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)
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..png?sv=2026-02-06&spr=https&st=2026-08-18T14%3A52%3A39Z&se=2026-08-18T15%3A06%3A39Z&sr=c&sp=r&sig=8jYUoGITEmcQTmWjfmOoAAzHC4Uw7YbqUYe1Lw1XhAY%3D)
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..png?sv=2026-02-06&spr=https&st=2026-08-18T14%3A52%3A39Z&se=2026-08-18T15%3A06%3A39Z&sr=c&sp=r&sig=8jYUoGITEmcQTmWjfmOoAAzHC4Uw7YbqUYe1Lw1XhAY%3D)
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.
|
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. The user's email address will be entered by default. |
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 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).
5. 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.
6. 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.
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.
