IBM Enterprise Records, Version 5.1.+            

Report generation

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

For information about creating a custom report, see Creating a report.

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

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, you need to reconfigure the report generating engine to increase the maximum number of entities that a report can process.
To increase the maximum number of entities:
  1. Launch the Central Management Console (CMC) on the Crystal Reports Server. Alternatively, from your Windows desktop, navigate 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, which defaults to the entire file plan, when this information is requested. 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 could result in poor performance.

To generate a report:

  1. Select the Reports tab. A list of available reports is displayed.
  2. Select the report you want to generate. The Manage Reporting page is displayed.
  3. Specify the input criteria for the report.
  4. Click Next to generate the report. A message requiring your confirmation might appear if you are generating the report for the entire file plan. The Report Viewer is launched 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 IBM Enterprise Records is deployed in Single Sign On environment, you are prompted to login (only once during the user session) after clicking Next on the Manage Reporting page to launch IBM Enterprise Records reports.


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Last updated: August 2011
report_generation.htm

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