Once you have selected a report from the Reports menu, you will see a window which lets you configure how the report will be run. At the top of the dialog, there is a drop down menu which shows the report you have selected. If you selected the wrong report by mistake, you could change your mind and choose a different one from this menu.
The Execution pane controls when the report will run. The default in the drop-down menu is Immediately - and clicking the "Run" button to the right will run the report in KeyConfigure using the options selected in the other panes of the Report Builder. Assuming that KeyReporter is turned on (check the KeyReporter Settings in the Config Menu), a "Save in Folder:" option will be included in the dialog as illustrated above. Then from the Windows menu, open the Reports window so you can specify a save location by selecting a folder name and dragging it into dialog shown above. Saved reports can be accessed later in either KeyReporter or KeyConfigure.
The next choice is "On Demand", which allows you to configure a template which can then be used to quickly run a report with a specified set of options at any point in the future. If you select On Demand, you will Save the Report Builder window after choosing appropriate options. Then you will see the On Demand report listed in the Reports window of KeyConfigure, and in the Archive of KeyReporter. From there, a report can be generated whenever you want to.
The remaining options are for Scheduled reports, such as Daily or Weekly. KeyReporter must be turned on in order to create Scheduled reports. Once a Schedule is saved, KeyReporter will run the report according to the schedule, and as reports are generated they will become available in the Reports window of KeyConfigure and the Archive of KeyReporter.
The remaining options in this pane are used to configure which Administrator the report will be run as, and what folder it saved in. Each Administrator can only see reports run as themselves within the Uncategorized folder. Saving reports in other folders though lets them be shared among different Administrators. Which Administrators can see reports in the various folders is determined by setting Permissions on the Report Folders. See the ACL Details Window documentation for more on Access Permissions. The main Administrator account can see all reports in all folders. Reports can also be manually dragged between folders once they are completed.
For a scheduled report (e.g. "Daily"), the "Replace Previous Runs" option can be turned on, in which case KeyReporter will only save the single most recent run of the report on the schedule. Otherwise, the archive will have one completed report from each time the scheduled report runs.
For any reports involving Usage data, this is the most basic option. Some reports are not “time-based”, so it would not make sense to select a certain interval of time, and the items in this area will be greyed out. For Usage reports you must choose what dates you want to include in the report. You can choose Entire Data Set, but more likely you will want to choose a specific date range. Besides the pre-configured ranges such as Last Quarter, you can also specify Custom, and type in exact dates and times. Generally speaking, the shorter an interval you select, the faster a report will run. The drop down menu in the Date Range section contains the following choices:
If you simply selected a report from the main reports menu, this pane will initially be empty. However, if you right-clicked one or more objects and selected the report from the context menu, you will see those objects listed here. Likewise, if you right-clicked a filter and selected the report from the context menu, you will see the filter displayed here. You may also drag objects of the correct type from one of the main windows into the list in this pane. You can add tags here as well, and they will be applied to the main object type of the report.
The “Aggregated” checkbox is useful in two cases. First, if all of the items in the Target box are of the same main item type (not filters or tags), then all them will be combined into a single entry with the name “*” in the report results, as opposed to being kept separate. Second, if you have added only tags to the target area, the results will be combined according to the values of the tags (see the documentation for Valued Tags). If you have specified a filter, the Aggregated checkbox will have no effect.
If you have defined Time Sets, you can apply them to most usage based reports. They will either become the top-level groups or the innermost detail, depending on whether you check the “Group time sets at innermost level” option. Suppose you have defined a “Working hours” time set that includes 9-5 Monday through Friday. One way you might use this is to check just this time set, and do not check the checkbox. Then you will see the same report results as usual except that only usage within that time set will be included. On the other hand, suppose you also select “Unspecified times”, and you DO group at innermost level. Then you will get the same report as usual, except that you will see an additional level of detail that will allow you to compare usage during Working hours to usage outside of working hours (“Unspecified times”).
KeyConfigure also gives you the ability to run the internal reports against an external datasource using an appropriate ODBC driver (installed on the KeyConfigure host -Windows or Macintosh) for the target external SQL server. You might want to use this feature if you have a very large site with a lot of usage data. With a huge data set exported to a powerful external database server, queries may perform more quickly than when these queries are targeted to the KeyServer itself.
Please note that this option is remembered between reports! Once you choose a DSN, all internal reports (at least those run from KeyConfigure on this computer) will use this DSN until you subsequently specify internal data and run a report. The Data Source pane contains two radio buttons - Direct from KeyServer, which configures internal reports to use internal data, and Through ODBC, which configures internal reports to use the DSN which you specify. If you select Through ODBC, you must select a DSN which is present on the computer which is running KeyConfigure. Either type the name (if you are sure you know it), or click the Browse button, which will bring up the system interface for selecting a data source. The chosen data source should of course point to the target database which KeyServer exports to.
Note that even if you are using an external data source for KeyConfigure's internal reports, you will still be able to double click on line items in the reports and jump immediately to the corresponding computer and program detail records in KeyConfigure - the KeyConfigure report behavior is exactly the same regardless of whether the report is querying exported data or KeyServer's internal databases.
Use the Columns pane to specify the fields that will be displayed in the report, typically chosen from the listing of "Standard Columns". Many reports join information from 2 data tables so you can also select from the listing of Group Columns or Detail Columns to display additional columns at the appropriate level, Summary or Detail.
The Notes Pane allows you to save notes in reports. These notes will be copied into completed reports when they are run from the On Demand or Scheduled reports.
When certain reports are selected (e.g. the Audit (PRGM x comp) report as in the screnshot above), there may also be an Options pane available, where additional options can be specified which affect the report output.
For a full description of each report, see Reports.