Dynamic Output Format Reports

This document contains information on the business scenario, How to Generate reports in different output formats as required by individual users dynamically using report bursting.

Objective

The objective of this document is to show step-by-step information on How to generate Dynamic Output Format Reports using Report Bursting.

Use case

Let’s assume In an XYZ Organization, reporting team has some reports that need to be sent to every employee. There are 1000 Employees in this company. The team has to share the same report to all 1000 users every week or Month. It is easy to generate and share reports For 1 or 2 employees. But for 1000 employees it is very difficult and time-consuming. With Report Bursting we can share the same report with 1000 employees in one click using Report Bursting functionality. Also, you can automate this process of generation and share by scheduling options available in AIV.

Now One more requirement is added with the above mention requirement that each user should get report output in the format he required.

For Example, there are 4 users Jack, Jhon, Anna, rose who are consumers of report output. report team needs to share the report with the 4 users. Now Jack wants report output in PDF format which is non-editable so he can send this report to others. Jhon wants to do some analysis work on top of this report data that is why he needs a report in xlsx format. on the other hand, Anna needs to add some other details in this report so she wants the same report in word format. Rose is a developer and she needs to embed this report into some other application, that is why she needs a report in HTML format.

This is also possible with report Bursting if Output format data can be available from the database itself. Here to demonstrate this functionality we are using an excel file as a dataset that contains the following information,

In the above image, you can see, each user has specific output format data and email id data. in your case output format, user-wise and user email data should be available in a database so just fetch that data from there and create a dataset from it.

The report we are using has details of Top customers. To share the report with employees, we need to fetch all users information in a dataset. here we have Customers dataset which has user names, output format, output path and Email id data.

Default Output path in AIV is Output/Temp folder but we can provide this path dynamically from the dataset itself. so there is a column named PATH which has information regarding the path.

We will map these columns while we create a mapping. The same will be covered in the steps provided below.

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Prerequisites

1. For this example, the Customer CSV.ds dataset and Top 5 Customers.rptdesign report is used.

2. Download the required sample files from the link report.zip

3. Upload Customer CSV.ds to the Dataset Section and Top 5 Customers.rptdesign to the Report Section.

4. Refer to this link for detailed steps on uploading files in the application.

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Follow the steps below to perform dynamic output format reports using report bursting:

1. Go to Hamburger icon > Documents > Report Bursting.

2. You will see the Report Bursting page, which prompts you to select a Dataset and a Mapping from the dropdown.

   

   Click here to know more about Create dataset.

3. If no mappings exist, the Select Report Mapping dropdown will be empty; once mappings are created, those linked to the selected dataset will appear under the Mapped list, while all others will be shown under the Not Mapped list.

4. Select the Customer CSV.ds dataset from the dropdown.

   

5. To create a new mapping for the selected dataset, click the icon in Select Report Mapping. The following page will open:

   

6. Enter the following details in the Mapping tab:

   • Enter the Name (e.g., Dynamic Output Format Reports — you can add any name as required).

   • Select the Column Name from the dropdown (e.g., customerNumber).

   • Click Select Report and choose the report file (e.g., Top 5 Customers.rptdesign — select any report as per requirement).

     

7. Enter the following details in the Schedule dialog box:

   • Schedule Type: Time

   • Frequency: Right Now

   • Output Owner: customerNumber

   • Output: Select from the dropdown (optional)

   • Share: Enable if you want to share the generated report with users or roles (optional)

     

     Click here to learn more about Schedule Report.

8. The Output tab allows you to configure how and where your scheduled reports will be generated. Each field supports both static (a fixed value applied to all reports) and dynamic (a value retrieved from a database column) configurations.

   Configuration Fields

   1. Name: Defines the base name of the generated report file.

      • Static Option (Left field): Enter a fixed name that will be used for all generated reports.

        • Example: Dynamic Output Format Reports

          

      • Dynamic Option (Right dropdown): Select a column from your dataset. The report name will be generated based on the value in the selected column.

        • Example: Selecting the customerNumber column will generate individual report files using the customer’s number as the file name base.

        • Use case: Create personalized report files like customerNumber.

          

   2. Suffix: Adds a timestamp suffix to the report name to ensure uniqueness and track generation time.

      Available Formats:

       - **None:** No suffix will be added to the report name
      
       - **yyyy-dd-mm:** Date only (e.g., 2024-12-01)
      
       - **yyyy-dd-mm HH-mm-ss:** Date and time (e.g., 2024-12-01 14-30-45)
      
       - **yyyy-dd-mm HH-mm-ss-S:** Date, time, and milliseconds (e.g., 2024-12-01 14-30-45-123)
      
      
           ![Image](../../../aiv_img/documents/reportbursting/outputtab2.png)

Example: If Name is “Sales_Report” and Suffix is “yyyy-dd-mm”, the output file will be: Sales_Report_2024-12-01.pdf

If Suffix is None, the output file will be: Sales_Report.pdf

- **Name:** Select the **customerNumber** column from the dropdown.
- **Suffix:** yyyyddMM_HH-mm-ss (optional)
- **Format:** Select the desired output_type from the dropdown.
- **Path:** /Output/Temp/ (specify the folder path where the generated reports will be stored)

    ![Image](../../../aiv_img/documents/reportbursting/dynamicoutputformatreports2.png)

9. Click the button, and a message saying Created Successfully will be displayed.

![Image](../../../aiv_img/documents/reportbursting/createdsuccessfully.png)

8. Go to the Select Report Mapping dropdown.

9. Select the Dynamic Output Format Reports mapping from the Not Mapped list.

10. The customer dataset details will appear in the grid view.

11. Select the customers for whom you want to generate and share the report, for example, five Customer Numbers.

    

12. Select the Synchronous radio button.

13. Choose the desired output format. Click on the PDF button (in this example) to start the report bursting process immediately.