Transcript

Fleet Maintenance Software

User-Defined Reportsand Data Exports

Manual

Version 6.4

6 Terri Lane, Suite 700Burlington, NJ 08016

(609) 747-8800Fax (609) 747-8801

[email protected]

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ContentsChapter 1: User-Defined Reports 1

Introduction 1

Configuring Report Builder 1

Creating User-Defined Reports 3

Using Dossier Report Templates 3

Report Definitions 4

Downloading Dossier Report Templates 5

Authoring the Report 8

Using Base Tables 23

Using Dossier Standard Reports 29

Subreports 31

Logos and Charts 33

Cataloging User-Defined Reports 39

Cataloging Subreports Before the Report 40

Editing User-Defined Reports 41

EditingMemorized User-Defined Reports 41

Deleting User-Defined Reports 42

Deleting aMemorized User-Defined Report 42

Downloading Reports from SSRS 42

User-Defined Report Example 44

Technical References 45

Chapter 2: User-Defined Data Exports 47

Introduction 47

Creating User-Defined Data Exports 47

Cataloging User-Defined Data Exports 52

Editing User-Defined Data Exports 52

EditingMemorized User-Defined Data Exports 52

Deleting User-Defined Data Exports 53

Deleting aMemorized User-Defined Data Export 53

Downloading Data Exports from SSRS 53

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Technical References 54

iv  |  Contents

Chapter 1: User-DefinedReportsIntroduction

There are two environments for creating user-defined reports in Dossier:

l Microsoft SQL Server Report Builder

l Microsoft SQL Server Business Intelligence Development Studio (BIDS)

NOTE: The current supported version of Report Builder is Microsoft SQL Server 2008 ReportBuilder 2.0. Future versions might be used. However, this document provides onlyinstructions for the currently supported version, which might differ from future versions. It isassumed that Report Builder is already installed. If this is not the case, please refer toInstallation documentation before proceeding.

Report Builder is the suggested method for casual users, while BIDS might be moreappropriate for advanced users.

This chapter provides detailed instructions for creating user-defined reports using ReportBuilder.

This chapter provides instructions for performing the following functions:

l Configuring Report Builder

l Creating user-defined reports

l Cataloging user-defined reports

l Editing and deleting user-defined reports

l Downloading user-defined reports from the report server to the client machine tosynchronize them

Configuring Report Builder1. Start Report Builder by clicking Start > All Programs > Microsoft SQL Server Report

Builder > Report Builder.

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2. Click the Report Builder button at the upper left corner of the Report Builder window,then click the Options button to specify the default Report Server (SSRS).

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3. Specify the URL of your Report Server and click OK. (The URL for your Report Servercan be obtained by running Dossier, going to Setup > Configuration > Code Tables,clicking Report Servers, selecting your Report Server from the list, and copying thevalue of Report Server URL from Dossier to Report Builder.)

Creating User-Defined ReportsThere are multiple ways to author reports in Report Builder. This manual providesinstructions for the three recommended methods - using Dossier report templates, usingbase tables, or modifying an existing Dossier standard report.

Using Dossier Report Templates

We have provided templates for all major Dossier entities, the standard Dossier header andfooter, and the standard Dossier cover page. The entity templates also include a datasetthat contains data relevant to the specific area. The datasets query Dossier General Views,which are defined below.

l General Views - These are table-valued user-defined functions within SQL Server (forexplanations of a table-valued user-defined function, please refer to Microsoft’sdocumentation).

The Dossier user-defined templates are a combination of a report definition file (.RDL) anda General View. The report definition was created with our standard Dossier header,footer, and cover page.

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Report Definitions

TemplateName Report Definition General View Comments

Authorization GeneralAuthorizationTemplate GeneralAuthorizationView Includes generalauthorization information aswell as all authorized work.

Customer GeneralCustomerTemplate GeneralCustomerView Includes general customerdata: name, address, billingtype, etc.

Document GeneralDocumentTemplate GeneralDocumentView Includes general documentdata for all document types.

DocumentDetail

GeneralDocumentDetailTemplate GeneralDocumentDetailView Includes general documentdata for all document types,and includes cost data.

Fuel Part GeneralFuelPartTemplate GeneralFuelPartView Includes general fuel data aswell as cost information.

