Maintenance Functions for Active Reports

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# Maintenance Functions for Active Reports

This section covers the following topics:

- Available Commands for Active Reports

- Listing Active Reports in a Folder

- Listing Selected Active Reports in Folder

- Searching for Active Reports

- Browsing an Active Report

- Modifying an Active Report

- Displaying an Active Report

- Displaying Spool Attributes of an Active Report

- Adding an Active Report to a Bundle

- Printing an Active Report

- Distributing an Active Report to Extra Users

- Listing Users Connected to an Active Report

- Deleting an Active Report

- Archiving an Active Report

- Reviving an Archived Report

- Confirming Printing of an Active Report

- Filing an Active Report in Another Folder

- Displaying the Report Definition

- Cross-Referencing an Active Report

## Available Commands for Active Reports

To list all available commands for active reports:

1. Select an active report in the active report list for a report definition or in the active reports in folder list.

2. Invoke the context menu.

   A list of available commands is displayed.

These are:

Command | Shortcut | Explanation
--- | --- | ---
Archive | --- | Mark an active report for archiving or reset archive flag. The next time the archiving task is active, it copies the active report contents to a magnetic media, which can be restored later.
Browse | Ctrl+B | Browse the contents of the active report. This function invokes the Software AG Editor.
Confirm print | --- | Confirm printing of the active report. It is printed only when all target users confirm printing.
Delete | Del | Delete an active report.
Display | Ctrl+D | Display the general attributes of an active report.
Displays definition | Ctrl+Alt+D | Display the full report definition for the active report.
Display users | --- | List users connected to active report (users on distribution list and additional users).
Distribute | --- | Distribute an active report to an additional user. The user ID receives the active report in his/her `#Inbasket` folder. A window is displayed, requesting the user ID.
File | --- | File an active report in another folder.
Filter | F3 | Use selection criteria to list active reports.
List Active | Ctrl+F8 | List active reports for the selected report definition or folder.
Open | Ctrl+O | Modify an active report.
Print | Ctrl+P | Print an active report.
Put in bundle | --- | Add the active report to an active bundle that is in "Opened" status.
Revive | --- | Mark an archived active report for reviving or reset the revive flag. The active report is restored from the magnetic media to its original location the next time the reviver is active.
Spool | --- | Display the spool attributes for the active report.
XREF | Ctrl+Alt+X | Cross-reference. Displays all bundles that contain the report.

## Listing Active Reports in a Folder

To list the active reports in a folder:

1. In the object workspace, select Folders and expand it.

   A list of folders is displayed.

2. Select a folder and expand it.

   The node Active Reports is displayed.

3. Expand it.

   Up to four nodes are displayed for the folder, containing the following:

   Node | Contents
   --- | ---
   Summary | Active reports sent to the user, grouped under their report names.
   All | Active reports sent to the user.
   Archived | Active reports which are already archived.
   Browsable | Active reports located in the Spool or the Entire Output Management database.

4. Select the desired node.

   - If you select Summary, a list of the active reports in the folder is displayed. The available commands are described under Summary below.

   - If you select one of the other nodes, a list of the active reports - corresponding to the selection criterion of the selected node - is displayed.

     To display detailed information on the reports, select a node and select List Active from the context menu. The fields of the list are explained below.

     To invoke a function, select an active report from the list, invoke the context menu, and select the desired command. The available commands are described under Available Commands for Active Reports; the Filter command is described under Listing Selected Active Reports in Folder below.

#### Fields of Active Reports List

Field | Explanation
--- | ---
Report | Report name.
Run Number | Internal sequence number of the active report.
Mail Date/Time | Date and time the active report was mailed to the user's folder.
Creation | Date and time active report was created.
Lines | Number of lines in active report.
Kbytes | Size of a binary report in KB.
Archive | Archive status of active report:
Archived | Active report has been archived.
Marked | Active report is marked to be archived.
Revive | Revive status of active report:
Revived | Active report has been revived.
Revive in NOM DB | Active report is marked to be revived to the Entire Output Management database.
Revive in JES-Spool | Active report is marked to be revived to the JES Spool.
Location | Storage location of active report: NOM database, JES-Spool, or Archive.
Rep.Expiration | Report expiration date. The active report is available online until this date.
Arch.Expiration | Archive expiration date. The active report is kept in the archive until this date.
Rev.Expiration | Revive expiration date. If the active report has been revived from the archive, the copy created is available online until this date.
Message | Confirm | Printing of the active report must still be confirmed.
Confirmed | Printing of the active report has been confirmed.
Description | Short description of the active report.
Owner | obsolete

### Summary

To list available commands for active reports in Summary:

1. Select an active report and invoke the context menu.

   A list of available commands is displayed.

