Jenzabar Campus Portal Features Help Hub

Admin PDF Reports and Set Up

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

The PDF Reports feature allows you to publish InfoMaker reports to the web as PDFs to be distributed to certain Campus Portal users.

The publishing of reports is administered centrally by a Campus Portal administrator in the Admin PDF Reports feature. Campus portal users with certain roles and permissions can then access the published reports in the PDF Reports feature. Possible uses include admissions or advancement officer reports, management style composite reports, and individualized student reports.

How To

Add a New Report Category

  1. From the Admin PDF Reports feature, click on the Manage categories link. The Manage Categories page appears.

  2. Click the Add new category link. The Category Definition page appears.

  3. In the Category Name field, enter the desired name.

  4. From your web server, copy the path of the correct .PBL file and paste it into the Path and name of pibble field.

    Tip

    The .PBL file must be located on the web server. If you do not have permission to access the web server, you can pass the .PBL file to the web administrator to place in the right directory. Make sure you include any nested reports in the same .PBL file where the base report is.

  5. Click Save.

Add a New Report

  1. From the Admin PDF Reports feature, click the Add new report link. The Report Definition page appears.

  2. Choose a Category from the drop-down. For more information about categories and how to set one up, see STEP 3 above.

  3. Enter a unique Report Name. For example, you can add the module name to the Report Name for organization. This report name will not be shown to the PDF Reports users.

  4. Enter the Link Name that the PDF Reports users will see.

  5. Enter the ERP Report Name. The ERP Report Name is saved to your J1 Desktop database.

    Note

    An ERP Report can be used in more than one PDF Report.

  6. To allow users to subscribe to the report, click the Allow Subscription checkbox. This will allow users to receive emails of the report on a daily, weekly, or monthly basis.

    Note

    This feature is available, but does not currently save your subscription selection. This feature will be fully implemented in a future release.

    Caution

    The JICS Scheduler job needs to be running in order for the PDF Reports to be sent out to subscribers.

  7. Enter the InfoMaker PBL Report Name and the ERP Report Description into the corresponding fields. These will also be saved to your J1 Desktop database.

  8. Click Save. Once the report is saved, you can add up to 20 parameters.

Add Report Parameters

Warning

The order of the parameters cannot be changed once they are added so add parameters carefully.Parameters must match the order and data type of the arguments in the InfoMaker report.

  1. After saving your report, click the Add Parameter button at the bottom of the Report Definition page. The Report Definition page appears.

    Note

    If you are trying to update a previously saved report and are not currently on the Report Definition page, navigate to the Admin PDF Reports feature and choose a category from the Manage Reports for Category drop-down. Click the Pencil icon next to the report you wish to update. The Report Definition page appears. Click the Add Parameter button at the bottom of the page. The Report Parameters page appears.

  2. Select a data type from the Type drop-down. The type must match the data type of the InfoMaker argument. The data type can be found in the DB table definition. To keep the parameter hidden, make sure the Display to end user checkbox is not checked.

  3. Enter the Display name that you would like the PDF Reports user to see.

  4. A Display description can be used to explain the parameter to the user (optional).

  5. The Parameter length controls how many characters the user can enter into the parameter field when generating a report. For example, entering '10' for a date parameter would allow a user to enter a date value such as 01/01/2007 into the field.

  6. The Drop Down refers to the drop-down prompt created with SQL code. For more information about Drop Downs, see STEP 4 above.

  7. If the Allow Wildcard checkbox is checked, the end user can select "Exact Match", "Contains", "Starts With", or "Ends With" for the parameter when running the report.

  8. The Default value is the value that will be passed into the InfoMaker report if it remains unchanged from the user. This default value field can be hidden from the end user. For example, if @@HostID is used as a default value, the Campus Portal user's ID will be passed into the InfoMaker report and used in the SQL select statement.

    Note

    If @@HostID is used, the data type needs to be set to 'LONG'.

Add a New Drop Down SQL Select Definition

  1. Click the Manage drop downs link from the Admin PDF Reports feature. The Manage Drop Downs page appears.

  2. Click the Add new drop down link. The Drop Down Definition page appears.

  3. Enter a Drop Down Name that users will see when selecting a drop down.

  4. In the Drop Down Select field, enter your SQL select code. Verify that this is a valid select from your J1 Desktop database. Your select must have a code and description column. The code must be the first column and the description must be the second column.

    Tip

    To insert a user's Campus Portal information into the drop down, use the @@HostID, @@SessionID, @@Username, @@UserID placeholders.

Add Reports to a PDF Reports Feature Page

  1. Log into the Campus Portal as an administrator.

  2. Navigate to the page that contains the PDF Reports feature.

  3. On the Admin Toolbar, click the Settings link. The Settings page appears.

  4. Under Report 1, click the drop-down and select which report you would like to users to access on this page.

  5. If you wish to add more reports, do the same for Report 2 and any other subsequent reports.

    Note

    Up to 10 reports can be displayed on each instance of the PDF Reports feature. The order of the reports set on this page determines they order they will appear in to the PDF Reports users.

  6. Scroll to the bottom of the page and click the Save Changes button.

Set Permissions to Access the PDF Reports Feature

  1. Log in as a Campus Portal administrator.

  2. Navigate to the page containing the feature.

  3. From the Admin Toolbar, click Access. The Access page appears.

  4. To change the permissions of a role, simply click on the role. A permissions pop-up will appear allowing you to determine whether all users under that role can see the page, manage the page, or both. The grant or deny the permission to the role, click on the permission to change its status.

    Note

    Granting access or permissions to a user role group will apply those permissions to every Campus Portal user in that role.

    Tip

    If you want Admissions Officers only to access their reports, place a PDF Reports feature on a page, go to Options on the page's toolbar and set the permissions so that only Administrators and Admissions Officers can view that page, then go to Settings on the page's toolbar and add the Admissions Officer reports.

Set Reports Cache Options

  1. Navigate to the page that contains the PDF Reports portlet.

  2. On the toolbar, click the Settings link. The Settings page appears.

  3. Under Do Not Cache Report, select the checkbox if you do not want reports to be cached.

    Note

    Setting the reports to not be cached means that every time the user runs the report, they get the newest data. If you do wish for reports to be cached, unselect the checkbox.

  4. Scroll to the bottom of the page and click the Save Changes button.