Inventory GeneralInventoryTemplate GeneralInventoryView Includes general inventorydata including inventory countand cost.

InventoryDetail

GeneralInventoryDetailTemplate GeneralIntentoryDetailView Includes general inventorydata including related parts.

Meters andFuel

GeneralMetersAndFuelTemplate GeneralMetersAndFuelView Includes general meter andfuel data as well as totalmetric run for each meter andtotal fuel cost by date.

Part GeneralPartTemplate GeneralPartView Includes general part data.

Personnel GeneralPersonnelTemplate GeneralPersonnelView Includes general personneldata as well as mechanic anddriver information.

PersonnelDetail

GenrealPersonnelDetailTemplate GeneralPersonnelDetailView Includes general personneldata as well as basicmechanic and driverinformation, and drivercertifications.

PurchaseOrder

GeneralPODetailTemplate GeneralPOView Includes general purchaseorder data with total costs andquantity.

Quotes GeneralQuotesTemplate GeneralQuotesView Includes general quote dataincluding part and laborinformation.

Repair Order GeneralRepairOrderTemplate GeneralRepairOrderView Includes general repair orderdata including parts, labor,and external work.

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TemplateName Report Definition General View Comments

Tire GeneralTireTemplate GeneralTireView Includes general tire data aswell as current unit andposition, and also vendorinformation.

Unit GeneralUnitTemplate GeneralUnitView Includes general unit data.

Vendor GeneralVendorTemplate GeneralVendorView Includes general vendorcontact data.

WorkPending

GeneralWorkPendingTemplate GeneralWorkPendingView Includes general workpending data as well as basicunit information.

Downloading Dossier Report TemplatesAll of the Dossier report templates are available to be downloaded from the ReportExplorer in Dossier.

1. In Dossier, on the Reports menu click Report Explorer.

2. Expand the Templates folder.

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3. Select the template you would like to download (e.g., General Repair Order Template),right-click the template, and click Download Template to download the individualtemplate.

To download all of the templates, right-click the Templates folder and click DownloadTemplates.

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NOTE: This step can be repeated for any folder or report on the Report Explorer if youwould like to download a Dossier standard report and modify it instead of one of thetemplates.

4. In the Browse for Folder dialog box that displays, select a location to which to save thetemplate(s).

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Authoring the Report1. Open Report Builder by clicking Start > All Programs > Microsoft SQL Server Report

Builder > Report Builder.

2. Click the Report Builder button at the upper left corner of the Report Builder window,then click Open. The Open Report dialog box displays.

3. Browse to the location where you saved your templates, select the desired template(e.g., GeneralUnitTemplate), and click Open.

You are prompted to select a report server to use for the report.

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4. Select the report server to which the report will be deployed when it is finished (i.e.,the default report server configured in "Configuring Report Builder" on page 1) andclick the Connect button.

Your screen should look similar to the example below. At the top of the screen is theribbon that contains the formatting options, items to include on the report, or displayoptions for the screen depending on the current tab that is selected.

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On the left side of the screen is the Report Data panel, which contains the Built-inFields, Parameters, Images, Data Sources, Datasets, and Fields of the report.

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In the middle of the screen is the design view, which contains the report layout whereyou can add tables, charts, or other items. At the top of the report layout is the defaultDossier header and at the bottom is the default Dossier footer.

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At the bottom of the screen are the Row Groups and Column Groups of the report.

5. Go to the Insert tab on the ribbon, click Table, and then click Table Wizard. TheChoose a Dataset screen displays.

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6. Select the desired dataset from which to pull your information and then click Next. TheArrange Fields screen displays.

7. Drag your the fields you want to use on the report from the list of Available fields tothe ∑ Values list.

If you click the down arrow of a field, options such as summing the field, getting theaverage, etc. can be chosen. By default, any numeric fields will be summed. However, ifthis is not the desired result, click the down arrow, and click Sum to uncheck it. Youcan also drag any field from the list of Available fields to the Row groups or Columngroups lists to group the rows or columns by that field.

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8. After you are finished selecting your fields, click Next.

A preview of your table will be displayed on the right side of the screen.

9. If you grouped by any of your fields on the left side of the screen, you will be giventhe options for subtotals, grand totals, and expand/collapse groups. Once you arefinished, click Next.