These are:

Command | Shortcut | Explanation
--- | --- | ---
Displays Definition | Ctrl+Alt+D | Displays the report definition. The attributes are described under Attributes of a Report.
Filter | F3 | Lists active reports according to selection criteria.
List Active | --- | Lists active reports for the selected report.

## Listing Selected Active Reports in Folder

To list active reports according to selection criteria:

1. Select an active report in the active report in folder list.

2. Invoke the context menu and choose Filter.

   The Filter Active Reports window is displayed in the content pane.

3. Enter your selection criteria. The fields are described below.

4. Choose OK.

   Now only active reports which satisfy the selection criteria appear in the active report list.

#### Selection Criteria

Field | Explanation
--- | ---
Report | Enter a report name or part of a report name.
Prefix / Substring | If you select Prefix, all reports whose names begin with the character string specified in the Report field will be selected. If you select Substring, all reports whose names contain the character string specified in the Report field will be selected.
Keywords | Reports can be identified by one or more keywords. See the field descriptions for General Attributes under Attributes of a Report. If you enter more than one keyword, you can select "Or" or "And": Or = to list active reports to which at least one of the specified keywords is assigned. And = to list active reports to which all of the specified keywords are assigned.
Expiration date | Enter the expiration date of the active report.
Creation date | Select active reports which were created: today, yesterday, or the day before yesterday; on/before/after a specific date/time, or within a specific date/time range.
Archive | Select the archive status of the active report:
Archived | Active report has been archived.
Marked | Active report is marked to be archived.
Revive | Select the revive status of the active report:
Revived | Active report has been revived.
Revive in NOM DB | Active report is marked to be revived to the NOM database.
Revive in JES-Spool | Active report is marked to be revived to the JES Spool.
Location | Select the storage location of the active report: NOM database, JES-Spool, or Archive.
For OPO only | obsolete

## Searching for Active Reports

To search for active reports in a folder:

1. In the object workspace, select Folders and expand it.

   A list of folders is displayed.

2. Select a folder and expand it.

   The node Active Reports is displayed.

3. Expand it.

   Up to four nodes are displayed for the folder, containing the following:

   Node | Contents
   --- | ---
   Summary | Active reports sent to the user, grouped under their report names.
   All | Active reports sent to the user.
   Archived | Active reports which are already archived.
   Browsable | Active reports located in the Spool or the Entire Output Management database.

4. Select the desired node, and select Search from the context menu.

   The search criteria are the same as for the Filter command; see Listing Selected Active Reports in Folder.

   In addition, you have the following options:

   Option | Function
   --- | ---
   Save | Saves the current set of search criteria to be available for a subsequent search.
   Reset | Removes all specified search criteria.
   Search | Starts the search, using the current search criteria.
   Number of active reports per page | Allows you to limit the number of reports displayed.
   Restart from top | Starts the search again, using the same search criteria.
   Show entire filtered list | Displays a list of all active reports which meet the search criteria; this may be very time-consuming.

5. The active reports which meet the search criteria are displayed in the lower half of the screen. To enlarge this section, you collapse the Filter section.

   When you open the Search dialog, the result list may initally be either empty or already filled with the search results based on the current search criteria. This depends on the setting of the system default Perform search in advance when opening the search dialog; see Interval/Timeout under Components of System Defaults.

If the amount of data to be searched is very large (over approximately 50,000 active reports), the Search function may be very time-consuming. If the search takes too long, you can abort it by pressing ESC.

The search can also be aborted via the timeout setting of the system-default option Abort if processing takes longer than; see Interval/Timeout under Components of System Defaults.

## Browsing an Active Report

To browse an active report:

1. Select an active report in the active report list.

2. Invoke the context menu and choose Browse.

   The browse window is displayed for the selected active report.

