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CA PPM - 15.5
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Run, Schedule, and Share Reports

Last update March 8, 2019

Report behavior is similar to jobs in the classic user interface. As with jobs, you can immediately run a Jaspersoft report or schedule it to run at a future time with recurrence options. 

Report Access Rights

Security for reports has three levels. The following table describes each level of access. The Clarity PPM administrator grants you the access rights to specific features.

Access Level Description
View Reports
  • Reports - Access allows you to open the Available Reports page.
  • Reports - View Output - All allows you to view all report output.
  • You also need instance rights on one or more projects, investments, and resources.
Run Reports

These access rights allow you to run reports; however, they do not allow you to define the parameters that filter the information in a report.

  • Report - Run instance-level access right lets you run a specific report and view the output.
  • Reports - Run All global access right allows users to run any report.
  • At least one Advanced Reporting access right.
  • Be added to one of the CA PPM PMO Advanced Reporting groups or a CA PPM group. Group inclusion handles the required Jaspersoft role assignment.
Define Report Parameters

These access rights allow you to edit a specific report definition (instance-level) or all reports (global-level). You can change the report parameters to filter the information that appears in a report.

  • Reports and Jobs - Create Definition allows you to define report or job parameters.
  • Reports and Jobs - Edit Definition allows you to edit report or job parameters.
Row-level security within a report

This access level helps ensure that information is provided to you if you have the right to view the information. The row content that appears in each report varies depending on the access rights you have to items contained in the report. For example, if you run a report that lists information for multiple projects, only those projects to which you have rights appear in the report.

Note: A shared report might provide the recipient with increased visibility and access to project data they would not ordinarily have on their own. For example, User A has access to 100 projects and User B has access to 20. User A shares a 100-project report with User B. User B can view all 100 projects.

Note: Before you can run or schedule reports, your user account needs to be mapped to a Jaspersoft user with one or more roles. As an administrator, run the Create and Update Jaspersoft Users and the Synchronize Jaspersoft Roles jobs. See Jobs Reference.


Activate Reports 

As an administrator, you configure user access to the pre-defined and custom reports that your organization decides to make available to other users.  

  1. Log in to the classic user interface as an administrator with these access rights:
    • Reports and Jobs - Administrator Access
    • Reports and Jobs - Create Definition (to define report or job parameters)
    • Reports and Jobs - Edit Definition (to edit report or job parameters)
  2. Select Administration, Data Administration, Reports and Jobs.
  3. Set the Executable Type field to Report and click Filter.
  4. Select one or more reports by their check box and click Activate.
    The reports appear on the Available Reports page for other users to run, schedule, view, or share.
  5. To hide a report from other users, click Deactivate or open it and clear the Active check box.

Add Reports to the My Reports Portlet

You can add your frequently used reports to the My Reports portlet. You can add reports to My Portlets in two ways:

From Available Reports List

  1. Log in the classic user interface.
  2. Select Home, Personal, Reports and Jobs.
  3. Select one or more reports by their check box and click Add to My Reports.
  4. Select Home, Personal, General.
  5. Your favorite reports appear in the My Reports portlet on the Overview: General page.
  6. To add more reports, click More
  7. To remove reports from the My Reports portlet, select one or more reports by their check box and click Remove.

From Report Properties page

  1. Log in the classic user interface.
  2. Select HomePersonalReports and Jobs.
  3. Click the required report and navigate to the Report Properties page.
  4. Under the Parameters section, click Save Parameters.
  5. Enter the name in the Saved Parameters Name and select the Add to My Reports checkbox. The name you enter in the Saved Parameters Name is displayed as the report name under My Portlets.
  6. Click Save and Return.

Run or Schedule a Report

The Available Reports page lists Jaspersoft Studio reports that you have access to and can run immediately or schedule to run later. From this view, you can select a report and can set the parameters. 

Note: If you have personalized the Overview page to display the My Reports portlet, you can add and run any available report from this portlet.