The next screen gives you the option of choosing a style for your table and preview thetable.

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10. Select your desired style and click Finish.

11. The table is inserted into the report layout, where you may make whatever changes youlike:

l Single-click a cell to select it.

l Double-click in a cell to edit the text.

l Select the gray box at the top of a column to select the entirecolumn.

l Select the gray box at the front of a row to select the entire row.

l Select the gray box in the top left corner to select the entire table.

l Click and drag the to reposition the table.

l If you position the mouse cursor in between a column or row, youcan click and drag to resize the column or row.

l Right-clicking an item (e.g., cell, column, row, table, etc.) displays amenu with various options, such as inserting a column or row.

12. Edit the report layout using the ribbon where three tabs are provided - Home, Insert,and View.

l The Home tab provides basic font, alignment, border, and numberformatting options.

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l The Insert tab provides the ability to add various controls to thereport.

l The View tab allows you to choose which panels you would like toshow/hide.

13. Optionally, on the Report Data panel, right-click the Parameters folder and select AddParameter to add a parameter to the report.

The General tab of the Report Parameter Properties dialog box displays.

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14. Define basic information about the parameter:

l The Name is the value used when referring to the parameter in areport.

l The Prompt is the “friendly name” displayed on the parametercontrol.

l The Data type determines the valid values for a parameter.

l Text - Any combination of letters or numbers (“John Davis”,“Alaina Field”).

l Boolean - A Yes/No (True/False) value.

l Date/Time - A combination of any date and/or time(m/d/yyyy hh:mm:ss.fff).

l Integer - Any whole number (…, -2, -1, 0, 1, 2, …).

l Float - Any whole or decimal number (…, -1.2, -1.1, -1, 0, 1,1.1, 1.2, …).

l Allow blank value (“”) only applies to Text data types,which indicates whether a blank is a valid value for theparameter.

l Allow null value indicates whether the parameter requires avalue or not, null meaning the value for the parameter is notset.

l Allow multiple values means the parameter can have one ormore values.

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l Parameter visibility determines how the parameter is displayed in thereport parameter list.

l Visible - The parameter is displayed in the report parameterlist.

l Hidden - The parameter is not displayed in the reportparameter list.

l Internal - The parameter is not displayed in the reportparameter list and is only accessible within the report.

15. Define the available values for the parameter.

l None - There are no available values for this parameter so the valuewill have to be manually entered.

l Specify values - The values specified will be available to select fromthe list.

l Label - The value displayed in the list.

l Value - The value used when the parameter is referenced.

l Get values from a query - A Dataset can be used to populate the listof available values.

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16. Define the default values for the parameter.

l None - There are no default values for this parameter so the valuemust be specified.

l Specify values - The parameter will be defaulted to this value(s).

l Get values from a query - A dataset can be used to default the value(s).

17. On the Advanced tab, select when to refresh report data.

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18. Click OK to close the Report Parameter Properties dialog box and save your entries.

19. Double-click the dataset on the Report Data panel. The Dataset Properties dialog boxdisplays.

20. Click the Query Designer button. The Enter Data Source Credentials dialog boxdisplays.

21. Enter your credentials for logging into the data source and click OK.

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22. To filter the report by the parameter, add a Where clause to the query in the QueryDesigner, then click OK.

NOTE: When parameters are referenced in a query, use the name of the parameterproceeded by the @ symbol. This is referred to as “fetch” instead of “at” so the phoneticswould be “fetch category”.

The Define Query Parameters dialog box displays.

23. Click OK and then click OK again on the Dataset Properties dialog box.

24. To preview the report, click the Run button on the Home tab of the ribbon.

The Run tab displays.

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25. Select a Category from the list and click View Report. The report is displayed, listingall the units with the assigned category.

26. To change back to the design view, click the Design button on the Run tab of theribbon.

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27. Filters, sorting and other report layout options can also be applied by right-clicking thetable and selecting Tablix Properties.

28. When finished with the report, on the Report Builder menu click Save As.

29. Select a location to save the report, specify a file name, and click the Save button.

This report can now be uploaded to SSRS and cataloged in Dossier as a user-definedreport. Refer to "Cataloging User-Defined Reports" on page 39.

Using Base Tables

1. Start Report Builder by clicking Start > All Programs > Microsoft SQL Server ReportBuilder > Report Builder.

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2. Click the Table or Matrix icon on the report layout.

