Using Reports Home Page

To open any Dynamic Report or reports-related artifacts such as Report Sets, Report Collections, and Documents, click Reports from the Planful application's left panel to access the Reports home page. The home page displays the list of all reporting artifacts that you have permission to access and is equipped with multiple capabilities that allow you to manage and work with your reports efficiently. 

Apart from accessing the existing reports, you can do the following on the Reports home page:

• Create new reports
• Refresh the home page
• Mark the important or frequently accessed reports as your favorite reports
• View recently accessed reports 
• Use the Search feature to open any existing report quickly

Top Menu Actions

You can perform the following actions on the Reports home page:

• Refresh - Click this icon to refresh the page.

• New- Select this icon to add one of the following:
  

  • Folder - Select this to add a folder for storing reporting artifacts. Enter the Folder Code, Folder Name and select the Folder Location from the dropdown. Click Ok.

  • Report Set - Select this to create a Report Set, a flexible reporting tool that can be used on Dynamic Report's Row or Column axis.
    Select a Report Set Type from the dropdown. Enter the value for Code, Name, Reporting Area, and Dimensions. Select a Folder location where you want to add the report set. Click Save. For more information on adding Report Set, click here.

  • Report Collection - Select this to add a collection of Dynamic Reports. For more information on Report Collection, click here.
    
  • Document - Select this to load a document. Enter the Document Code, Document Name, and Upload Document using the Browse option. 
    
  • Financial Package - Select this to create a Financial Package Publisher report. Enter the values in the Details and Content section of report properties and click Save. For more information on the Financial Package, click here.
    
  • Dynamic Report - Select this to add a Dynamic Report. You can use a Dynamic Report to create queries on the go along with structured financial reports, which utilize reusable Report Sets. Select a Reporting Area from the drop-down and click OK. For more information on Dynamic Report, click here.
    

• Edit - Select this icon to edit a folder.

• Delete - Select this icon to delete the selected reports.

• Run - Select this icon to run the selected Dynamic Report or Report Collection.

• Apply Filter - Select this to apply the filter on the grid.

More Options

You can view the following options under the More list box based on your security settings:

Share

The Share option is used to manage access and share reports.

This menu offers two key functionalities:

Share Access

This functionality allows you to control and manage access permissions for folders and reports within the File Cabinet. You can specify which users or user groups have access, define their level of access, and choose whether child artifacts should inherit these permissions. You can use this feature to control who can view, edit, or manage the reports.

How to Manage Access Permissions Using Share Access?

1. Click Reports.
2. On the File cabinet, click Share > Share Access. The Share Reports window is displayed.
3. Select the required folder or report from the drop-down list. By default, the folder or report selected in the File Cabinet page is displayed in the drop-down list.
4. Select the Inherit Permissions from the checkbox and select the required folder from which you wish to inherit permissions. Permissions can be inherited only from one of the parent folders in the hierarchy.
5. Type the user or user group name that you want to add in the search box.
6. Select any of the following access privileges:
   1. Can Read
   2. Can Edit
   3. Full Control
      Notes:

      • You can provide Can Edit access only to folders.
      • An administrator or a user with Full Control access can share a report.
7. Select one of the following from the Apply Permissions to Children drop-down list:
   Note:

   The Apply Permissions to Children drop-down list is only visible for folders.
   • Never: If selected, the artifacts have independent permissions. By default, this option is selected.
   • Always: If selected, the source artifact permissions are inherited to existing and newly added artifacts at all levels. The artifact status is displayed as Inherited beside the user or user group name.
     For example, if Always is selected for a parent artifact, the children's artifacts will inherit the same permissions as the parent. The image below displays that the Financial Reports (child) folder inherits the same permissions as the File Cabinet (parent) folder.
     When the permissions on the source artifact are updated, the same permissions are applied to all its children automatically.
     
     
     Notes:

     • Overriding or removing permissions in the target artifact does not update them for existing users or user groups.
     • Changes to permissions are effective only for users or user groups with the 'Inherited' status or when new users or user groups are added to the source artifact.
   • Once: If selected, the artifact permissions are copied only to all the existing children. Any new child added to the artifact will not have the same permissions. Also, if you update permissions on the source artifact, the same permissions are not copied to its children automatically.
     Note:

     Permissions are inherited only to those artifacts for which the user has Full control access.
8. Click Share.
9. You can also share the links using the Share Access option. In the Share Reports screen, click the Copy Link. The link will be copied and you can share the link offline through email or messaging.

Copy Link

This option allows you to copy report links and share them with users. The copied links honor security permissions, ensuring that users can access reports based on their permissions. Users can view reports and, if they have permission to edit, make direct edits through the shared links.

How to Share a Report With Copy Link Option?

1. Click Reports.
2. Select the report you want to share from the File Cabinet.
3. Click Share > Copy Link in the menu bar.
   
   
4. Share the link offline through email or messaging.

File Cabinet

File Cabinet provides you the ability to store and organize reports, and report artifacts such as Reports, Report Sets, Report Collections, and Documents in a hierarchical folder structure. You can view default folders and sub-folders when you open the File Cabinet page for the first time.

Navigate to the Reports icon from the application home page to access the Reports home page.

Access the File Cabinet from the Reports page as shown below.

To open any artifact in the File Cabinet, there are 2 options:

1. Click the artifact label link to open the artifact directly.

2. Select the check box next to the artifact label and then select an option in the toolbar to work with the artifact.

Favorites

The following are some points to remember related to the reports you add in Favorites:

• For a Reporting Administrator user, when the security associated with an artifact (report or folder) is changed, the affected Reporting Administrator user(s) will still have access to the artifact. The artifact will not be removed from the Reporting Administrator’s Favorites.
• For a Reporting user, when the security associated with an artifact (report or folder) is revoked by a Reporting Administrator or Reporting user, the affected user(s) will no longer have access to the artifact even though it will appear in their Favorites.
• No matter if you are a Reporting user or Reporting Administrator user, when permissions to an artifact are copied, the artifact will not be present in Favorites for the target user even if present in Favorites for the source user.
• Favorites functionality does not apply to user groups.

Recent

The Recent tab displays the list of reports recently accessed by you.

Search Reports

Enter criteria to search for specific artifacts or click the gray arrow to expand a search pane (shown below) where you can select specific search criteria.

Best Practices

• We recommend administrators review the usage of artifacts and remove the unused artifacts periodically (at least once in 6 months).

Limitations

• A maximum of 10 reports can be opened simultaneously.
• A maximum of 100 reports are displayed on the File Cabinet Page. If the reports exceed more than 100 then it is displayed on the next page.
• A maximum of 50 reports can be added to the Favorite list.
• A maximum of 50 reports are displayed on the Recent page.
• A maximum of 5MB document is allowed on the File Cabinet page. You can split the file if it exceeds 5MB.