Working with Report Collection

Report Collection provides report bursting and distribution capabilities for a collection of Dynamic Reports. You can generate and distribute a Report Collection in Excel or PDF format. 

Generation and distribution take place in the cloud. You can attach the generated reports to e-mail or access them from the File Cabinet.

How to Set Up a Report Collection?

1. Click Reports.
2. From the reports home page, click Add from the top menu.
3. Select Report Collection, and the Report Collection window appears. It contains four major tabs which are as follows:
   • General Information - Provide the information to identify the report collection once it is created and saved. 
   • Reports - Add reports to the report collection, select bursting criteria, and dimensions, and apply member selections. 
   • Settings - Configure the output settings of the report collection.
   • Distribution - Set your report collection distribution preferences in this tab. For example, you can set up your email, and its attachments.
     
4.  Once you have provided all the details, click Run from the top menu. You will get a notification when the report is ready to download, which will automatically download to your system. The other top menu options are as follows:

   • Save - Select this option to save the Report Collection after you have updated the collection as desired.

   • Save As - Select this option to save a Report Collection with a different name.

   • 
     

     Apply POV - Select this option to apply or remove a Point of View (POV). You can modify the page level settings to display specific dimension members. If you apply the Point of View (POV) setting to a dimension and save the report, the applied POV setting is retained when you navigate to another page or log in to the application the next time.

     When you open a shared report with POV settings defined by another user, the report is displayed with the applied POV setting.

     Note:

     If you are a read-only user, you can change the POV setting while running the report, but when you navigate to another page or login to the application, the next time the changes will not be saved.

General Information

The information provided in this tab identifies the report collection once it is created and saved.

• Code - Provide a unique name, which will appear in the Report pane.
• Name - Provide a unique name for the report collection.
• Reporting Area - Select Financial, Sales, or Workforce for Reporting Area. Reporting areas must be configured and applicable to be displayed. For example, if you are not using Planful Sales Forecasting, the Sales option is not available.
• Select Folder - For Select Folder, identify the folder within the File Cabinet where you want to store the Report Collection. You must have complete control or edit folder privileges to add a Report Collection. Only folders in which you have complete control or edit privileges are displayed in the Search pane (opened by clicking Search).

Reports

You can add reports to the report collection, select bursting criteria and dimensions, and apply member selections.

You can do the following in the Reports tab:

1. Add Reports - Click the Select Reports option in Add Reports. The Select Dynamic Report window appears.
2. In the Select Dynamic Report window, choose the desired report from the File Cabinet, and Click Add. Additionally, a single report can be used in multiple tabs in the Report Collection or across Report Collections. You can add only Dynamic Reports to a Report Collection. 
3. Selected Reports - You can view all the reports added in the respective report bursting tab here. Under Action, you can:
   • Delete a report.
   • Move the report up by one place.
   • Move the report down by one place.
4. If you want to create a new report bursting tab, click the drop-down near the tab to open a list box. The list box contains the following options:
   1. Add - Creates a new report bursting tab and you must provide all the details.
   2. Duplicate - Creates a copy of the current report bursting tab as a new report bursting tab.
   3. Delete - Removes the current report bursting tab.
      
      You can drag and drop the bursting tabs in a Report Collection to reorder them. The maximum number of tabs that can be added to a single Report Collection is ten. Contact Support to increase this number. 
5. In the Bursting Criteria section, enter a name to identify the bursting criteria in the Name field.
6.  Select any of the following bursting methods from the Method drop-down:
   Bursting Methods:
   • Single Dimension Multiple Members - When you use this method, each selected report in the Report Collection is run individually for each selected bursting member. You can use a single bursting method multiple times in a single Report Collection. You can select one dimension as the bursting dimension and then select multiple members related to the selected dimension subject to the dimension security.

     In the example below Income Statement, Balance Sheet, and Expense Report are run for the Head Office, Redwood City, and New York locations individually.
     One output file is generated for each location and one sheet/page in Excel/PDF is generated for each report selected. Within the output file, the member selected first in the bursting selection is listed and the reports are added for this member in the same order in which they were selected in the Reports section. Report outputs generated are:

