All About Standard Reports

All About Standard Reports and Jobs

Standard reports and jobs refers to the reports and jobs supplied with, and run from within, Callista.

Reports and jobs may be run immediately, scheduled to run as soon as possible or scheduled to run at a specified time (batch mode). Not all reports or jobs can be run in all three modes. The ability to run a report or job in a particular mode depends on its allowable modes (these are not able to be modified by users), the parameter form type of the report or job and whether or not the user is recorded in Callista as a Novice Interface user (maintained in SECF0066). The following paragraphs refer to reports and jobs that can be accessed directly rather than through Job Scheduler.

This section describes the common features of reports and jobs, how they are run in immediate mode and how they are scheduled to run as soon as possible. Information about scheduling reports and jobs to run at a specified time is contained in the Job Scheduler section.

A complete listing and description of standard reports is provided under Standard Reports Listing. A listing of jobs and their descriptions is provided under List of System Processes.

How to Access Reports and Jobs

Reports and Jobs may be accessed in the same way as forms, i.e. from the basic Callista navigation menus, via the zoom menu item from some forms or directly through the Job Scheduler. Because different people may see different menu structures, the exact location of a particular menu item may vary. Report and job menu items can be recognised by their distinctive icon.

The Job/Report icon.

To start a report, or job, select the appropriate menu item. This will display the report/job's parameter form.

Parameter Forms

Parameter forms are the means by which the 'running' of a report is controlled. They are so called because they permit the entry of parameters (variable values) that influence the way a report is produced (system parameters) and the information that is contained in the report.

The following picture shows the common features of a typical parameter form.

1. Menu Bar and Tool Bar

Most commands can be performed either by clicking on a toolbar icon or by selecting the corresponding menu item from one of the menu bar options.

Icon	Menu Item	Function
	Action > Close	Closes the parameter form and returns to the previous form or menu
	Action > Save	Function is disabled in parameter forms.
	Action > Print	Print an image of the current screen.
	Action > Run Report	Run the report/job immediately. Note: This function is disabled if the report/job is restricted to running in batch mode, if system set up has not allowed for immediate running in the current timeslot or if the parameter form has been opened from within Job Scheduler.
	Action > Schedule ASAP	Schedules the report/job to run as soon as a timeslot is available. Note: This function is disabled if the parameter form has been opened from within Job Scheduler.
	Action > Schedule	Opens the Maintain Request Details form (JBSF5210) to enable the report/job to be manually scheduled (commonly referred to as Batch Mode) using Job Scheduler functionality. Note: This function is disabled if you are recorded in the system as a Novice Request Interface user or if the parameter form has been opened from within Job Scheduler.
	Go > Previous Page Go > Next Page	Displays the next or previous parameter screen where a report or job has more than one. Alternatively, click on a parameter form tab to display the corresponding parameter screen.
	Edit > Clear Record	Re-initiates the selected field for entry of a parameter.
	Edit > Clear Form	Re-initiates the parameter form for entry of parameters.
	Edit Field	Opens a separate window for editing the selected field. This may be useful for editing lengthy parameter values.
	Edit > List of Values	Displays list of values (LOV) for field in which cursor is located. Button is disabled for fields with no LOV.
	Go > Maintain Person Preferences	Opens the Maintain Person preferences form (SECF0066). This is useful for checking your default email and printer addresses.
	Go > Maintain Request Job Run	Opens the Maintain request Job Run form (JBSF5300) where the progress of the report or job can be checked.
	Help > Help	Opens the Callista User Manual in the context of the current report or job.

2. Parameter Form Tabs

Each tab represents a set of parameters. Click on a tab to display its set. When a tab's label is followed by two asterisks (eg. Course Parameters**), this indicates that mandatory parameters are incomplete in that tab's set. When mandatory parameters are completed for a tab, the asterisks no longer display. Note that when accessed via the Web, the System Parameters tab is not displayed.

3. Scroll buttons

Client-server version

NCA (Web) version

The arrows to the right of the parameter tabs can be used to scroll through the tabs. When accessed via the Web, the arrows display a pick list from which a tab can be chosen.

4. Parameter Labels

Parameter labels are the names of the fields where parameters can be entered. They are reasonably self-explanatory and relate closely to the field names used in Callista forms. Where necessary, some instruction is included in the parameter form. Eg. 'Select Either') The use of particular parameters is described in the help for the report or job.

Fields with labels in red text are mandatory and must have a data value entered. When data is entered in a mandatory field, its label changes to black text. When invalid data is entered in a field, either its list of values will be invoked (if it has one) or its field label and the data value will change to red text to signify that the value must be changed.

5. Parameter Fields

Parameter values are entered into these fields. Depending on the nature of the field, values may be keyed, selected from a list of values, returned after a lookup in the Find Person or Find Course forms or may be ticked or un-ticked, in the case of a checkbox.

6. The Find Course button

The Find Course button invokes a form where course codes can be looked up using search criteria. Clicking on the OK button in the Find Course form returns you to the parameter form and inserts the course code in the appropriate parameter field. The Find person button performs a similar role in the location of particular person records.

7. List of Values (LOV) Buttons

An LOV button displays a list of the permissible values for the adjacent parameter field. Where an LOV exists you can key a value directly in the field, select a value from the list or leave the field blank if it is not mandatory.

System Parameters

System Parameters determine how a report will be run and the nature of the output produced. The system parameters are similar on all parameter forms and are shown below.

Note that parameter forms accessed via a web browser do not have a System Parameter tab. Their system values default from those contained in the report/job definition and the Person Preferences of the user.