The New Table or Matrix wizard displays.

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3. Choose a Data Source Connection and click Next.

4. Enter your credentials to the data source and click OK. The Design a Query screendisplays.

5. Design the query:

a. Expand the Table folder.

b. Select one or more related table(s) (e.g., Document and DocSysCode).

NOTE: Expand a table to select specific fields to include.

c. The relationship between tables is inferred. However, it can be changed manually.

d. Filters can be added to limit the results of the query and defined as parameters thatare values at the time the report is run.

NOTE: Reports that are written using the base tables do not include the Dossier Searchand Select feature, so it is recommended to use filters to limit the results.

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6. When you are finished designing the query, click Next. The Arrange Fields screendisplays.

7. Click and drag the desired fields from the Available fields list to the ∑ Values list.

Click and drag any field to the Column groups or Row groups list that you would liketo group by column or row. An example of using row and column groups can be seenin the sample report in "User-Defined Report Example" on page 44.

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8. When you are finished arranging the fields, click Next. The Choose the Layout screendisplays.

9. Choose the layout and click Next. The Choose a Style screen displays.

10. Choose a style and click Finish.

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11. Modify the report layout to the desired result.

12. Preview the report by clicking the Run button on the Home tab of the ribbon.

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13. After the report is finished, save the report.

This report can now be uploaded to SSRS and cataloged in Dossier as a user-definedreport. Refer to "Cataloging User-Defined Reports" on page 39.

Using Dossier Standard Reports

You might want to create a user-defined report that is based on a Dossier standard reportto, say, change the formatting of the Dossier Standard report.

For example, if your company does not use the Broadcast Work Pending feature, youcould customize the Open Work Pending report to suppress the Broadcast column. Youcould also use a different background color for column headings. You would customizethe report as follows:

1. Download the report from the Dossier Report Explorer.

2. Start Report Builder by clicking Start > All Programs > Microsoft SQL Server ReportBuilder > Report Builder.

3. Open the report (.rdl file) in Report Builder.

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4. Right-click the Broadcast column header and click Delete Columns (for both tables).

5. Click the row header for the first row of each table to select the entire row. On theHome tab of the ribbon, select the background color button and select a different color.

6. After the desired changes have been made, save the report.

This customized version of the Open Work Pending report can be uploaded to SSRS andcataloged in Dossier as a User-defined report. Refer to "Cataloging User-Defined Reports"on page 39.

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Subreports

A subreport is a separate report that can be included within a report. The subreport mustbe created and available for insertion to the report.

1. To add a subreport, in Report Builder go to the Insert tab on the ribbon and click theSubreport button.

2. Click the report layout to insert the subreport.

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3. Position and format the subreport.

4. Select Subreport Properties by right-clicking on the new subreport. The General tab ofthe Subreport Properties dialog box displays.

5. Browse to an existing report and designate it to use as your subreport.

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6. Go to the Parameters tab and enter the appropriate value parameters for the subreportexecution.

7. Click OK to close the Subreport Properties dialog box.

8. Save the report.

Logos and Charts

You can add company logos to a user-defined report. You can also add charts to addgraphical representations of the report data.

1. In Report Builder, go to the Insert tab on the ribbon, click the Image button, and clickon the report layout. From the General tab of the Image Properties dialog box, importthe image.

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2. Position the image on the report layout.

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3. You can use the Chart Wizard to insert a chart to graph the report data.

4. On the wizard's Choose a Dataset screen, choose a dataset to use for the chart.

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5. On the wizard's Choose a Chart Type screen, choose a chart type.

6. On the wizard's Arrange Chart Fields screen, select the chart fields.

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7. On the wizard's Choose a Style screen, choose a chart style.

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8. Preview the report.

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Cataloging User-Defined ReportsNOTE: If subreports are included in your report, they should be cataloged prior to the report.Refer to "Cataloging Subreports Before the Report" on page 40.

1. In Dossier, on the Reports menu click Catalog Report. The Catalog New User-DefinedReport dialog box displays.

2. Enter the path or browse to the report (.rdl) file.

3. If the report file contains catalog data (Name, Description, Functions, and Folders), theoption exists to load this information from the report file onto the catalog form.

