Custom Report

Custom Reports provide information about Requests, Requesters, documents, and users.

The following Custom Reports are available:

Declassification Report (Available when the Declassification module is configured)

Documents Report

Reading Room Documents Report

Request for Documents Actions Report

These reports can be accessed from the Custom Reports menu, as shown below.

NOTES:
By default, report criteria will only be available to the creator of the criteria. However, you can permit other users to use your saved report criteria by configuring Permissions.
When editing report criteria, you can clear selected criteria by clicking Clear.
To edit saved report criteria before generating a report, select saved report criteria when prompted, and then click Next.

Steps to Configure Permissions for Saved Report Criteria

Users can share their saved Report Criteria with other users or groups. As an example, the Request Report is shown below. However, the steps will be the same for all Custom Reports.

Click Reports > Custom Reports. The Custom Reports menu displays.

Click the report you want to configure Permissions for. The Load Criteria box displays as shown below.

Click Permissions. The Report Permissions screen displays as shown below.

NOTE: Use the scroll bar to view all options as they are listed horizontally.

From the Select View drop-down menu, select Groups View or Users View. Groups View will be selected by default.

NOTE: If you select Users View, select a User Group from the drop-down menu.

For each item in the Report Criteria column, select or de-select groups or users to add or remove Permission to access saved Report Criteria.

NOTE: To assign or remove Permissions to or from all users or groups, click Check All or Uncheck All accordingly.

Click Save. A confirmation message displays as shown below.

Click OK. A confirmation message displays as shown below.

Steps to Configure the Report Scheduler

As an example, the Request Report is shown below. However, the steps will be the same for all Custom Reports.

Click Reports > Custom Reports. The Custom Reports menu displays.

Click the report you want to configure the Report Scheduler for. The Load Criteria box displays as shown below.

Click Report Scheduler. The Report Scheduler displays as shown below.

Click New to set a Report Schedule. The following screen displays:

Enter information in the following fields as necessary:

Field	Description
Job Details
Job Name	Name for the job.
Job Description	Description of the job.
Select Search Criteria	Preselected search criteria, as chosen from the drop-down menu. Note: Only search criteria for which you have Permission to access displays.
Start Date/Time	Date and time that the report will be run
Repeat For Every	Frequency at which the job will repeat
End After	The number of times you want the job to run.
Deactivate On Failure	Deactivate the job if it fails.
Active	Activate the job.

Click the Recipients Information tab. The following screen displays:

Enter information in the following fields as necessary:

Field	Description
Recipients Information
From Email	Email address of the sender, resolved from Correspondence Configuration. The field is read-only, and a scheduled report is sent from the same address as every other outbound email.
To	Recipient of the outgoing Email
Cc	Carbon copy recipients of the outgoing Email
Bcc	Blind carbon copy recipients of the outgoing Email
Subject	Subject of the outgoing message
Attachment Name	Name to apply to the report output included with the outgoing message
Attachment Type	File type for the report output
Insert Fields	Insert fields into the outgoing email message

Click Save. A verification message displays as shown below.

Click OK.

Generate a Report as a Background Job

You can now generate Custom Reports through a background job rather than within your active session. This keeps the application responsive while large reports, such as those spanning multiple years or including many fields, are processed. After you configure report criteria, you select an output format, choose, choose whether to omit the report logo and header so that Excel and CSV files are produced faster to run the report immediately or schedule it for a later time, and then track its progress from the Jobs window. The steps below apply to all Custom Reports.

1. Click Reports > Custom Reports, and then click the report you want to generate. Configure the report criteria as described for that report.

2. Click Next.

3. Click Generate in Background.

4. From the report format options, select the output format for the report (for example, Word, Excel, CSV, or HTML).

Select or clear Do not display logo/header of report, below the Include Hyperlinks checkbox.
This option is selected automatically when you select the Excel or CSV format, so that the file is written directly and is produced faster for large reports. Clear it to include the report logo and header. The option is not selected for the Word or HTML format, where omitting the header does not speed up generation. A manual change is retained until you change the format or display the dialog again, and the setting is saved with the job, so it also applies to a report scheduled with Later.

NOTE: With Do not display logo/header of report selected, the report logo and header are omitted from the generated Excel or CSV file regardless of the Report Header Display Options selected on the report criteria page. This option works independently of Include Hyperlinks. Linked field values, such as the Request Number, are still exported as working hyperlinks when both options are selected.

Choose when to run the report under the Schedule section:

Now — Submits the report for immediate processing as a background job.

Later — Lets you select a future date and time at which the report will run. The report is then submitted automatically at the scheduled time.

NOTE: Scheduling a single report run from the Generate window is separate from the Report Scheduler, which is used to set up recurring report jobs. For recurring schedules, see the Steps to Configure the Report Scheduler section above.

Click Export to submit the report. A confirmation message indicates that the report has been queued for processing.

You can monitor the report from the Jobs window that appears.

Alongside the job status, the Jobs window lists the progress of the report in a Job Progress Information section. Each stage is recorded with a timestamp, so you can follow a long-running report as it is generated. The stages below are those reported for an Excel or CSV report that is written directly:

Stage	Information reported
Started	The report name, the selected export format, and the job id
Output	The generated file name and its location in processed documents
Criteria	The number of columns selected and filters applied
Query	Reported twice — first that the report data is being read from the database, with an advisory that large reports may take several minutes, then the number of rows returned with the elapsed time
De-duplicate	The row count remaining after duplicate rows are removed
Sort	The sorted row count
Data ready	The row and column counts, with the elapsed time
Build	Confirmation that the file is being built
Write	Confirmation that the file was written directly, with the row and column counts
File written	The file size and the elapsed time
Completed	The generated file name, the total time taken, and the instruction to click the Download icon

The window also displays Memory Utilization as a percentage and the Current Action. A note at the bottom of the window advises that an email notification is sent to the submitting user if the job fails.

NOTE: A report that returns no matching records is generated with the column header row only, or a message is displayed to advise that no data is available.

The report appears as a job with one of the following statuses:

Status	Description
Queued	The report has been submitted and is waiting to be processed.
Running	The report is currently being generated.
Completed	The report has finished generating and is available to download.
Failed	The report could not be generated. Re-submit the report or contact your administrator.

7. When the job status is Completed, click Download, to download the generated report in the format you selected.