Run and Schedule System Reports and Report Definitions

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Permissions: Several reports are available based on system configuration and assigned privileges. Access to Reports depends on the Run Reports and Schedule Reports privileges.

Administrators may require reports on elluminate system usage. Available reports include the following:

  • System usage reports: Report on elluminate system usage, such as user logins.
  • Data Central Query Audit: Reports on query activity in Data Central.
  • Analytics Sheet Review Log: Reports on sheet review activity in Analytics.
  • Study Access and Blinding View: Provides a centralized view of user access across studies. The report lists each user's study assignments, Data Central reviewer role, and associated blinding privileges, so study access, user roles, and blind data permissions can be reviewed from a single report. The report can be run or scheduled like other reports and is exported in CSV format to support large datasets.

Reports can be refined by filtering, sorting, and rearranging columns, then saved as definitions for later use.

Run / View System Reports

  1. From the Platform Menu, select Reports under Platform Administration. The list of reports displays with the Title, Description, Last Executor, and Last Execution Date for each report and the Run Report and Schedule Report icons.
    Reports list with the Study Access and Blinding View report, the Title, Description, Last Executor, and Last Execution Date columns, and the Run Report and Schedule Report icons
  2. Click the report name or the Run Report icon to view the report. The report displays in a table.
    Report displayed in a table with sortable and filterable column headers
  3. Optionally, refine report results using these methods:
    1. Sort: Click a column header and select Sort Ascending or Sort Descending. An up or down arrow in the column header indicates the sort order.
    2. Filter: Click a column header and select Filter. Filter options vary by column. Use the Include or Exclude Selections radio button, enter text (or minimum and maximum values), and then click Filter Rows.
      • Filtered columns display a solid filter icon, and the Filters icon in the master header is also solid.
      • To clear filters, click the filtered column header, select Filter, and click Clear. Alternatively, click the Filters icon in the master header and select Clear Filters, or remove an individual column filter by clicking the Remove (red circle) icon for the column.
    3. Rearrange columns: Drag columns to reposition them.
    4. Fix Columns: Right-click a column header and select Fix, To the Right, or To the Left. To unfix a column, repeat these steps.

Return to the List of Reports

To return to the list of reports, click the Back (arrow) icon next to Reports in the master header.

Export the Report

  1. Click the Export icon in the master header. The report downloads as an Excel spreadsheet, for example, User_Login_[URL]_[DateTime].xlsx. The Study Access and Blinding View report downloads in CSV format to support large datasets.
    Report view with the Export icon in the master header

Create and Manage Report Definitions

After filtering, sorting, and rearranging the report listing, it can be saved as a report definition. The saved report definition can be selected later, saving time by eliminating the need to reapply filters and rearrange columns. Definitions can also be edited and deleted. The following example shows a filter applied to the Status column and the First Name column sorted in ascending order.

Report with a filter applied to the Status column and the First Name column sorted in ascending order

Save a Report Definition

  1. Refine the report as needed.
  2. Click the Save Report Definition button in the master header. The Save Report Definition window opens.
    Save Report Definition window with the Name field
  3. Enter the Name of the report definition.
  4. Click Save to save the definition, or Cancel to cancel the action. The saved report definition displays.
    Report view with a saved report definition selected

Select a Definition

  1. In the Reports list, click a report name.
  2. Click the Report Definitions button in the master header. Saved report definitions display.
  3. Select a report definition from the drop-down.
    Report Definitions drop-down with saved report definitions

The report displays based on the saved definition.

To return to the list of all reports, click the Back (arrow) icon next to Reports in the master header.

Edit a Definition

  1. Select a report definition.
  2. Make changes to filtering, sorting, and column arrangement.
  3. Click the Save Report Definition button. The Save Report Definition window opens with the name prepopulated.
  4. Click Save to confirm the changes, or Cancel to cancel the action.

Delete a Definition

  1. Select a report definition.
  2. Click the Delete Definition icon in the master header.
  3. Click OK to confirm deletion, or Cancel to cancel the action.

Schedule Reports and Definitions

Reports can be scheduled to run as tasks from the Reports list using the Schedule icon in the Run/Schedule column. Report definitions can also be scheduled using the Schedule Definition icon in the master header.

Reports and report definitions can be scheduled to run at specified times.

Schedule a Report

  1. From the Platform Menu, select Reports under Platform Administration. The list of reports displays.
  2. Click the Schedule Report icon in the report row. The New Task window opens.
    Reports list with the Schedule Report icon for a report

Schedule a Report Definition

  1. From the Platform Menu, select Reports under Platform Administration. The list of reports displays.
  2. Click a report name.
  3. Click the Report Definitions button.
  4. Select the report definition to schedule from the drop-down.
  5. Click the Schedule Definition icon in the master header. The New Task window opens.
    Report view with a selected report definition and the Schedule Definition icon in the master header

The New Task window includes three tabs: Task, Schedule, and Actions. All required fields are marked with a red asterisk.

  1. From the Task tab:
    Task tab of the New Task window with the Name, Description, Active, and Cancel stalled actions fields
    1. Review the Name field. The default value is the system-generated report name, for example, RunReport_User_Activity_User_Logins. Update the name to a unique and descriptive value as needed.
    2. In the Description field, enter additional information about the scheduled report.
    3. The Active checkbox is selected by default. Clear the checkbox to disable the schedule.
    4. Select the Cancel stalled action(s) after xx hour(s) checkbox and update the number of hours, if needed.
  2. Click the Schedule tab.
    Schedule tab of the New Task window with the Start Date, Repeat, and Ends settings
  3. Configure the report timing. Enter the Start Date using the date picker or by typing the date and time.
    1. If applicable, select Repeat.
      1. Enter a value in Repeat every, and choose a repeat interval. The default interval is Days; other options include Minutes, Hours, Weeks, or Months.
      2. If applicable, select Ends and enter an end date using the date picker or by typing the date.
  4. Click the Actions tab.
    Actions tab of the New Task window with the predefined Run Report and Email actions and the Edit icons
    1. When scheduling from within System Reports, the Run Report and Email actions are predefined, and email notification is enabled by default.
    2. Edit report or email settings by clicking the Edit icon in the appropriate row.
  5. Click Save. A task for the scheduled report or report definition is created.

An email notification with the report attached is sent when the report definition runs.

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