4. In the Catalog New User-Defined Report dialog box, enter a name and description forthis report.

5. Select appropriate Function(s) used to create this report.

6. Indicate desired Report Folder(s) and access level.

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7. Click the Save button to complete the catalog process and upload the report to thereport server.

Your report now appears in the list of reports in the selected report folders and can beopened just as any Dossier standard report.

NOTE: User-defined reports are assigned a unique identifier: DUR plus the next availablesequence number.

8. Preview the new report.

Cataloging Subreports Before the ReportIt is suggested that subreport(s) be cataloged before the report in which they are included.

1. On the Reports menu, click Catalog Subreport. The User-Defined Subreport dialog boxdisplays.

2. Click the New button.

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3. Enter the subreport's path or browse to the report (.rdl) file, enter a name, and then clickthe Upload button. Upon successful upload, this report is copied to the report server.

Editing User-Defined ReportsNOTE: Only the report owner can edit their user-defined reports.

To edit a report, select it in Report Explorer. Then, on the Reports menu, click Edit.

Editing Memorized User-Defined ReportsWhen a user-defined report that has been memorized is re-uploaded and applied parameterchanges will invalidate existing memorizations, the user is given three options:

l Create a copy of the report with a different name

l Delete all existing memorizations

l Cancel the edit

Modifications that would invalidate existing memorizations are:

l Parameter data type change

l Parameter switched to/from Allow Multiple Values

l Parameter name change

l Parameter added as required without a default value

l Parameter was deleted

Modifications that would not invalidate existing memorizations:

l Parameter prompt change

l Parameter default value change

l Parameters re-ordered

l Parameter valid values added or removed

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Deleting User-Defined ReportsNOTE: Only the report owner can delete their user-defined reports.

To delete a report, select it in Report Explorer. Then, on the Reports menu, click Delete.

Deleting a Memorized User-Defined ReportWhen deleting a user-defined report that has been memorized, the user is given twooptions:

l Delete the associated memorizations. If you choose this option, you will be promptedto confirm the deletion.

l Cancel the deletion.

Downloading Reports from SSRSOn occasion, it might be necessary to synchronize reports from the report server withreports on your local machine. This can be performed from Report Explorer.

1. Select the set of report(s) you want to download from the report server:

l All reports (select the reports node at top of the report list)

l All standard reports (Show Filter: Standard Reports)

l All user-defined reports (Show Filter: User-Defined Reports)

l All reports in a folder (select the folder)

l A specific report

2. In the Browse for Folder dialog box, navigate to the folder to which you want thereport(s) to be copied. You can also create a new folder for the reports by clicking theMake New Folder button.

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3. Click OK. The selected report(s) are copied from the report server to the specifiedfolder. It should be noted that if a report includes any subreports, the subreports willalso be downloaded at this time.

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User-Defined Report ExampleA sample user-defined report is shown below.

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Technical ReferencesFor more information about how to use Report Builder to create user-defined reports, referto the following online videos:

l Report Authoring in Reporting Services 2008

l Creating a New Report in Microsoft SQL Server

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Chapter 2: User-DefinedData ExportsIntroduction

Creating user-defined data exports is similar to portions of the procedures for creating user-defined reports.

There are two environments for creating user-defined exports in Dossier:

l Microsoft SQL Server Report Builder

l Microsoft SQL Server Business Intelligence Development Studio (BIDS)

NOTE: The current supported version of Report Builder is Microsoft SQL Server 2008 ReportBuilder 2.0. Future versions might be used. However, this document provides onlyinstructions for the currently supported version, which might differ from future versions. It isassumed that Report Builder is already installed. If this is not the case, please refer toInstallation documentation before proceeding.

Report Builder is the suggested method for casual users, while BIDS might be moreappropriate for advanced users.

If you have not yet configured Report Builder, perform the procedure in "ConfiguringReport Builder" on page 1.

This chapter provides detailed instructions for performing the following functions:

l Creating user-defined data exports

l Cataloging user-defined data exports

l Editing and deleting user-defined data exports

l Downloading user-defined exports from the report server to the client machine tosynchronize them

Creating User-Defined Data Exports1. Start Report Builder by clicking Start > All Programs > Microsoft SQL Server Report

Builder > Report Builder.

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2. Click the Table or Matrix icon on the report layout.

