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    Kenny Tietz
    Using Report Management Module (RMM) To Find Reports...
    Topic posted July 13, 2016 by Kenny TietzBronze Trophy: 5,000+ Points, last edited June 22, 2017 
    6351 Views, 5 Comments
    Title:
    Using Report Management Module (RMM) To Find Reports - Analytics Cookbook Recipe
    Content:

    Using Report Management Module (RMM) To Find Reports:

    Finding reports in Oracle Service Cloud is possible in the Reports Explorer, but it can difficult if reports are not named in an intuitive way or you do not know the name of the report you are looking for.  

    However, there is a solution that has been included in Oracle Service Cloud since the May 13 release that can be used to help you search for reports in various different ways. The Reports Management [Module] (RMM for short) was added specifically to provide tools that help users and admins find reports and assist with site administration.  

    For example, if you are looking for specific canned incident reports you can use the Reports by Description report in the Find folder to search for reports containing the keyword "incident". This report then searches through all reports to return a list of reports that have "incident" in the report and column headers/descriptions.  This is one powerful example tools provided in RMM!

    There are lots of great tools in the RMM including the following:

    • Schedules Folder- The reports in this folder display the scheduled reports that are being sent, helping administrators better manage receipt of scheduled reports. Depending on the report you select, you can search by individual email addresses, email subject lines, or report names.
      • Report Schedules by Subject - Selecting this option provides a list of report schedules and recipients for report schedules containing the specified text in the Subject of the received e-mail.
      • Report Schedules and Recipients - Selecting this option provides a list of report schedules and recipients for the selected report(s).
      • Scheduled Reports per Individual - Selecting this option provides a list of report schedules sent to a specified email address.
    • ​Workspaces Folder- The report in this folder displays the workspaces that use a particular report, helping administrators understand the impact of changing or deleting a report.
      • ​Workspaces per Report - Selecting this option provides a list of workspaces that reference the report selected at run-time.  Note that only direct references are listed and a workspace that references a script that then references a report will not be included.
    • ​Navigation Sets Folder - The reports in this folder display the reports included in specified navigation sets or the navigation sets that include the specified reports. This helps administrators determine if a report can be deleted or modified.
      • ​Desktop Navigation Sets per Report - Selecting this option provides a list of navigation sets that include the specified report(s).  The user must select at least one, but not all of, the reports at run-time.  Only public reports associated to the current interface are available for selection.
      • Reports per Desktop Navigation Set - Selecting this option provides a list of reports associated with the specified navigation set(s). The user must select at least one, but not all of, the navigation sets at run-time. Only navigation sets associated to the current interface are available for selection.
    • ​Performance Folder- The reports in this folder help administrators find reports that may require excessive processing to run, including reports that have no filters and reports that are automatically deferred due to processing time. These reports can then be modified to reduce the processing time or restricted to those staff members who understand the impact of running them.
      • ​Reports with no Filters - Selecting this option provides a list of custom reports which do not contain any filters.  Having no filter criteria may cause performance issues with the report.
      • Deferred Reports - Selecting this option provides a list of reports currently set to deferred, likely due to slow processing times.  These reports will be automatically queued when run.  The deferred flag can be manually removed by editing the report and unchecking the "Set report to deferred execution" box in the Edit Settings dialogue found in the Home tab under Options. Revising the report definition (e.g. adding additional filters) may improve processing time such that the report will not again be set to deferred execution.
    • ​Find Folder- The reports in this folder are used to find reports that contain certain descriptions, custom scripts, column headings or column descriptions, and references to particular tables or columns in the database.
      • ​Reports with Custom Scripts - Selecting this option provides a list of reports which contain custom scripts.
      • Reports by Content - Selecting this option provides a list of reports which contain columns where the heading or the description of the columns contains some specified text string.  Only public reports associated with the current interface will be returned.
      • Reports by Description - Selecting this option provides a list of reports where the description contains some specified text string.  Only public reports associated with the current interface will be returned.
      • Reports by Database Reference - Selecting this option provides a list of reports which have a reference to some table column specified at run-time.
    • ​Definition Folder - The reports in this folder are used to find reports that contain certain descriptions, custom scripts, column headings or column descriptions, and references to particular tables or columns in the database.
      We recommend using the Reports by Database Reference report to find reports that query a particular database field, such as when you want to delete a system attribute and need to know which reports use the field.
      • ​View Report Descriptions - Selecting this option provides the descriptions for the specified reports.  Only public reports associated with the current interface will be returned.
    • ​Reference Folder - The reports in this folder show you reports that are used in dashboards or in report links.
      • ​Dashboards - Selecting this option provides a list of reports which are referenced in dashboards.
      • Report Links - Selecting this option provides a list of reports which are referenced in report links.

     

    Adding RMM to Your Nav Set

    One point of note…  there is currently a requirement to have the Analytics Administrator permission in the profile (edit profile > Analytics ribbon button > Administrator checkbox). We will be changing the permissions in a future releases so that the administrative functions (reports with schedules, workspace reports, and nav set reports, etc…) require advanced permissions while other things like report searching, etc are available to anyone that can run reports.

    To add the RMM into your nav set, search for “Report Management” in the customize list window.  This can be found under the following when attempting to add it to your nav set:

     

    Once in the Report Management Module the following screen shot points out some of the best tools available.  There are a number of useful tools here:

    The "Details" link in the above screen shot was added in the 16.2 release for the “Reports by description” report so that you can drill into the report to view the column definitions directly after reviewing a report description that may seem applicable.  This allows you to see what columns exists, their descriptions, and the actual column definition/expression to help you decide if this report is the one you are looking for (or is close enough to use as a starting point to copy and create your own report).

    There is some additional information on RMM in the following KB answer: https://cx.rightnow.com/app/answers/detail/a_id/68

    The Report Management Module is a valuable tool set that can help you navigate through the large number of reports that are available to Oracle Service Cloud users.

    I hope you find this tool as helpful as I do. Please let us know what you think about it by posting a comment below.

    Thanks,
    Kenny T
    Product Manager, Analytics


     

    Comment

     

    • Krystal Young

      Hi - I'm trying to find a report in the Definition folder of the Report Management folder that will tell me all the reports that reference a specific field (Incident Status).  I don't really see any report in this folder that will do that though. Am I missing something?

    • Kenny Tietz

      Hello Everyone,

      GREAT NEWS!  Beginning in the May 17 release we have opened up the permissions on the RMM to allow the searching reports to be available for all to use (Previously you had to be an Analytics Administrator).  The reports in the Schedules folder still require Analytics Admin.  Additionally, the Workspaces folder and Navigation Sets folder reports in RMM are now open to profiles with workspace edit or nav set edit permissions, respectively.

       

      To answer previous questions:

      Krystal: Try the "Reports by Database Reference" in the find folder.  This search report has a required filters on column, "status_id", and table , "incidents", that will return all reports where this field is used.

    • Krystal Young

      Thanks Kenny!  That totally did the trick for me.  This is going to be very helpful and useful.

    • Pavol Procka

      Any chance a report showing the reports based on who created them, or at least who created the schedules?

      Used case: we have some reports scheduled and the schedules were in parts created by employees who are no longer with the company. These then delivered from such an employee usually cause a concern with the recipients.

    • Narendra Muttineni

      Wow !!! Nice Report. I was looking for this kind of report. Thanks a lot for sharing. yes