     • Head Office: Income Statement, Balance Sheet, Expense Report
     • Redwood City: Income Statement, Balance Sheet, Expense Report
     • New York: Income Statement, Balance Sheet, Expense Report.
   • Multiple Dimensions Single Member – When you use this method, you can select multiple dimensions and one member for each dimension for bursting. Each report selected in the Report Collection is run for a combination of the member selections made on each dimension.
     For example, let's consider the following selection is made for reports, bursting dimensions, and members:
     • Reports Selected: Income Statement, Balance Sheet, Expense Report
     • Bursting Dimensions: Company, Location
     • Member Selections: Company – HA RWC, Location-Head Office
       In the example above, the Income Statement, Balance Sheet, and Expense Report are run for HA RWC-Head Office locations. Report outputs generated are:
     • Income Statement for HA RWC-Head Office
     • Balance Sheet for HA RWC-Head Office
     • Expense Report for HA RWC-Head Office
       A single output file is generated for HA RWC-Head Office and one sheet/page in Excel/PDF is generated for each report selected.
   • Multiple Dimensions, Multiple Members - If this option is selected, you can select multiple dimensions and multiple members for each dimension. A single Excel or PDF file is generated for each bursting tab where the Multiple Dimension, Multiple Members bursting method is selected. If Generate Single Output File is selected in Settings, one Excel or pdf file is generated across all bursting tabs in the Report Collection.
     If you have added multiple reports in the bursting tab, selected multiple dimensions (for example 3 dimensions), and added multiple members for each dimension; the number of reports generated in the Excel or PDF file is equal to the number of reports selected times the number of members in dimension 1, dimension 2, and dimension 3 (and so on)
   • None - If this option is selected, there are no bursting dimension or member selections. The result is a simple Report Collection or book. Each report is run independently based on its own member selections. A single output file is generated for the tab and one sheet/page in Excel/PDF is generated for each report selected.
     Note

     The order of the selected members for each bursting dimension is retained in the Report Collection output.

     
     
7. Generate Single Output File for Selected Members - This checkbox appears when you select the Single Dimension, Multiple Members option in the Method field. Selecting this checkbox generates a single output file (Excel or PDF) for all members in the Bursting tab. The Report Collection output generated varies depending on how you set this checkbox and the Generate Single Output File option in the Settings tab. The following table describes different outputs generated based on your selection criteria for these checkboxes:
   

   Options	Generate Single Output File for Selected MembersGenerate Single Output File for Selected Members	Generate Single Output File	Output Generated
   Selection Criteria	Yes	Yes	Generates a single output file (Excel or PDF) for all members in the Bursting tab.
   Selection Criteria	Yes	No	One Excel or PDF file is generated for all members in the bursting tab where the checkbox is selected.
   Selection Criteria	No	No	One Excel or PDF file is generated for each bursting member on the bursting tab.
   Selection Criteria	No	Yes	One consolidated file is generated for all bursting tabs in the Report Collection.

   Note

   When you perform a Copy or Save As the Generate Single Output File for Selected Members checkbox setting is copied or saved. This setting is also retained for Report Collection integration with Cloud Scheduler.
8. Dimensions - Select the required bursting dimension from the drop-down. The drop-down displays the list of dimensions based on the report(s) you have selected in the Add Report field. You can add single or multiple dimensions and members to the Report Collection based on the option chosen in the Method field. When you select multi-dimension options in the Method field, you can view an additional Add icon next to the Dimension field using which you can add multiple dimensions. To add multiple dimensions, click the Add icon and click the dimensions drop-down again to choose the next bursting dimension.
9.  Members - Once you select a dimension, the Members section appears. This section displays the selected dimensions as blocks where you can add members related to that dimension. Click on the Select <Dimension Name> to view the Select Members window. You can view the associated dimension members based on your dimension security. Based on the option you choose in the Method field, you can select single or multiple members for each dimension. The following options are available in the Selected list box:
   • Selected (default) - Members in the tree, as selected by the user
   • Children - Immediate children of members, as selected by the user
   • All Children - All levels of children under the selected member
   • Selected + Children - Selected members, and their immediate children
   • Selected + All Children - Selected members, and all levels of children under them
   • Leaves - Leaf members at all levels under the selected members
   • Selected + Leaves - Selected members, and their leaf members, at all levels
   • Selected + Parents - Selected members, and their immediate parents
     
     A Display Parents Last checkbox is available for the Selected + Children, Selected + All Children, Selected + Leaves, and Selected + Parents options.
     The following options are available for the Time dimension:
   • Year
   • Quarter
   • Month
   • Trailing
     Note:

     The Period dimension in Sales does not support the additional Time dimension options.
10. Click Update to exit the Select Members window.
    Note:

    You can modify the Member selections on page dimensions for each report added to the Report Collection. These selections are saved to the Report Collection and do not affect the selections made on the source Dynamic Report. By default, the member selections made within the Dynamic Report setup page are displayed for each dimension. Member selection on non-bursting page dimensions can be modified in this section for the Report Collection. All member selections are subject to Dimension Security. If the page dimension is locked in Dynamic Reports, it will be displayed with a lock symbol in the Report Collection. All associated dimension members cannot be edited when the dimension is locked.

