Downloading Reports in WebReports

The Download option generates a report in a selected file format. WebReports processes the request in the background and places the finished file on the Completed Reports page.

Start a report download

1. Sign in to WebReports.
2. Select Reports.
3. Select Available.
4. Locate the report you want to download.
5. Select the report.
6. Open the Run report menu.
7. Select Download.

The Parameters dialog opens.

Select the file type

Use Select file type to choose the output format.

Available formats include:

• .XLSX
• .XLS
• .PDF
• .DOCX
• .PRNX
• .CSV (comma)
• .CSV (pipe)
• .CSV (tab)

Choose a format that is appropriate for how the report will be viewed or used.

File formats available when downloading a report.

Note: The file formats available to you may depend on the report and your assigned permissions.

Enter report parameters

Some reports require parameter values before they can be processed.

1. Enter or select each required parameter.
2. Select Next when additional parameter pages are available.
3. Review the selected values.
4. Select Finish.

If the report has no additional parameters, Finish is available immediately. Back and Next remain disabled when there are no other parameter steps.

Select Cancel to close the dialog without submitting the report.

Submit the report for processing

After you select Finish, WebReports submits the report for execution.

A confirmation message appears:

The report has been sent for execution and will be on the Completed page when available.

Confirmation that the report was submitted for background processing.

Processing time may vary depending on the report, its parameters, the amount of data, and current system activity.

Open Completed Reports

1. Select Reports.
2. Select Completed.
3. Locate the processed report.

Recently processed reports normally appear near the top of the list.

The Completed Reports page may display information such as:

• Report name
• Output type
• Execution date and time
• File size
• Report status

If the report does not appear immediately, wait for processing to finish and refresh the page.

Processed report displayed on the Completed Reports page.

Select the completed report

Select the checkbox beside the completed report to enable its available actions.

Depending on the output and your permissions, these actions may include:

• Download
• Preview
• Parameters
• ReExecute
• Delete Selected

Report-view actions may be unavailable for some downloaded output types.

Download the completed file

1. Select the checkbox beside the completed report.
2. Select Download.

The file downloads immediately through your browser. WebReports does not display another confirmation dialog.

The file’s location is determined by your browser’s download settings. Depending on those settings, the file may be saved automatically or the browser may ask you to choose a location.

Note: If the browser blocks the download, review its download or pop-up notification and allow the file when appropriate.

Preview a completed report

Select Preview to review the completed output in WebReports when previewing is supported for the selected file type.

If Preview is unavailable, download the file and open it in an application that supports its format.

Review the report parameters

Select Parameters to view the parameter values used when the report was executed.

Reviewing these values can help confirm that the report contains the intended records before you download or share it.

Run the report again

Select ReExecute to submit the report for processing again.

Depending on the report, you may be able to review or change its parameter values before submitting it. The new output appears as a separate entry on the Completed Reports page after processing finishes.

Delete a completed report

1. Select the checkbox beside the completed report.
2. Select Delete Selected.
3. Confirm the deletion when prompted.

Deleting a completed report removes that generated output from the Completed Reports page. It does not delete the original report definition from Available Reports.

Verify that the report is no longer needed before deleting it.

Protect downloaded report data

Downloaded reports may contain confidential business, employee, customer, or financial information.

Before downloading or sharing a report:

• Confirm that the selected parameters return the intended information.
• Verify that the recipient is authorized to view the report.
• Save the file in an approved location.
• Follow your organization’s security and retention requirements.
• Delete unnecessary downloaded copies when they are no longer required.