The New Table or Matrix wizard displays.

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3. Choose a Data Source Connection and click Next.

4. Enter your credentials to the data source and click OK. The Design a Query screendisplays.

5. Design the query:

a. Expand the Table folder.

b. Select one or more related table(s) (e.g., Document and DocSysCode).

NOTE: Expand a table to select specific fields to include.

c. The relationship between tables is inferred. However, it can be changed manually.

d. Filters can be added to limit the results of the query and defined as parameters thatare values at the time the report is run.

NOTE: Data exports that are written using the base tables do not include the DossierSearch and Select feature, so it is recommended to use filters to limit the results.

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6. When you are finished designing the query, click Next. The Arrange Fields screendisplays.

7. Click and drag the desired fields from the Available fields list to the ∑ Values list.

8. When you are finished arranging the fields, click Next. The Choose the Layout screendisplays.

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9. Choose the layout and click Next. The Choose a Style screen displays.

10. Choose a style and click Finish.

11. Preview the data export by clicking the Run button on the Home tab of the ribbon.

12. After the data export is finished, save the data export.

This data export can now be uploaded to SSRS and cataloged in Dossier as a user-defineddata-export. Refer to "Cataloging User-Defined Data Exports" on page 52.

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Cataloging User-Defined Data Exports1. In Dossier, on the Data Transfer menu click Catalog Data Export. The Catalog New

User-Defined Data Export dialog box displays.

2. Enter the path or browse to the data export (.rdl) file.

3. If the data export file contains catalog data (Name, Description, Functions, and Folders),the option exists to load this information from the data export file onto the catalogform.

4. In the Catalog New User-Defined Data Export dialog box, enter a name and descriptionfor this report.

5. Select appropriate Function(s) used to create this report.

6. Indicate desired Data Export Folder(s) and access level.

7. Click the Save button to complete the catalog process and upload the data export to thereport server.

Your data export now appears in the list of data export in the selected data exportfolders and can be opened just as any Dossier standard data export.

NOTE: User-defined data exports are assigned a unique identifier: DUR plus the nextavailable sequence number.

8. Preview the new data export.

Editing User-Defined Data ExportsNOTE: Only the data export owner can edit their user-defined data exports.

To edit a data export, select it in the Data Exports window and then click Edit in the pop-up menu.

Editing Memorized User-Defined Data ExportsWhen a user-defined data export that has been memorized is re-uploaded and appliedparameter changes will invalidate existing memorizations, the user is given three options:

l Create a copy of the data export with a different name

l Delete all existing memorizations

l Cancel the edit

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Modifications that would invalidate existing memorizations are:

l Parameter data type change

l Parameter switched to/from Allow Multiple Values

l Parameter name change

l Parameter added as required without a default value

l Parameter was deleted

Modifications that would not invalidate existing memorizations:

l Parameter prompt change

l Parameter default value change

l Parameters re-ordered

l Parameter valid values added or removed

Deleting User-Defined Data ExportsNOTE: Only the data export owner can delete their user-defined data exports.

To delete a data export, select it in the Data Exports window and then click Delete in thepop-up menu.

Deleting a Memorized User-Defined Data ExportWhen deleting a user-defined data export that has been memorized, the user is given twooptions:

l Delete the associated memorizations. If you choose this option, you will be promptedto confirm the deletion.

l Cancel the deletion.

Downloading Data Exports from SSRSOn occasion, it might be necessary to synchronize data exports from the report server withdata exports on your local machine. This can be performed from the Data Exports window.

1. Select the set of data exports that you want to download from the report server:

l All data exports (select the data exports node at top of the dataexports list)

l All standard data exports (Show Filter: Standard Data Exports)

l All user-defined data exports (Show Filter: User-Defined DataExports)

l All data exports in a folder (select the folder)

l A specific data exports

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2. In the Browse for Folder dialog box, navigate to the folder to which you want the dataexports to be copied. You can also create a new folder for thedata exports by clickingthe Make New Folder button.

3. Click OK. The selected data exports are copied from the report server to the specifiedfolder.

Technical ReferencesFor more information about how to use Report Builder to create user-defined data exports,refer to the following online video:

l Creating a New Report in Microsoft SQL Server

54  | Chapter 2: User-Defined Data Exports


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