4. Business Objects: Running a Report in Schedule Mode

Demonstration Video

This video goes over how to schedule reports in BusinessObjects. Length: approx. 11 minutes. Closed captioned. Password available from the helpdesk or the Community Services System News.

Initiate Scheduling Report

1: On the row for the report you wish to run, click on the ••• button on the right-hand side to open the options menu for the individual report.
2: In the dropdown, select Schedule to initiate scheduling the report.

Setting Report Parameters

You may change the Title of the report so that you'll recognize it, but this is optional.

Under Delivery Destinations, click Add.

In the popup that appears, check the box for BI Inbox.

Click Confirm. This ensures a copy of the report is delivered to and saved in your BI Inbox.

Select the recurrence you wish to use for this scheduled report from the Run Report dropdown. ICA generally recommends using Now or Once, though Recurring can be utilized if desired. The Calendar option should not be used and will display an error message if selected.

Note: If Recurring is selected, keep in mind that while the report will run on the schedule selected, the date ranges selected in the prompts will not change.

Setting Report Features

Click on the Report Features tab to open the next screen.

Under formats, select the desired format from the available options. ICA generally recommends using Microsoft Excel (xlsx) or Adobe Acrobat (pdf), though any format can be utilized if desired.

Note: If Web Intelligence is selected, the report will not be able to be viewed via the BI Inbox. It must be viewed via the history tab or the instances panel.

Click Edit Prompt Values. Once the prompt window opens, follow the instructions in the Setting Prompts section below to set each prompt as applicable to the report. If you are unsure about how to set a prompt (i.e., not sure what to click), a guide on setting prompts is available here.

Important! The prompt popup usually takes a few seconds to open and can potentially even take a minute or two. Do not click Edit Prompt Values more than once or the system may freeze.

Download/Open Report

Once the symbol at the beginning of the row turns to a green checkmark (in red circle in screenshot below), click on the ••• button to open the menu.

Note: Once you close this window, you can return to it. Click here for step-by-step instructions on viewing report run history.

Click View to download/open the report.

Warning! If a report contains identifying information (names or initials, dates of birth, entire or partial SSNs, etc.) about clients, it may not be transmitted via email unless encrypted.

Need Assistance?

If you have any other questions about how to use BusinessObjects or need assistance, please use the "Contact the Helpdesk" button in the lower right-hand corner of the screen to request assistance.