Reports Viewer FAQ

Q: How do I determine how many scheduled reports there are in my company?

A: To determine if a schedule exists for a report, you can run the ‘Scheduled Reports List.’ This report lists all of the scheduled reports for your company. You can access the ‘Scheduled Reports List’ in the Audit category. For more information on running this report, refer to Viewing a List of Scheduled Reports.

Q: Why is there an asterisk next to a report?

A: An asterisk next to a report denotes a custom report. Your company creates their own custom reports in Reports Builder. If the report does not have an asterisk, it is a report supplied by Aloha Insight.

Q: What is the difference between system and custom reports?

A: System reports are reports that come with Aloha Insight. Custom reports are reports that your company has built in Reports Builder. You can still schedule and run custom reports just as you would a system report.

Q: Can I view an example of a report?

A: Viewing an example of a system report and a custom report is a great way to preview a report without running the report. To view an example report, select the report and click See Example. If you select a system report, the example report appears with a brief overview and information on each field within the report. If you select a custom report, you can only view the report format, the report group names, the line items selected for the report, and a description of the report, if one was provided when the report was created. You cannot view a report overview or field definitions.

Q: Can I create a custom date range for a report?

A: Yes, you can create a custom date range when you run a report and when scheduling a report. When running a report, select ‘Use Custom Date Range’ on the Report Settings tab. Type the start date and end date for the report and click View Report.

When you are scheduling a report, you can define the dates you will receive the report. Select a ‘Start Date’ and type the date you want to start receiving the report and type the date you want to stop receiving the report in the ‘End Date’ text box.

If you were to create a report with a custom date range and then schedule it for the next six months, you receive the exact same report for six months. This is because the report uses the same date range each time the report generates.

Q: Can I schedule a report to arrive in my email every week at the same time?

A: Aloha Insight enables you to schedule any report to be delivered via email. This is a great way to schedule your time and have the information delivered on your schedule. For information on scheduling a report, refer to Scheduling a Report in the Getting Started section.

Q: Can I select the users within the security class that receive the report?

A: You can create new subscriber groups for your scheduled reports within the Reports Viewer wizard. When you define the schedule for the report, click Subscribers on the Report Schedule tab. The Subscriber Group wizard appears. Select the subscriber group from the drop-down list. Select the user name in the ‘Subscriber not in this Subscriber Group’ list box and use the arrows to move it to the ‘Subscriber in this Subscriber Group’ list box. After you add the subscribers, click Save.

Q: Can I send a report to my Portal?

A: Yes, you can send a report to your Portal, or send it to the Portal of another user. Select ‘List Report on Portal’ on the Report Settings tab. If you want to send the report to the Portal of another user, you need to select Report Schedule tab and select ‘Send Report to Other Users.’ Select the subscriber group from the ‘Subscriber Groups’ drop-down list. You must create a new subscriber group, if it has not been created.

Q: How do I export a report in a different file type?

A: On the Report Settings tab, select the new report file type from the ‘Please select the file type for this report’ drop-down list. If you want to view or print your report, use Crystal Reports or Excel. Use the other file types for data that you want to integrate into your corporate systems, such as a general ledger accounting system.

Q: What if I want to view the data on my report by stores?

A: You can view the report by stores, by dates, or by store and date. Select ‘List Stores Separately’ or ‘List Dates Separately’ or both on the Report Settings tab. When you view a report by stores and have multiple dates, it gives you totals for all the dates. If you want to view by dates, select ‘List Dates Separately.’

Q: Do you have any documents that explain the date ranges?

A: Yes, Aloha Insight provides a description of the date ranges in Online Help on the Report Settings tab and an additional white paper on date ranges located on the Online Manual page. Select Help on the Aloha Insight main page. Scroll down to ‘FAQs and Other Documents’ and select Insight Date Ranges.

Q: How do I create a report that I can share with all users?

A: Follow the steps in the Getting Started Scheduling a Report; however, on the ‘Report Settings’ tab, select ‘Share the Report with All Users’ to designate the report as a company saved report. To access a company saved report, select the report you want to view on the Welcome to Reports Viewer screen and click Next. Select ‘Use a Saved Report,’ and then select the report from the ‘Saved Report’ drop-down list. Click Next, and continue with step 8 on Viewing Report Immediately.

Q: What if I have additional questions about using Reports Viewer?

A: Aloha Insight provides additional training via Web conferencing for many of the modules. Look for the link with the complete list of classes on your Aloha Insight home page. All you need to participate is a phone line and a Web connection. You will have the opportunity to interact with the instructor and follow along on your own screen.