3. Invoke the context menu to display a list of available commands.

## Modifying an Active Report

The attributes of an active report are initialized during report creation according to the rules defined in the respective report definition.

To modify an active report:

1. Select an active report in the active report list.

2. Invoke the context menu and choose Open.

   The active report is displayed. It consists of: General Attributes, Retention Attributes and Spool Attributes.

3. To change the desired attributes, choose the appropriate tab.

4. The corresponding window is displayed, and you can change the data. The individual attributes are described under Attributes of an Active Report.

5. Choose OK to save your changes.

## Displaying an Active Report

To display an active report:

1. Select the desired active report in the active report list.

2. Invoke the context menu and choose Display.

   The actice report is displayed. The individual attributes are described under Attributes of an Active Report.

## Displaying Spool Attributes of an Active Report

To display the spool attributes of an active report:

1. Select an active report in the active report list.

2. Invoke the context menu and choose the Spool command.

   The spool attributes of the active report are displayed. They are described under Attributes of a Report.

## Adding an Active Report to a Bundle

This function adds an active report to an opened bundle for one distribution only.

To put an active report in an open active bundle:

1. Select an active report in the active report list.

2. Invoke the context menu and choose the Put in Bundle command.

   The Put Report in Bundle dialog is displayed.

3. Use the list box to the right of the bundle Name field to select an active bundle.

4. Choose OK.

   The selected active report is added to the selected active bundle.

For more information on user profile settings, see the section Users in the System Administration documentation.

## Printing an Active Report

To print a single active report:

1. Select a non-archived active report in the list of active reports.

2. Invoke the context menu and choose the Print command.

   The Print Active Report dialog is displayed.

3. Choose the Select button to the right of the Printer field to display a list of printers.

4. Select a printer from the list, and choose OK.

   The name of the selected printer is written to the Printer field of the Print Active Report dialog.

5. Options:

   - If desired, change the number of Copies to be printed.

   - If you want to put the printout on hold, select the option Hold Printout.

6. Choose the Print button to print the active report on the selected printer.

   A message confirms that the report has been queued for printing.

To print multiple active reports:

1. Select multiple non-archived active reports in the list of active reports.

2. Invoke the context menu and choose the Print command.

   The Print Active Report dialog is displayed with a list of the selected active reports.

3. Choose the Select button to the right of the Printer field to display a list of printers.

4. Select a printer from the list, and choose OK.

   The name of the selected printer is written to the Printer field of the Print Active Report dialog.

5. By default, all active reports are printed on the same printer. If this is not desired, deselect the option Print all reports on the same printer.

   In the list of active reports, you can then mark those which are to be printed on the selected printer.

6. Further options:

   - If desired, change the number of Copies to be printed.

   - If you want to put the printouts on hold, select the option Hold Printout.

7. Choose the Print button to print the active reports on the selected printer.

   A message confirms that the report has been queued for printing.

## Distributing an Active Report to Extra Users

This function distributes an active report to a user or group of users on a distribution list who are not defined in the Distribution Attributes for the report (see Attributes of a Report).

To distribute an active report to a user or distribution list:

1. Select an active report in the active report list.

2. Invoke the context menu and choose the Distribute command.

   The Distribute Report to User dialog is displayed.

3. Use the Select button to the right of the field User / Distribution list to select from a list of users and distribution lists.

   When you have made your selection, the user ID or name of the distribution list is written to the User / Distribution list field.

4. Choose OK to distribute the active report to the selected user or distribution list.

## Listing Users Connected to an Active Report

To lists all users to whom an active report is distributed:

1. Select an active report in the active report list.

2. Invoke the context menu and choose the Display Users command.

   A list of all users who receive the active report is displayed.

## Deleting an Active Report

To delete an active report:

1. Select an active report in the active report list

2. Invoke the context menu and choose Delete.

   A dialog is displayed, prompting you to confirm the deletion.

3. Choose Yes to delete the active report, or No to cancel the operation.

If you are Master owner of the active report, the active report itself and all references to it are deleted. Otherwise, only the reference from the active report to your user ID is deleted.

If the active report is in the archive, it will not be deleted immediately, but only marked for deletion. It will be deleted from the archive on the following day.

## Archiving an Active Report

This function marks an active report for archiving or cancels the archiving flag. An active report marked for archiving is archived the next time the archiving task is active.

