The Report Explorer

The Report Explorer is where you’ll find all of your Custom and Standard Reports. From the Report Explorer, you can run and edit Reports or add folder shortcuts to organize them.

Before you read this article, make sure you are familiar with:

• Introduction to Reporting

Viewing the Report Explorer

The Report Explorer is found in the Insights & Mailings Interface > Reports > Report Explorer.

To access the Insights & Mailings Interface, you’ll need the Insights & Mailings User or Insights & Mailings Administrator Role.

TIP: If you don’t have these Roles, ask the Settings Administrator in your organisation to add these Roles to your User Account.

While both User Roles allow you to access the Insights & Mailings Interface, the Insights & Mailings Administrator Role has more permissions, which include:

• Copying Standard Reports
• Creating Custom Unformatted Reports
• Editing Custom Unformatted Reports
• Deleting Custom Reports
• Creating Custom Criteria Sets
• Editing Custom Criteria Sets
• Creating folders and subfolders
• Creating restricted folders and subfolders
• Renaming folders and subfolders
• Deleting folders and subfolders

Here’s an example of how the Report Explorer looks:

• Report Explorer Navigation (left panel): On the left green panel, you’ll find the Report Explorer navigation.
  • All reports: This is the default view which displays all the Reports in your system.
     
  • Shortcuts: Lists all Report shortcuts, folders and subfolders. You can create shortcuts which are accessible to all users for your most frequently used Reports.
     
  • Folders and subfolders: Create optional folders and subfolders to organize your Reports into groups. You can choose to organize by category, function and/or team. For more information on creating, renaming and deleting folders and subfolders, read Shortcuts, Folders and Subfolders.
     
• Report Explorer (right panel): On the right panel, you’ll find the Report Explorer which lists all Reports or Reports in your selected folder or subfolder. At the top of the screen, you’ll see the name of the folder and a search bar to search Reports by name.

Learn more about how Reports are displayed in Reports in the Report Explorer.

Reports in the Report Explorer

Reports are listed in the Report Explorer with the following information:

• Icon: An icon will indicate if the Report is a Standard Report or Custom Report:

  • Standard Reports are indicated by the blue toolbox icon:

    

  • Custom Reports, including copied Standard Reports, are Reports which you’ve built or requested. Custom Reports appear with a paper icon:

    

     

• Name: The Name of the Report. By default, Reports are sorted by Name in alphabetical order. Click on the Name heading to sort in reverse alphabetical order.
   
• Description: A description of the Report.
   
• Report Type: The Report’s Report Type. Click on the Report Type heading to sort by Report Type in alphabetical or reverse alphabetical order.
   
• Date last run: The date and time the Report was last run or Report schedule last sent. Click on the Date last run heading to sort by earliest or latest run date. Reports that haven’t been run and have no date will appear above the earliest run Report.
   
• Criteria Sets: Click the green plus button on the left of the Report icon to show the Report’s available Criteria Sets. Standard Criteria Sets appear with a blue toolbox icon. Custom or copied Criteria Sets appear without an icon.
  • Click the green play icon to set the selected Criteria Set and begin running the Report.
     
  • Click the gray down arrow icon to view or copy the selected Criteria Set. You can also choose to edit custom or copied Criteria Sets.
     
  • Click the New criteria set button to add a new Criteria Set.
     
• Edit Report: The Edit option is available on Custom Reports or copies of Standard Reports. Standard Reports cannot be edited.
   
• Copy Report: Click Copy to replicate the Report. The copied Report will have “- Copy” added to the name and will appear as a Custom Report with custom Criteria Sets.
   
• Delete Report: The Delete option is available on Custom Reports or copies of Standard Reports. Standard Reports cannot be deleted. After you click Delete, you’ll be prompted to Confirm to complete the action.

Shortcuts, Folders and Subfolders

When you open the Report Explorer, by default, you’ll see All reports.

Shortcuts lets you create shortcuts for frequently used Reports in your system. These shortcuts are visible to all Users.

Within Shortcuts, you can create folders and subfolders to organize your Reports.

Shortcuts may look like the following:

From Shortcuts, you can take the following actions:

• Create folders and subfolders
• Add Report shortcuts to folders
• Move Report shortcuts between folders
• Delete shortcuts
• Rename folders
• Delete folders
• Run Report
• View, Edit, Copy or Delete Criteria Sets

TIP: To add new Criteria Sets, copy, edit or delete Reports, you’ll need to go back to the Report in All Reports as these tasks can’t be done in Shortcuts. Read Editing Reports for more information.

Creating a Folder

To create a folder or subfolder in the Shortcuts:

1. Click and highlight Shortcuts or the parent folder
2. Click New folder
3. Enter a descriptive name for your folder
4. Click Ok to save

Adding a Report Shortcut

To add a Report to Shortcuts:

1. Navigate to All Reports in the Report Explorer.
2. Find or search for the Report.

3. Click any part of the Report (except for the green plus icon) and drag the Report to Shortcuts or the designated folder. The folder will become outlined with dotted line:

   

4. Click on the folder to view the shortcut. The Report shortcut looks similar to a Report but with a shortcut icon added to the front of the Report icon:

   

Moving a Report Shortcut

To move a Report shortcut:

1. Navigate to Shortcuts or the folder the shortcut is in.
2. Click any part of the shortcut (except for the green plus icon) and drag the shortcut to the designated folder. The folder will become outlined with a dotted line.
3. Click on the folder to view the shortcut in its new folder.

Deleting a Shortcut

To delete a Report Shortcut from the folder:

1. Navigate to Shortcuts or the folder the shortcut is in
2. Click the green plus icon to expand the panel
3. Click Delete shortcut to remove it from the folder

TIP: Deleting a shortcut will not delete the Reports from your system.

Renaming a Folder

To rename a folder or subfolder:

1. Click and highlight Shortcuts, the folder or subfolder
2. Click the down arrow button and select Rename
3. Enter a new folder name
4. Click Ok to save

Deleting a Folder

To delete a folder or subfolder:

1. Click and highlight Shortcuts, the folder or subfolder
2. Click the down arrow button and select Delete
3. Click Confirm

TIP: Deleting a folder will not delete the Reports from your system.

Run Report from Shortcuts or Folders

To run a Report from Shortcuts or a folder:

1. Navigate to Shortcuts or the folder the shortcut is in
2. Click the green plus icon to expand the panel
3. Select a Criteria Set and click the green play icon to set the selected Criteria Set and begin running Reports

Editing Reports

In order to add new Criteria Sets, copy, edit or delete Reports, you’ll need to go back to the Report in All Reports as these tasks can’t be done in Shortcuts.

To return to the Report in the All Reports view from the Shortcuts:

1. Navigate to Shortcuts or the folder the shortcut is in
2. Click the green plus icon to expand the panel
3. Click Go to report

For more information on how to add new Criteria Sets, read Criteria Sets.

For more information on copying, editing or deleting Reports, read Reports in the Report Explorer.

What’s Next?

To learn more about running Reports, including setting and creating Criteria Sets, read:

• How to Run a Report
• Criteria Sets

To learn more about creating and editing Custom Reports, read:

• Introduction to Building Custom Reports
• How to Build a Custom Report