Purpose Statement

The Report List view in Ad-Hoc Reports provides a central location for accessing, organizing, searching, and managing custom reports in the Reports Module.

Users can use the Report List to find existing reports, open reports for editing, clone reports, email reports, remove reports from folders, delete reports, and create new reports.

Background Information

The Report List is the main workspace for managing Ad-Hoc Reports. Reports can be viewed from the default All Reports folder or from custom folders created by the agency.

The All Reports folder includes all available reports the user has permission to access. Custom folders can be used to organize reports by topic, workflow, team, reporting need, or department process.

Available actions may vary based on the user’s permissions and the type of report. For example, users may only be able to edit reports they created unless they have administrative report permissions.

Required Permissions

Access to Report List features may depend on the user’s role and agency configuration.

Common permission needs include:

• Basic Reports Access: Allows the user to access the Reports Module and view available Ad-Hoc Reports.
• Ad-Hoc Reports Access: Allows the user to access the Ad-Hoc Reports area.
• Edit Reports: Allows the user to modify reports they created.
• Admin Report Permissions: Allows broader access to edit reports created by other users.
• Delete Reports: Allows the user to delete reports, when enabled by the agency.
• Report Management: Allows the user to create folders and manage report organization, when enabled.

Video

Step-by-Step Guide

1. Access the Report List

   Navigate to the Reports Module and select Ad-Hoc Reports.

   The Report List opens and displays the reports available to your user account.
   
   
   
    

2. Use the Report List Filters

   Use the available filters at the top of the Report List to narrow the results shown in the selected folder or view.
   
   
   
   After selecting filter criteria, select Apply to update the report list.

   Select Reset to clear the selected filters and return to the default list.

   If available, select the down arrow next to Reset to view additional search fields.
   
   
   
    

3. Navigate Report Folders

   Select the down arrow next to All Reports to view additional report folders.

   Choose a folder to display only the reports organized within that folder.

   The All Reports folder remains the default location for viewing all accessible reports.

   Article - Reports: Create a Custom Folder
   
   
    

    

4. Search for a Report

   Enter a full or partial word in the Search field to locate a report.

   The search reviews the report Name and Description to help identify matching results.

   Use specific keywords when possible to reduce the number of results returned.
   
   
   
    

5. Review the Actions Column

   Use the Actions column to manage an individual report.

   Available actions may include:

   • Clone
   • Email
   • Edit
   • Delete

   The icons displayed may vary depending on your permissions and the type of report.
   
   
   
    

6. Clone a Report

   Select the Clone icon to create a copy of an existing report.

   A new window opens where you can enter a name for the cloned report.

   After the clone is created, the new report appears in the Report List. Select the Edit icon to modify the cloned version.

   Cloned reports are added to the All Reports folder by default.
   
   Article: Cloning a Report
   
    

7. Email a Report One Time

   Select the Email icon to send the report by email.

   A new window opens where you can configure the email preferences for a one-time email.

   To send a report on a recurring schedule, use the report scheduling options when creating or editing the report.
   
   
   
   
    

8. Edit a Report

   Select the Edit icon to open the report builder and make changes to the report.

   The edit icon only appears when you created the report or when your user role has the required admin report permissions.

   First Due Report, or FDR, reports cannot be edited directly. Clone the report first, then edit the cloned version.
   
    

9. Delete or Remove an Individual Report

   Select the Delete icon to remove or delete a report.

   Depending on the report location and your permissions, you may see options to:

   • Remove this report from the folder: Removes the report from the selected folder, but the report remains available in All Reports.
   • Delete the report entirely from the system: Permanently deletes the report from the system.

   Use caution when deleting reports entirely, as this action removes the report from all folders.
   
   
   
    

10. Bulk Delete Reports

Select the checkbox to the left of one or more report names.

After at least one report is selected, the bulk Delete icon becomes active.

Select the bulk Delete icon to begin the delete process.

A confirmation page displays before the reports are deleted.

Warning: Confirming a bulk delete permanently deletes the selected reports from the system. The reports will no longer appear in All Reports or any custom folder.



 

11. Bulk Edit Sharing

Select the checkbox to the left of one or more report names.

After at least one report is selected, the Bulk Actions button becomes active.

Select Bulk Actions, then choose the option to edit report sharing.

Use the sharing options to update who can access the selected reports.

Apply or save the changes to update sharing for the selected reports.



 

12. Create a New Report

Select Create Report to begin building a new Ad-Hoc Report.

After the report is created, it can be accessed from the Report List and managed using the available report actions.

Best Practices

• Use clear, descriptive report names so reports are easier to find later.
• Add useful descriptions to reports to improve search results.
• Organize frequently used reports into custom folders.
• Clone an existing report when creating a similar report instead of starting from scratch.
• Review a report before emailing or scheduling it.
• Use one-time email for immediate sharing and report scheduling for recurring delivery.
• Remove reports from folders when they still need to remain available in All Reports.
• Delete reports only when they are no longer needed by any user.
• Use caution with bulk delete, since confirmed bulk deletions remove reports entirely from the system.

Troubleshooting & FAQs

Why can’t I see the Edit icon on a report?

You may not have permission to edit that report. Users can typically edit reports they created, while users with admin report permissions may be able to edit additional reports. FDR reports cannot be edited directly and must be cloned first.

What is the difference between removing a report from a folder and deleting it entirely?

Removing a report from a folder only removes it from that folder. The report remains available in All Reports. Deleting a report entirely removes it from the system.

Why is my search not returning results?

The search looks for matching terms in the report name and description. Try using a partial word, a different keyword, or broader search terms.

Can I recover a deleted report?

A report deleted entirely from the system cannot be recovered from the Report List. Remove a report from a folder instead of deleting it when the report may still be needed.

Why can’t I delete a report?

Your user role may not include permission to delete reports. Contact an administrator to confirm your report permissions.

Why can’t I edit an FDR report?

FDR reports are system-provided reports and cannot be edited directly. Clone the FDR report, then edit the cloned copy.