Custom Reports

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

NOTE: 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.

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

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

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

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

4. 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.

5. 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.

6. Click Save. A confirmation message displays.

7. Click OK. A confirmation message displays.

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.

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

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

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

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

5. Enter information in the following fields as needed:

NOTE: Only search criteria for which you have Permission to access displays.

6. Click the Recipients Information tab. The following screen displays:
   
   

7. Enter information in the following fields as needed:

8. Click Save. A verification message displays.

9. Click OK.

In ATIPXpress (AX) with the French language selected, the field labels in the Add Field panel, including the Close-Request fields under FOIA Fields, are displayed in French. The labels render in French in the field-picker, in saved report criteria, and in the generated report output (column headers). Field behavior, availability, and permissions are identical to the English experience.

NOTE: The application language is controlled by the user's profile preference. To switch to French, change the language in your user preferences; the Add Field panel will then display localized labels.

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).

5. 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.

6. 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.

7. 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:

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:

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