Organize Reports into Groups
New report templates, saved report criteria, and published reports (html and pdf output of reports that have been run) are all organized into nine standard Millennium report libraries. Those libraries are: Biographical, Comparison, Daily, Events, Financial, Mailing, Membership, Pledge, and Tracking. Within each library, your institution may define as many report groups as desired, including none, if you do not feel the need to use this feature. There are four system-standard Report Groups, used to designate reports for use on users' Home Page, designate reports as Online Constituent Directory Reports, for use in the mobile feature, and for use in Millennium Drive.
Report groups serve two purposes:
- They allow you another level of classification within the libraries. You may choose to define these groups according to offices within the institution, by the individuals who create or use reports, or by any other means that is useful to your situation. By viewing only a specific report group, you may 'filter' the list of report names, making it easier to locate a desired one.
- They allow you to enforce an additional level of security to the reports within any of the report groups. Since report groups are defined as a specialized form of lookup table, access to the group may be restricted in the same way that you would do for any other lookup table. If users in a particular Millennium User Group (MUG) do not have Access to a report group (by group name), they will also be prevented from accessing any of the reports that have been assigned to that group.
When a group is defined via the Report Groups item in the Millennium Explorer, you may designate that the group be used exclusively within one of the standard libraries, or that it be made available as a report group within any (all) of the libraries.
Creating Report Groups
In the Tools World of the Millennium Explorer, the Lookup Table Maintenance includes the item, Report Groups. This heading accesses the specialized lookup table, Report Groups. When accessed, the display frame will show all of the existing entries for Report Groups. The creation or editing of entries conforms to standard Lookup Table Maintenance techniques.
Required Entries
You may add entries to this lookup table but should not change these codes and values.
| Code | Value |
|---|---|
|
ecomm |
On-Line Directory Reports |
| driv | Drive |
|
home |
Home Page Reports |
|
pda |
Mobile Reports |
Multiple Home Page report groups and multiple Drive report groups can be added.
- For Home Page report groups, the code will follow the form 'homeX' or 'homeXX' where 'X' can be any value. All report groups that follow the Home Page coding scheme will display on the Home Page under My Millennium, Reports and will follow the Report Group Security set for that specific Home Page Report.
- For Drive report groups, the code will follow the form 'drivX' or drivXX' where 'X' can be any value. All report groups that follow the Drive coding scheme will be available for viewing in Millennium Drive, and will follow the report group security set for the specific Drive report.
What is Millennium Drive?
It is an easy-to-use and interactive way for users to explore information about their active prospects and about other constituents, about their tasks, and about their portfolio of major gift proposals. Millennium Drive provides an improved user experience for viewing Millennium data. Data is gathered from Biographical, Giving, Prospect Management, and from the Events world, and presented for viewing and analysis in a variety of ways.
To Create a Report Group
- From the Tools World in the Millennium Explorer, navigate to the Table Maintenance functions and click on Report Lookups, then Report Groups. From the resulting display, pass the mouse pointer over the Section Header Edit button or an edit button for an existing Report Group to access a context menu. Click Insert. An Insert form will be presented.
-
Type the desired information for the following columns, tabbing or mouse clicking to move from text box to text box.
Value - Type the name of the report group.
Code - Type a unique code for the report group.
Group - Choose All Groups if you want to have this group available for use with all of the standard libraries, or select the name of the library to which this group will belong.
Active - Verify that this box is checked to make the report group active for use.
Access -If desired, remove those upper or lower case Millennium User Group letters for the user groups that should not be allowed access to any reports that are stored in this report group.
Maintenance - If desired, remove those upper or lower case Millennium User Group letters for the user groups that should not be allowed to edit this Report Group entry.
Comment - Type in any free text comment you want to associate with this report group entry.
- Click Insert to create the Report Group, or click on Cancel to halt the process without creating a new Report Group.
Using Report Groups
Accessing Reports via the Report Groups
Within the Reporting World, when you want to View a report (the HTML or PDF results of the run of a report), Run a set of criteria, or Edit an existing set of criteria, you must first identify the saved file so the system can retrieve it. In each case, the system will prompt you to specify the category (library) and report group of that file, beginning with one of the nine standard libraries. When you choose a library, the display area will show the names of all of the Report Groups that are available to your User Group letter and which are associated with this library, and the display will also show an item named All Groups.
If you choose All Groups, the display show an indexed list of all reports from all of the report groups in that library, in a consolidated list. This list will not include reports from any reports groups to which you do not have access.
If you choose one of the named report groups, the display will show an indexed list of all reports that were saved to that group, within the current library.
Saving Reports to a Report Group
When you create a set of report criteria and save it, you will be prompted to specify a category (library), a report group, and an individual name for the criteria. When prompted for the report group, one of the options will always be All Groups. If you choose this option, then the criteria that you save will be associated with the blank entry in the Report Groups lookup table, and it will be listed when you click on the All Groups item to begin the Editing or Running of a set of criteria. All Groups will also display the names of reports in any other report groups to which you have security access.
Alternately, you may specify that your criteria be saved with a particular report group designation by choosing one of those groups from the pull down list box. You will only be offered the names of report groups to which your Millennium User Group has access.
When you run a report from a particular report group, if HTML output is generated, that saved file will also carry the same report group designation as the criteria used to generate the output.