When you run an Advanced Report, Express Report, or Crosstab Report, the output is shown in a paged, interactive format called the Report Viewer. The viewer shows you the report populated by all of its data. You can page through the data and search for specific items. You can also make some additional adjustments to the report, such as styling cells or changing column sorts.
The interactive Report Viewer
To run a report in the Report Viewer:
- If you are in the Report Designer, click Run Report.
The Run Report button also saves the report.
- If you are in the folder tree, click the Run icon, or click the Menu icon and select Run Report.
The Report Viewer opens in a new tab, indicated by the viewer icon. This tab represents an instance of the report output as you have just run it. If you go back and edit the report, you need to run it again to see the changes. This will open another viewer tab, and you can go back and close the old one.
Page through the report by using the navigation icons . Search through the report output by typing into the Find field.
If you want to save the output, you can export from the Report Viewer to a PDF, RTF, CSV, or Excel file.
Truncated results displayed
This icon and message indicates that the report has only returned a partial data set. There are fewer detail rows than the full set, and aggregate formulas and visualizations apply only to the data that was returned to the report.
To get more data, click the icon and select either:
- Generate +number to get the next number of data rows and add them to the existing report.
- Generate All to get the full data set.
Interacting with reports
There are a number of ways to interact with reports in the Report Viewer. Your available options depend on how the report was designed and the type of content in it.
If your environment has Action Events, you may have access to more interactive features than are listed in this section.
Drilling into data
Some reports allow you to drill down into cells or charts to see some additional data related to the field you selected. If a cell or chart has a drilldown, you can click on one of the values to drill down into the related data.
Drilldowns are actually other reports that you can interact with or even export to a file. Drilldowns may even have drilldowns of their own!
Drilling down into a data cell and a chart
Expanding hidden data
Some reports have hidden data that can be seen by expanding certain rows. Expandable rows are indicated by an arrow icon . Click on the icon to expand the row. Click the icon again to collapse it. Right-click the icon to open a menu to do the following:
Expand / Collapse
Expand or collapse the outer group
Expand / Collapse Group
Expand or collapse the group and any inner groups
Expand / Collapse All
Expand or collapse all outer and inner groups on the report
Expanding a data row
Charts have a number of interactive features depending on the type of chart. For example, line charts and bar charts allow you to hide series, multi-axis charts allow you to turn axes on or off, and pie charts allow you to rotate the chart and pull out slices. Charts can also show some additional information if you hover over a point or series.
Toggling a chart series on or off
Customizing report output
In the Report Viewer you can make changes to the style, formatting, and data of the report. These changes can be saved to the original report, to a new copy of the report, or as a user report, by clicking the Save changes icon.
If you make any changes, you must save them before closing the Report Viewer or you will lose them.
What is a user report?
A user report is a customized version of a report that is specific to you. User report changes are saved separately from the report design, and will only show when you run the report yourself. These can be useful if you want to make changes to a locked report.
Note about cookies: User reports may be stored as browser cookies. Ask your administrator whether this is the case. If so, then user report changes will only apply to your current computer and web browser. Clearing your browser cookies will remove any user report customizations that you have made.
Styling data cells
Right-click a cell to open the style menu. Using this menu you can set custom styling for the following: Font, Size, Color, Background color, Text decoration, Alignment, Word wrap. Styling applies to all cells of the same type in the group; affected cells are outlined by a yellow band.
Right-clicking a cell to change its styling
For group cells with dynamic data from fields or formulas, use the Conditional Filter list to apply styling to only the cells that meet a certain condition. For each of the following options, styling applies to the cells of the same type in the group that meet the specified condition:
Apply to all
Apply to equal values
All cells with the same value as the selected cell
Apply to unequal values
All cells with different values than the selected cell
Apply to greater values
All cells with values greater than the selected cell (larger number, later date, or alphabetically subsequent)
Apply to greater than or equal values
All cells with values greater than or equal to the selected cell
Apply to lesser values
All cells with values less than the selected cell (smaller number, earlier date, or alphabetically preceding)
Apply to less than or equal values
All cells with values less than or equal to the selected cell
Select a condition before selecting the styling.
Right-click a chart to open the chart menu. Using this menu you can swap to a different Type of chart, change the color Theme, change the location of the Legend, and change the Sort order of the data series.
Right-clicking a chart to change its type
Managing data columns
Each column on the report has a light gray control box at the top of the page. Change the width of the columns by dragging the control left or right. Sort by a column by clicking the control. To hide a column, right-click the control and select Hide Column from the list.
Resizing a column and right-clicking a column to hide it
Setting interactive sorts and filters
Reports can have some additional filters and sorts saved on top of the base report. Click the splitter icon to open the sidebar to manage interactive sorts and filters.
Filterable fields can be narrowed down to select values or to a range of values. If a data field is not available to filter, click the Add Item icon to add a filter for that field. To remove a filter, click the Delete Item icon.
The order of sorted fields can be swapped between ascending and descending .
You can also add conditional filters to hide rows where the cells do not meet a certain condition. To do so, right-click a cell to open the style menu, select a condition from the list, then click the Filter Values icon. Conditional filters are shown in the sidebar.
Adding a conditional filter