To mark an active report for archiving:

1. Select an active report in the active report list that has not been archived.

2. Invoke the context menu and choose the Archive command.

   In the active report list, the active report is now shown as "Marked" in the Archive column, indicating that it is marked for archiving.

To remove the archive mark from an active report:

1. Select an active report in the active report list that has been marked for archiving.

2. Invoke the context menu and choose the Archive command.

   "Marked" no longer appears in the Archive column of the active report list for the selected active report.

## Reviving an Archived Report

This function can be used to mark a single or multiple active reports for reviving or to cancel a reviving flag. An active report marked for reviving is revived the next time the reviving task is active. The report is restored to the Active Report List.

To mark a single active report for reviving:

1. Select an archived active report in the Active Report List.

2. Invoke the context menu and choose Revive.

   The Revive Active Report From Archive dialog is displayed.

3. Use the list box to the right of the Revive to field to select a location for the revived report: NOM database or Spool.

4. Use the list box to the right of the Bundle field to select an active bundle to contain the report.

5. Choose OK to mark the active report for reviving.

   The revive location is now shown in the Revive column of the Active Report List for the selected active report.

To mark multiple active reports for reviving:

1. Select the archived active reports in the Active Report List.

2. Invoke the context menu and choose Revive.

3. The Revive Active Report From Archive dialog is displayed.

4. Use the list box to the right of the Revive to field to select a location for the revived report: NOM database or Spool.

5. Use the list box to the right of the Bundle field to select an active bundle to contain the report.

6. By default, all active reports are revived to the same location. If this is not desired, deselect the option Select all. In the list of active reports, you can then mark those which are to be revived to the same location.

7. Choose OK to mark the active report for reviving.

   The revive location is now shown in the Revive column of the active report list for the selected active reports.

To remove the revive mark from an active report:

1. Select an active report marked for reviving in the active report list.

2. Invoke the context menu and choose Revive.

   The revive location is no longer shown in the Revive column of the Active Report List for the selected active report.

## Confirming Printing of an Active Report

This function releases an active report for printing. The report is printed only when all target users have confirmed by issuing this command. The report must be defined with the "All users confirm" option in the Hold Logic field of the report's Printing Attributes, described under Attributes of a Report.

To confirm printing for an active report:

1. In the active report list, select the appropriate active report.

2. Invoke the context menu and choose the Confirm Print command.

   When all users have confirmed, the report will be printed.

## Filing an Active Report in Another Folder

This function is used to move an active report filed in your current folder to another of your own folders (but not to a linked folder).

To file an active report in another folder:

1. Select the active report from the active report list.

2. Invoke the context menu and choose the File command.

   The File Active Report dialog is displayed.

3. Use the list box to select the desired folder.

4. Choose OK.

   The active report is now filed in the selected folder.

## Displaying the Report Definition

To display the report definition which generated an active report:

1. Select an active report in the active report list.

2. Invoke the context menu and choose the Displays Definition command.

   The general attributes of the report are displayed.

They are described under Attributes of a Report.

## Cross-Referencing an Active Report

To list all active bundles in which an active report is contained:

1. Select an active report in the active report list.

2. Invoke the context menu and choose the XREF command.

   A list of bundles is displayed. For each bundle, the following information is displayed:

Field | Explanation
--- | ---
Bundle | Name of the active bundle in which the active report is contained.
Run Number | Internal report identification.
Group | Group identifier assigned to the report in the bundle.
Seq(uence Number) | Sequence number assigned to the report in the bundle.
Status | Bundle status.
Printer | Logical printer assigned to the report in the bundle.

### On this page

- Available Commands for Active Reports
- Listing Active Reports in a Folder
- Listing Selected Active Reports in Folder
- Searching for Active Reports
- Browsing an Active Report
- Modifying an Active Report
- Displaying an Active Report
- Displaying Spool Attributes of an Active Report
- Adding an Active Report to a Bundle
- Printing an Active Report
- Distributing an Active Report to Extra Users
- Listing Users Connected to an Active Report
- Deleting an Active Report
- Archiving an Active Report
- Reviving an Archived Report
- Confirming Printing of an Active Report
- Filing an Active Report in Another Folder
- Displaying the Report Definition
- Cross-Referencing an Active Report