Generating Reports

The Service Portal provides powerful search capabilities that can provide you with valuable information about your virtual infrastructure. You can create highly customized reports.

You can also choose to set up a schedule for running a search. You can configure scheduling when creating a new report or by editing an existing one.

When you schedule a report, you can also choose to optionally email search results and attach a CSV version of the search results to the email.

After you save a report, it's added to the Reports page, and you can run it at any time.

Tip: To edit an existing report, go to the Reports page, select a entry in the list, and click Edit. You can also select Remove to removed the saved search if it's no longer useful.

Creating reports

To create a report:

  1. Go to the Reports page.
  2. Click Create Report.
  3. Give the report a unique name.
  4. Select whether you want to search for information about Virtual Machines, Virtual Services, or Service Requests.

    Note: If you signed in as member of a parent organization, you'll only have access to Virtual Machines and Virtual Services, not Service Requests.

  5. Set the filters.
  6. Click Search.
  7. Review the results.

    Note: If you want to change how the results are displayed, click in the Results area. Then in the Pick Columns dialog you can change the columns that are displayed and the column sort order. These settings are saved along with your search parameters.

  8. Optional: If you want to schedule this report, expand the Schedule drop-down, and do the following:
    1. To have scheduling take effect immediately, choose Enabled.

      You can edit the scheduled task at any time to enable or disable it.

    2. To schedule the frequency and the time for the task, select when you want the task to occur: Daily, Weekly, Monthly, or on Weekdays. You can also specify that the task be performed only once (in which case the task will be removed from the Scheduled Tasks list after it has been run).
    3. If you selected a weekly or monthly frequency, select the day of the week or the month from the drop-down menu.

      Note: If you select 31 for Day of Month for a monthly frequency, the system automatically adjusts the day to reflect the last day of any given month. The same adjustment is made if you select 29 or 30 for February.

      Tip: After you create a report, you can edit the scheduled task at any time to enable or disable it.

  9. Optional: If you want to automatically email the scheduled report results to people, expand the Notification drop-down panel, and configure the following parameters:
    • TO and CC — At least one email address is required. Separate multiple email addresses with semicolons.
    • Body — The body of the email can contain no more than 1024 characters.
    • Send when no results found — Specify whether an email should be sent if the search returns no results.
    • Include link to report — Specify whether to include a link to the search in the email.
    • Embed HTML report — Specify whether the search results themselves should be included in the email. If you enable this option, you can also specify whether to include the search parameters in the email.
    • Attach report as CSV — Specify whether to attach a CSV version of the search results to the email.

      Note: Scheduling must be enabled to configure notifications.

  10. Optional: If you want aggregate results to be displayed for search results, expand the Aggregates drop-down panel, and configure the following parameters:
    • Values — Indicate whether you want total or average aggregate values for suitable columns. For example, if you search for the daily average VM disk usage, you might want to add a row to display the average for all VMs that are returned.
    • Placement — If you choose to add rows for aggregate values, specify where they should be displayed.

      Note: Scheduling must be enabled to configure aggregates.

  11. Click Save.

    You're returned to the Report page and your new report is added to the list of reports.

Deleting scheduled reports

To delete a scheduled report:

  1. Go to the Tasks page.
  2. Click the Scheduled Tasks icon.
  3. Select the task in the list.
  4. Click the Commands menu and select Delete.

Creating reports for child organizations

A Parent Organization view provides a limited, "read-only" view for cost analysis, searching and reporting purposes. It doesn't provide any administrative rights.

When you're signed in to a parent organization, you can generate reports for the VMs and services that are owned by the child organizations that belong to the parent organization.

Below is an example that shows how to create a report for a child organization that belongs to a parent organization that the user is signed in to. In this example, the user "devuser1" belongs to the "Engineering" parent organization, which has three child organizations: "Development", "QA", and "IT". The user wants to create a report to show which VMs belong to the "Development" organization.

Parent Organization and Children

To create a report for a child organization:

  1. Go to the Reports page.
  2. Click Create Report.
  3. Give the report a unique name.
  4. Select whether you want to search for information about VMs or Virtual Services that are owned by the child organizations that belong to the parent organization.
  5. In the Select Filters section, do the following:
    1. For the first filter, select Ownership > Organization Name.
    2. For the second filter, select the Equals operator.
    3. For the third filter, enter the name of the child organization you want to run the report for.
  6. Click Search.
  7. Review the results.

    This report shows the VMs that belong to the chosen organization.

    Note: If you want to change how the results are displayed, click in the Results area. Then in the Pick Columns dialog you can change the columns that are displayed and the column sort order. These settings are saved along with your search parameters.

  8. Child Organization Report Results
  9. If you'd like to schedule this report, configure the schedule, notification, and aggregate drop-down panels. For more information, see above.
  10. Click Save.

    You're returned to the Report page, and your new report is added to the list of reports.