Settings

Using the settings tab, you can configure the output settings of the report collection.

• Click the Settings tab to select Report Collection output settings.
• Select an Output Format (Excel, PDF, or Google Sheets). A Report Collection can have only one output format configured and the same format applies to all the reports added to the Report Collection. (Google for Work must be configured by your System Administrator in order to enable export for Google Sheets.)
• You can select the Suppress Empty Reports checkbox to exclude a blank report from the Report Collection output file.
• You can apply the recipient’s dimension security to the Report Collection output files using the Apply Bursting Dimension Security of Recipient checkbox. If this checkbox is selected for every user added to the distribution list, the corresponding reports are generated after applying specific dimension security. The selected dimension security is applicable to PDF, Excel, and Google Sheets output.
  Notes:

  • The existing Report Collections are run based on the sender’s dimension security.
  • The sender’s dimension security will be applied to the reports for the Non-Planful users and for the recipients who are in CC in the distribution list.
  • If a user group is added to the distribution list, the output is generated for every distinct dimension security combination of the individual users within the user group.
• Select the Generate Single Output File checkbox to generate a single workbook with an individual sheet for each report in Excel. For PDF, a single PDF file is generated, and each report consumes a single or multiple pages based on report size. If this option is not selected, the number of output files generated depends on the bursting criteria applied.
• The Custom File Name checkbox is available when the Generate Single Output File is selected. Select to enter a File Name for the output. When Custom File Nameis not selected and the output format is Excel, the following fields are available:
  • Report Collection - The code and name that you entered on the General Information tab. The label is a combination of the report code and name. Select which you would like to appear on the report output.
  • Report Bursting - Include the bursting name in the report output. The name was entered on the Reports tab.
  • Member– Select to include dimension member name, code, label, or no dimension information in the report output.
    Note:

    You can select the None option to exclude the report collection name in the Output File Name from the generated output. You must select at least one value from the Report Collection, Report Bursting or Member drop-down lists. You cannot select None in all the drop-down lists.
• You can Exclude or Include the date and time stamp in the Report Collection output file name from the Date and Time field.
• Further, customize Excel sheets by including sheet names. Select Report to include the report name, label, or code for each sheet. Select Member to include the dimension member name, label, or code in each sheet for page dimension members.
  Note:

  You can select the None option to exclude the report collection name in the sheet name from the generated output. You must select at least one value from the Report or Member drop-down lists. You cannot select None in all the drop-down lists.

• In the In Excel Export, Display Header & Footer as section, select Header & Footer Section to export header and footer section details. The setting is applicable for all reports added to the Report Collection but is not applicable for PDF output (only Excel output). For PDF output, the header and footer are exported as header and footer sections by default. Alternatively, select Rows to export the header and footer section details as normal rows. Logos, formatting, and alignment (left/center/right) remain intact and are adjusted to fit the rows in the sheet.
• In the Table of Contents section, select the following fields based on your requirements:
  • Table of Contents: Allows you to Show or Hide the table of contents from the Report Collection output.
  • Page Orientation: Allows you to select Portrait or Landscape orientation.
  • Sheet Number: Allows you to Show or Hide the sheet number from the output. You can show or hide the sheet number when you generate Excel or Google Sheet output and the page number in the PDF output.
  • Company Logo: Allows you to align the logo to the Top Left or Top Right based on your requirements.
  • Style: Allows you to customize the table of contents format. You can also add or remove the logo, report collection name, report collection title, Generated By, and Generated On information. After configuring the Table of Contents, you use the Preview option to know how the output may look before generating the actual Report Collection. If you don't like the output, you can use the Reset option to return to the default formatting.
    
    The table of content settings is retained when you generate PDF, Excel, and Google Sheets output files. The output files generated from the Process flow also display the table of contents.
    
    Note

    The Table of Contents Settings are retained when you Save, Save as, or Copy a Report Collection.

Distribution

You can set your report collection distribution preferences in this tab. For example, you can set up your email, and its attachments.