Follow these steps:

  1. Select Home, PersonalReports and Jobs.
  2. Specify the filter criteria, or click Show All to view a list of all available reports.
  3. Click a report.
  4. Complete the General section:
    1. Report Name: For a series of scheduled reports, you can change the name to distinguish each report instance. For example, if the original report name is Retail Banking - Rate Extraction, when you schedule it weekly, rename it to Retail Banking -Weekly Rate Extraction. Rename the monthly scheduled reports to Retail Banking - Monthly Rate Extraction report.
    2. Format: Select one of the following report output file formats. By default, PDF is selected. 
      • PDF: Adobe Acrobat PDF  
      • PPTX: Microsoft PowerPoint 
      • XLSX: Microsoft Excel
  5. Complete the Parameters section. Follow these steps:
    1. The parameters vary by report. Click Save Parameters to save the defined set of parameters for reuse.  While saving parameters, you can also add a report to My Reports portlet.
    2. The saved parameters appear on the Available Reports page indented below the original report.
  6. Complete the When section to specify whether you want the report Immediately or Schedule.

    1. To execute a scheduled report and set it for recurrence, click the Set Recurrence link. You can also set the recurrence of a scheduled report by using Crontab. 

      Note: For more information about Crontab format and special character usage, see the Oracle Documentation.
    2. To use crontab, select Use UNIX Crontab Entry Format and enter the schedule. For example, the following statement indicates that the report runs at midnight on the 1st and 15th of every month. 0 0 1,15 * * . You can use the crontab option on Linux and UNIX operating systems where the Clarity PPM  is running. When you use this option, the scheduled configuration takes the server time where the Clarity PPM  is running.

  7. Notify: This section allows you to specify Resources and groups to notify when the report runs successfully or fails.

    Note: The recipient needs to have Reports and Jobs notifications enabled to receive notifications. To enable notifications, navigate Home, Personal, Account Settings, Notifications.

    To know who receives job failure notifications, watch this video:

  8. Sharing: This section is used to specify Resources and groups with whom report output needs to be shared. You can share only scheduled reports. 

    Note: Recipient of the report output need to have Report - Access right to view the Reports and Jobs page. When you share a report, the application automatically grants the Report - View - Output access right to the recipient users and groups.

  9. Click Submit.
    • Your immediate report appears in your web browser download folder. 
    • Scheduled reports appear on the Scheduled Reports page.
    • After report execution is completed, you can view the report output in the Report Library.



Edit Scheduled Report Properties

Report run properties include scheduling and notification information, and any parameters that you customize. The Scheduled Reports page lists the scheduled report run times and report run statuses a user or administrator has created. A single report can have many scheduled runs. All scheduled report runs (except the deleted reports) appear in the list regardless of their status.

You can edit the properties of scheduled report runs that have the Canceled or Completed status using the Report Properties page. Otherwise, you can only view report run properties.

  • Pause or resume a scheduled report: Pausing scheduled report runs temporarily stops the report from running. When in this state, the report cannot run at its scheduled time until you resume the report run. When you resume the report runs, it runs at its next scheduled run time. You can pause reports that have a Scheduled status.
  • Cancel a scheduled report instance: Canceling scheduled runs stops the run immediately and cancels any future runs. A cancelled run remains listed on the scheduled reports page with a status Cancelled status. Once you cancel a run, you cannot change its status or cannot edit any of its properties.
  • Delete a scheduled report instance: You can delete scheduled runs with a Cancelled or Completed status. Deleting a scheduled run does not delete the report type, or any completed generated reports that are listed in the Reports Library.

A scheduled report can have one of the following status values:

  • Canceled: The scheduled report and any scheduled recurring instances are permanently canceled.
  • Completed: The single, non-recurring scheduled report is complete and the generated report output is available.

    Note: Recurring scheduled report instances never show a Completed status.
  • Paused: The next scheduled report instance is stopped temporarily.
  • Running/Processing: The scheduled report instance is in progress.
  • Scheduled: The next report instance is in queue. The next instance of the report is scheduled to run on its defined date and time.
  • Waiting: The scheduled report cannot start until an incompatible report or job finishes.
  • Failed: The scheduled report instance failed. If a report fails, check the status of other scheduled instances or contact your administrator.
Note: If you schedule a report to run only once, you can only edit its properties before the scheduled run time.

