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Cognos Schedule Reports Job Aid

How to Save and Schedule Reports to be Delivered in Cognos


Follow the steps below for a one-time set-up of report views when you want to save prompts and schedule delivery via email of your frequently-run reports.

Setting up Folders (Recommended)


Because date prompts will not update automatically we recommend that you create folders to store the report views that will be run each month. For example, you could create a folder for each month, copy all the necessary reports into each folder, and schedule them to run on a particular day within the month. Navigation: NUPortal > Cognos > Cognos Connection > My Folders

Step 1: In My Folders, click the yellow folder icon to create new folder.

Step 2: Enter Name and Description information for new folder.

Step 3: Repeat Steps 1 & 2 for each month, PI, etc.


3/9/2009
For assistance, dial 1-HELP (847-491-4357) 2009 Northwestern University

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Cognos Schedule Reports Job Aid

Copying Reports to My Folders


You can copy a single report or multiple reports to My Folders (and into newly created subfolders). Navigation: Project Caf Reports>School>Sponsored Programs Management

Step 1: Copy Report from Public Folders

Step 2: Paste Report in My Folders and Open Set Properties

Step 3: Set up the Prompt Values

3/9/2009

For assistance, dial 1-HELP (847-491-4357) 2009 Northwestern University

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Cognos Schedule Reports Job Aid

Step 4a: Set Properties - General Tab

Step 4b: Set Properties - Report View Tab

Note: After you initially set up the prompts the Setlink will be replaced with an Edit link that will allow you to update prompts.
3/9/2009

For assistance, dial 1-HELP (847-491-4357) 2009 Northwestern University

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Cognos Schedule Reports Job Aid

Step 4c: Report View - Set prompts


Setwill take you to the prompt page for the particular report you are setting up. Make certain you fill in ALL of the required prompts on each page. Click Next in bottom tool bar until you are at the final prompt page. Click Finish (if date prompt, select current month).

3/9/2009

For assistance, dial 1-HELP (847-491-4357) 2009 Northwestern University

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Cognos Schedule Reports Job Aid

This will take you back to the Report View screen (Step 4b on pg. 3) - Click OK

3/9/2009

For assistance, dial 1-HELP (847-491-4357) 2009 Northwestern University

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Cognos Schedule Reports Job Aid

Step 4: Update the Date Prompt Monthly

If you decide NOT to set up monthly folders with multiple report views you will need to update the month to the current period in the edit prompts section of set properties for each report view saved when a new month begins. Make certain to click through ALL prompt pages of the report before clicking finish.

Navigation: My Folders > Report you are editing > Set Properties Icon > Report View > Edit

Once you have set up the prompts for a report you can then copy that report from My Folders into the other folders you created for each month. This will reduce the amount of work you will have to do if you are using many folders that contain the same reports. Please make sure to verify that after copying the reports the prompts apply to the folder you are using.

3/9/2009

For assistance, dial 1-HELP (847-491-4357) 2009 Northwestern University

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Cognos Schedule Reports Job Aid

Scheduling a Report
You can schedule reports that you have saved in your My Folders or in subfolders you created.

Step 1: Select Schedule Icon for Report View

Step 2: Set Schedule details

3/9/2009

For assistance, dial 1-HELP (847-491-4357) 2009 Northwestern University

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Cognos Schedule Reports Job Aid

Step 3: Set Email Recipients You can pre-set recipients (e.g. PI, Department chair) and text of email message.

You will return to Scheduling page > Click OK to exit Scheduling page.

Annual Reminder
At the beginning of each fiscal year you will need to update the reports that contain fiscal year as a prompt to the new fiscal year. For any reports that are scheduled you will need to change the schedule start and end dates.

3/9/2009

For assistance, dial 1-HELP (847-491-4357) 2009 Northwestern University

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