• Click Distribution to define Report Collection distribution preferences:
  • Select Send e-mail notification to user(s) to send an email to selected users informing them of the generated Report Collection. See Report Collection E-mail Customization.
  • Select Include reports as an attachment to attach the generated Report Collection output to the email. If the attachment exceeds 5MB, you will be notified and the report will be saved to the File Cabinet (if this option is selected) for viewing.
  • Select Save output files in the File Cabinet to save Report Collection output files to a specified path (folder location) within the File Cabinet. Users without access to the folder in the File Cabinet where the Report Collection is saved can still view the report.
  • When you select the Save output files in the File Cabinet check box, the Replace existing reports check box is enabled. You can select this check box to replace all reports that are saved after the Summer 19 release in the same folder.
  • By default, the Replace existing reports check box is:
    • Not enabled in all existing and new Report Collections.
    • Enabled if the Date and Time field is excluded in the Output File Name (Report Collection)section.
      Note:

      Any output files saved to File Cabinet prior to the Summer19 release are not replaced. The output files saved or moved to other folders (other than the one specified in Report Collection, Distribution) are not replaced.
• Click Add/Remove User – User group to open a dialog page where you can identify Planful Users, Planful User Groups, and non-Planful Users (Other Users) to send the Report Collection by email or share the output file with the File Cabinet for the users/user groups selected.
  
  If a User Group is selected in the distribution table, all users mapped to the user group get Full access to the respective files automatically. To view and open the files (used in this example) from the File Cabinet users must have at least, Read Only access to the Report Collection folder and its parent folders in the File Cabinet hierarchy. Folder access must be set MANUALLY and does not apply automatically. If the users do not have access to the Report Collection folder, they cannot view the files in File Cabinet though they have Full access.
  
  A Full Access user can open and view an artifact in the File Cabinet, rename an artifact, edit an artifact, move the artifact from one folder to another in the File Cabinet, modify report security, copy the artifact, view the Usage Report, delete a document from the File Cabinet, and add and remove the artifact from User Favorites.
  
  It doesn't matter how you distribute the Report Collection, the order of the dimension members selected and displayed on the Reports tab for a given dimension is retained. See Distributing Report Collections.
•  Click Save. Only reporting administrators or users with full access can perform a save. Use Save As to save a current Report Collection under a different name. Enter a new Report Collection code and name and select the folder where you would like to store the Report Collection. You can save a Report Collection to folders if you have edit or full privileges. Only reporting administrators or users with full access can perform a Save As.
•  Click Run to execute the Report Collection.

Report Collection Best Practices

• Do not submit a request to run a Report Collection when the same Report Collection is already running. You can run two different Report Collections simultaneously.

• Use the Retry option if a Dynamic Report in a Report Collection or Financial Package Publisher fails due to concurrent processes running or OLAP connectivity issues. This option allows Planful to automatically perform a reprocess. The maximum number of retries allowed is 3. If, after 3 attempts, the report still fails, try again at a later time.

• Audit Report Collection activities by enabling this option on the Setup Application Audit page.

• Once a Report Collection is saved to a File Cabinet folder, you can edit/copy/delete/rename, manage user security, and add Report Collections to your Favorites list from the File Cabinet interface.

  
  

• All Report Collections are available by default for reporting administrators. For regular users, Report Collections are displayed based on security.

• All reporting administrators and the creator of the Report Collection have full access to the Report Collection by default. A full access user can set up security for an individual Report Collection using the Security option in the File Cabinet or Report Access in User Management.

• Edit in the File Cabinet toolbar is available only for Reporting Administrators or Full Control users. All Report Collection details can be edited except Reporting Area. You cannot edit a Report Collection while it is running.

• Copy in the File Cabinet toolbar is available only for Reporting Administrators or Full Control users. All details, such as Reports, Member Selections, Bursting Methods, Distribution Options, and Settings are copied from the source to the target. Job Manager or Audit Log details are NOT copied from the source to the target.

• Delete in the File Cabinet toolbar is available only for Reporting Administrators or Full Control users. If a Report Collection is deleted, all the reference records in the Job Manager are also deleted. However, Audit Log details are not deleted.

• Rename in the File Cabinet toolbar is available for all Reporting Administrators or Full Control users.

• Report Collections can be added to and removed from Favorites. Multiple Report Collections or a combination of Report Collections and other Report artifacts can be added to Favorites.

• Dynamic Reports referenced in a Report Collection cannot be deleted. Click Usage Report to display information on where Dynamic Reports are referenced within Report Collections.

Report Collection Limitations