System Parameter Fields

Field Name	Description
Destination Type	The type of device to which the report will be sent. Options are: File - Sends the output from the report to the file specified in 'Destination name'. Printer - Sends the output from the report to the printer specified in 'Destination name'. Your default printer is also the default destination for the report. Mail - Sends the output from the report, as an attached file, to the email address specified in 'Destination name'. Preview - Displays the report on your screen prior to printing. This is the preferred option where running in Immediate mode and printing is required. Note that output will be sent to your default printer when the Preview option is used in ASAP or Batch mode.
Destination Format	The format that the output will be created in. Options are: · PDF - Read and print with Adobe Acrobat reader. · HTML - Read and print with most web browsers. · POSTSCRIPT - formatted for postscript printers.
Destination Name	The name to which the report output will be sent. Options are: If the Destination Type is FILE, any valid file name can be specified. If the Destination Type is PRINTER, the name of any available printer or printer port (e.g. LPT1) can be specified. If the Destination Type is MAIL and Oracle Mail is being used, any valid Oracle Office user id can be specified. If the Destination Type is PREVIEW, Oracle Reports uses the Destination Name to determine which printer's fonts to use to display the output on the screen.
Number of Copies	The number of copies to be printed. If Destination Type is not PRINTER this parameter is ignored. If the parameter is left blank it will default to 1.
Runtime Comment	Permits you to add a comment to the Header and Trailer pages of the report.

Report/Job Parameters

Report/Job Parameters are similar to query criteria. The user specifies data values to be used in a report's data extraction process with the result that only data matching the specified criteria is reported. A portion of a report parameter form is shown below. In this example, by specifying organisational unit 04, a report is produced containing only information related to this organisational unit.

Each report has its own set of report parameters. Parameter values are usually selected from lists of values (LOVs), invoked via LOV buttons to the right of the fields. (as shown below against the Member Type field) This ensures that only valid values are used. Some parameter forms contain parameters for other purposes. In the pictured example, the Sort By parameter is used to specify the order of presentation of data in the report.

Job parameters primarily specify the set of data to be processed by the job.

Default Parameters

In some cases, default parameter values are displayed upon entering the parameter form, avoiding the need to enter values. The default values are normally either the most commonly used or the most likely values for the parameter. Default values can generally be overridden.

Running Reports and Jobs

Running reports or jobs from the basic Callista menus

Select the required report from a Callista menu. Its parameter form will be displayed (subject to the conditions mentioned at the start of this page).
Enter/select the desired System and Data parameters.
Select one of the available run or scheduling icons from the toolbar. Either:

· Run immediately (the report or job will be started immediately) or

· Schedule as soon as possible (An information window will advise the date and time that the report is scheduled to start.)

· Schedule through Job Scheduler (The Maintain Request Details window will be displayed. Control passes to the Job Scheduler.).

Reports Background Engine Window (displayed only in Immediate mode)

The Reports Background Engine window (illustrated below) provides a simple and powerful way to manage a queue of reports. The window opens automatically when a report parameter form is opened but is minimised in the Windows toolbar. It provides a display of all the reports queued to run and enables you to monitor the status of the reports, move reports up or down in the queue, and remove items from the queue.

Reports Background Engine Window

Reports Background Engine Window with Log displayed

Using the Reports Background Engine window
Action	Instruction
To cancel the currently executing report from the Oracle Reports Server	Select the report with Rank 1 and then select Cancel Report from the Actions menu in the menu bar.
To remove a queued report from the list.	Select it and then select Remove Job from the Actions menu in the menu bar.
To move a report up or down in the list.	Select it and drag it to a new location.
To show/hide a log for the Oracle Reports Server session	Select Show/Hide Log from the Actions menu in the menu bar. A separate pane for log messages will be displayed or hidden.

Exiting a Report

To exit a running report, use the Reports Server window.

To exit a report displayed on screen in a Preview window, select the Close button from the toolbar at the top of the screen.

Report Output

Report Structure

Standard reports are designed around a common template, promoting consistency in the layout and appearance of reports. Important parts of each report include:

Header Page - The first page of a report - includes the report title, output filename (if applicable), who ran the report, the run date and time and any parameter values used.
Trailer Page - The last page of a report - includes the text 'END OF REPORT' and may optionally include the report title.
Body Pages - These pages contain the detail of the report.

Some aspects of the header and trailer pages are institution configurable, including the institution name. Content of these pages is maintained via the Maintain Report Details form (SECF0022), maintained by System Administrators.

Navigating Around the Displayed Report

Navigation within a report displayed on screen is achieved via navigation buttons at the top of the screen as illustrated below.

Navigation Button	Use
Print	Prints the report to your specified printer when Preview was nominated as the destination type. The option also exists under the File menu to generate the report output to a file.
Page Setup	Allows selection of printing and printer options.
Mail	Creates a new email message in your default email application that contains the report output as an attachment. The Destination Format should be either PDF or HTML.
New Previewer	Opens a new preview window for the same report.
Close Previewer	Closes the Preview window and exits the current report.
Zoom In	Increases the size of text for easier reading of fine detail.
Zoom Out	Reduces the size of text to enable more text to be viewed in a single screen.
First	Displays the first page of the report. (Header page)
Prev	Displays the previous page in the report.
Next	Displays the next page in the report.
Last	Displays the last page of the report. (Trailer page)
Page	Permits direct navigation to the page specified in the adjoining (editable) field. Note that this numbering refers to all pages including the Header page. The numbers printed on pages include only report Body pages.
Help	This is Oracle Reports help, not help for the displayed report.

Printing Reports

See 'Navigating Around the Displayed Report' above.

Last modified on 11 March 2002