A message requiring your confirmation might display if you are generating the report for the entire file plan. The Report Viewer is run and you can view the report.
  5. After closing the report window, you are returned to the View Report step. Click Previous to return to the Report Input Criteria step where you can generate another report with different criteria.
  6. When finished, click Cancel to return to the list of reports.
Important: If IBM Enterprise Records is deployed with Workplace or Workplace XT in Container-Managed Authentication mode or in Single Sign On environment, you are prompted to log in. You are prompted only one time during the user session, after clicking Next on the Manage Reporting page to run IBM Enterprise Records reports.


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Last updated: November 2013
report_generation.htm

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