Shared Reports and Report Subscriptions
Shared Reports give an organization the capability to create consistent reporting and analytics across an organization or across various programs within the organization. The Admin User can create Master Reports that will be "shared' across OUs; the report can be run by those that the report has been shared with. However, the report will only show data relevant to that user's information based on their roles, responsibilities and permissions, across their clients and OUs. Let's look at an example to clarify.
NOTE: For the purposes of this Shared Reports example, we will use the Outcomes Snapshot Report across all OUs in this organization.
CREATING A MASTER/SHARED REPORT
1. Before you generate a new master report, please be aware that if you already have an existing personal report with the exact same parameters you intend to use for your master report, you do NOT need to re-create the report or re-enter the parameters in the master reports tab. Instead, all you have to do is go to your personal reports tab, select the report whose contents you intend to copy, and press the "Copy to Master" button on the top menu bar of options (as shown below). This will move this report over to your Master Reports, as well as keep a copy in your Personal Reports section for future use.
2. The Admin User first sets up the report, just as they would any other report, with 2 exceptions/additions. Basically, the main items to remember are:
- Create the report as it is desired to have everyone run it. It will be the same report for all users, but with the added element that the report will only be run for the OUs, staff and clients that each user who runs this "Shared Report" is responsible for and has access to view. Basically, they will only see what they have responsibilities for when they run the report for themselves.
- The OUs overall should be selected for this report. The Admin User will often select all OUs and let the report break it down for each staff user running the report. The Admin User can also create this report just for a specific set of OUs, possibly in a situation where the report would only apply to those specific OUs for any reason.
- The Shared Roles need to be selected. This selection determines what Staff User Roles will have this report shared with them to run.
- The Schedule Actions option in the top menu bar allows you to choose whether you want to run your report regularly and, if so, at what frequency. The two available options for frequency are weekly and monthly, with the former resulting in the report being run and delivered on 4am CST on the Monday of each month and the latter running the first week of every month. Note that whatever your choice, the option will appear in the column at the very right hand side of the main reports pane.
3. This initial report set up will all be performed in the Master Reports tab of an Admin User.
3.1 The "Run Report As" button allows you to view the report from the various perspectives of the users who you have shared the report with it. This means that, while you can choose to select to share with all supervisors across many OUs, you can choose this option (which will open up a window like the one shown below with all available users whom the report has been shared with) to select a specific user and see the exact report they will see (i.e. with their precise OU information).
4. Below are some examples of Reports in the Master tab that will be shared with staff of specific roles in the organization.
4.1 Also shown is the drop down for the OUs with all the OUs selected, as well as the drop down for the Shared Roles with the 'Supervisor' role selected for this report.
Once this "Shared Report" is saved, the report will be visible to the Staff in the appropriate OUs in the indicated shared role of the report in their respective Shared Reports tab of Saved and Named Reports.
When this staff member runs this report, it will only show the relevant data related to them and their responsibilities, programs, OUs, clients -- essentially what they have the responsibility for working with and viewing.
The Admin User will only see this report in their Master Tab unless they also have the specific role that the report was shared with.
When an Admin User runs this report, it will show all the dates currently.
OA is working on a way for the Admin User to view the report that a Staff user will see. This is not yet complete.
Below is the view that a Staff User who has had a report shared with them will see.
(Note: the Master Tab will not be visible unless they have been set up as an Admin User - being fixed)
When a Staff User goes into a Shared Report, they will not be able to modify any of the elements/parameters of that Shared Report. It can only be run as it was designed by the Admin User. Notice in the image below that the items in the drop down box in the parameter entry area are all showing but grayed out, meaning that though they can be seen, parameters can not be modified. This is shown below for the entire report with 2 drop down items. In a blow up view below that, it shows only the OUs specific to this Staff User that are grayed out as they cannot be changed on this report.
If a Staff User would like to modify and use this report in a different way, they can save a copy of this report to their Personal Reports (through the "Copy to Personal button located in the bar of options below the Shared Reports tab), then modify it and run it as they desire.
Below is an example of the Outcome Snapshot Report for a specific user. The report will be customized for each Staff user that runs the report based on their OUs, responsibilities, and permissions as mentioned above, yet it has the same consistent report logic for all users.
The purpose is to enable consistent measurement and reporting tools across the organization.
