Susan the everyday user: Generating document-style reports

Everyday users like Susan can generate document-style reports with minimal steps without any knowledge of document design, templates, or data source configurations. She uses the reports that Ryan the report designer created to generate her document-style reports.

About this task

Susan sees the reports that Ryan availed and wants to generate the Daily News report.

Procedure

  1. Susan opens the Reports tab of Publishing Document Builder.
  2. She finds the report that she wants by entering news in the search field.
  3. She clicks Generate document-style reports icon Generate Document in the Generate column.
  4. When prompted for the data source connection, she selects the Jazz®.net RSS connection that the report designer created.
  5. She adds the tag jazz and selects the folder to store the report using Select folder option.
  6. She assigns owners to the document-style report by clicking Add owners and adds available users in IBM Engineering Lifecycle Optimization - Publishing (PUB). She chooses the users from Choose job owners window. The selected users become the owners of the report.
  7. She clicks the Share report results checkbox so that others on her team can access the results of the document-style reports generation and clicks Next.
    If the user with pub_admin role sets the property Results sharing enabled to false in Permission and sharing section of Runtime variables tab, you cannot see Share report results checkbox.
    Note:

    The Closing page example template prompts for a value for the endingTitle variable. Enter some text such as End of Document. Click Preview to preview the document-style report or click Generate.

  8. She clicks Generate.
  9. She clicks Download document-style reports icon Download documents in the Status column. A .zip, including the generated Microsoft Word file, PDF file and log.zip, is downloaded.
  10. Susan opens the PDF file to verify that the document-style report was generated properly.
  11. Susan's manager has requested that this document-style report be run every day at 10 AM. Susan schedules the document-style report generation:
    1. Go to the Reports tab and find the report that you want.
    2. In the Generate column, click Generate later Generate later.
    3. Enter the name and description of the job schedule.
    4. Enter any tags for the schedule.
    5. To store the report in a folder, click Select folder and then choose or create a folder.
    6. To share the results of the document-style report generation job with your team, select the Share report results checkbox.
      Important: If the user with pub_admin role sets the property Results sharing enabled to false in Permission and sharing section of Runtime variables tab, you cannot see Share report results checkbox.
    7. To assign owners to the schedule, click Add owners to add the available users in IBM Engineering Lifecycle Optimization - Publishing (PUB). Select the users from Choose schedule owners window. The selected users become the owners of the schedule and the generated document-style reports with the same privileges as the creator of the schedule and the document-style report.
    8. Set the frequency to Daily and use the calendar to select the start and end dates of the job.
    9. Click Schedule.
  12. The next day, Susan logs in to Publishing Document Builder. She sees a notification in the product banner. When she clicks the link, she sees that a recent job failed.
  13. To see the high-level summary of the document-style report generation job, she clicks the View job details View Job Details icon.
    The job details window displays only first 20 entries. If she wants to view the details of the document-style report generation, she can download the complete log file by clicking Download as text file. To download the log file, go to:
    • Reports > View generated documents icon under Actions column > View job details icon under the Actions column > Download as text file
    • Results page > View Job Details icon under the Actions column > Download as text file

  14. Now Susan wants to see the recent history of document-style reports that she generated. She opens the Results tab and sees that the most recent job was successful in the Status column.
    In the Download column, Susan can also download individual files instead of the entire compressed file.
  15. Now that Susan has generated the daily digest document-style report that she needs, she can deliver the document-style report to her manager. If her manager has access to Publishing Document Builder, Susan can send him the link to the document-style reports:
    1. To copy the URL of the item, in the Actions column for the item, click the Show link Show Link icon icon.
    2. In the Show link URL window, copy the URL for the resource.
    3. Susan copies the link into an email and sends to her manager, for example https://rpe.myserver.net/rpeng/api/jobresults/58101.
      Susan's manager clicks the link and the document-style reports is downloaded.
  16. One day Susan's manager tells her that today's daily digest document-style reports is important and it must not be deleted. (The default setting for document-style report deletion is 30 days). Susan can promote this document-style report to preserve it so it does not get deleted.
    1. In the Actions column for the document-style report, click the Promote controls Promote icon icon.
    2. Click Yes when prompted to avoid having the document-style report deleted during regular cleanup.
    3. After the report name, you now see (promoted) added to it.
      The documents, logs, and job details that are associated with the report are now promoted. Only the owner of the document can promote or demote the files that are associated with the document.
  17. One week later, Susan's team has been busy generating several documents from different reports for an upcoming deadline and there are many documents that are listed on the Results tab. Susan wants to see only the documents named Daily News. She clicks Group by > Group by name. Now she can expand the document name to see all of the documents with this name.
    Susan can also use Group by > Group by tag to group the reports by tag to narrow down the list of documents.
  18. A few days later Susan wants to clean up some of the old documents that she generated. She selects the check boxes for the documents that she wants to delete and clicks Delete selected icon. She clicks OK to confirm the deletion.