Follow these steps:

  1. Select HomePersonalReports and Jobs.
  2. Click the Reports tab and select Scheduled Reports.
  3. Select the check box next to one or more scheduled reports and click Pause, Resume, Cancel Job, or Delete Job. (The word job appears here because scheduled reports are handled as jobs by the system.)
  4. Click a Report Name link.
  5. Edit any other report properties. For scheduled report entries, the read-only Job ID and Job Status appear.
  6. Click Submit.

View the Generated Report Output

The Report Library page lists all the generated report output. If the scheduled report recurs, an instance of the report log is generated for each recurrence. For example, if a scheduled report is set to recur monthly, then an instance of that report is created each month.

You must have Adobe Acrobat Reader installed to view reports.

Note: For any reports that run immediately, you can view the report immediately. You can also save the report and view it later from the Report Library page.

Follow these steps:

  1. Select HomePersonalReports and Jobs.
  2. Click the Reports tab and select Report Library.
  3. Click the Open Report icon next to the report.
  4. (Optional) To view its pre-defined parameters, log entries, and other scheduled properties, click the Report Name link.
  5. If you have access, the link opens in and you can view the report. If you do not have access, the following document management system error message appears: DMS-05100: You do not have permission to access this document. Contact the document owner for access to the document. Depending on your data security policy, request the report from the user through another method of sharing. To request access rights, contact your administrator.

Delete Generated Reports

You can delete generated report output, as needed. You can also schedule the Remove Job Logs and Report Library entries job run to remove outdated reports from the Reports Library periodically.

Follow these steps:

  1. Select HomePersonalReports and Jobs.
  2. Open the Reports menu, and click Report Library.
  3. Select the check box next to the report, and click Delete.

Jobs Affecting Report Information

Depending on your report, a number of jobs can directly impact data quality. All Jaspersoft Studio reports, accessed from Classic CA PPM, rely on the Load Data Warehouse job for fresh data. Administrators must also run the Create and Update Jaspersoft Users job and Synchronize Jaspersoft Roles job. The jobs should be run in this order:

  1. Load Data Warehouse job
  2. Load Data Warehouse access rights job
  3. Create and Update Jaspersoft Users job
  4. Synchronize Jaspersoft Roles job

The following other popular jobs might also impact your report data:

  • Post Timesheets
  • Time Slicing
  • Update % Complete
  • Update Data Warehouse Trend
  • Update Earned Value and Cost Totals

If these jobs fail, reports can be affected. Report information might be stale or missing. Contact your administrator for more information.

Running or Scheduling Jaspersoft Reports Inside Classic CA PPM

You can run, schedule, share, check status, and view Jaspersoft Studio reports inside CA PPM. The Home menu includes the Reports and Jobs menu option. The resulting intuitive two-tab page provides a convenient place for users to schedule reports and jobs. With pre-configured access from administrators, you can save your own report parameters. You can view only your own scheduled reports or the reports shared by other users.

Note: In Advanced Reporting some input controls appear to have default values when they are just the first values in the list. In CA PPM, these same filters appear correctly and do not appear to have default values. The Time Period and Currency filters are a few examples.

Scheduling Reports with Date-Based Filters

In Advanced Reporting, you can use the Jaspersoft relative date capability to schedule or run reports that have date-based filters such as Start Date, End Date, and so on. You can filter information in a report based on a date range that is relative to the current system date. Use the date-based filters and enter a text expression that describes the relative date or the date span that you want to display. The date-based filters use both Jaspersoft relative date functionality and regular dates.

For the relative dates, use the format <Keyword>+/-<Number>

where...

  • <Keyword> indicates the time span that you want to use. Options include, DAY, WEEK, MONTH, QUARTER, SEMI, and YEAR.
  • + or - indicates whether the time span occurs before or after the date that you have selected.
  • <Number> indicates the number of the time spans that you want to include in the filter.

Examples:

To include data from the previous month in the report, use the following expression:

MONTH-1

To include data in the report from the next month use the following expression:

MONTH+1

More Information:

  • Jobs Reference in the English edition of the documentation.
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