Creating Reports

In the Service Portal, creating a report adds it to the Reports page. Once you've create a report, you can run it at any time. Reports allow you to do all sorts of fancy things, such as:

  • set up a schedule for running a search
  • email search results
  • attach a CSV version of the search results to the email

Creating a report

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, Service Requests or Software.

    If you're logged in as member of a parent organization, you'll only have access to Virtual Machines and Virtual Services, not Service Requests or Software.

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

    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. If you'd like to schedule this report, configure the schedule, notification and aggregate drop-down panels.
  9. Click Save.

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

Creating a report 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 logged 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 logged 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.

    We'll use "VMs in Development Org".

  4. Select whether you want to search for information about Virtual Machines or Virtual Services that are owned by the child organizations that belong to the parent organization.

    For this report, we select Virtual Machines.

  5. In the Select Filters section, do the following:
    1. From the first drop-down, select Ownership > Organization Name.
    2. From second drop-down, select the Equals operator.
    3. In the third drop-down, enter the name of the child organization you want to run the report for. In this case, "Development".
  6. Click Search.
  7. Review the results.

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

    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.
  10. Click Save.

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

Scheduling a report

You can configure scheduling when creating a new report or by editing an existing one.

To edit an existing report, go to the Report page, select a entry in the list, and click Edit.

The following table provides details on fields in the wizard pages:

Report configuration

Schedule drop-down panel

Enabled

To have scheduling take effect immediately, select Enabled.

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

Frequency

To schedule the frequency and the time for the search:

Select when you want the search to occur: daily, weekly, monthly, or weekdays. You can also specify that the search be performed only once (in which case the task will be removed from the Scheduled Tasks list after it has been run).

If you selected a weekly or monthly frequency, select the day of the week or the month from the drop-down menu.

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.

Notification drop-down panel

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.

Aggregates drop-down panel

Values

Indicate whether you want aggregate results to be displayed for search results. 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 returned by the search.

Placement

If you choose to add rows for aggregate values, specify where they should be displayed.

Deleting a scheduled report

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 menu and select Delete.