How to schedule a report

Summary

This guide shows you how to run a report in BOXI. For the purpose of this demonstration the “balance report (E.G. BDX1000)” has been used. This can be found by following the path:  Public folders/Finance documents/Academic colleges. 

If you have any queries regarding BOXI please view the help topics found on the BOXI homepage.

 

Step 1: Getting Started

There are two ways to schedule a report:

1. Right-mouse-click on the desired report. Then click on “schedule”, as below:

 

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Or…

2. Select the report, click on the “Actions” tab and select “Schedule”, as below:  

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Step 2:

Either of the above brings up the following screen:

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This shows the title of the report that will be sent to you. You can change the title by typing a new legend in the box provided. 

 

Step 3 - Recurrence

Click on the “Recurrence” button on the left hand side of the screen. This brings up the options for when you want the report to run. Choose one of the options to identify when you want the report to run.

Some of the options, “X day of Nth Week of the Month” for example, will have further instructions for you to input to narrow the parameters of the report.

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Step 4 - Prompts

Next click on the “Prompts” button. This will bring up the following screenshot. 

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Click on the “Modify” button as highlighted. This will bring up a pop-out box showing the variables that your report can run under. Enter the variables into the box provided. Take care to ensure that the information is written in the correct case as BOXI is case sensitive.

Use your mouse to move down each prompt in turn. Click “Apply” when you have entered all the variables you need.

Step 5 - Format and Destination

Click on the Formats and Destinations button on the left hand side of the screen. This will bring up the following screen:

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You have four options as to how you want to view the report. These are:

  • Web intelligence - this will produce the report in BOXI format
  • Microsoft Excel
  • Adobe Acrobat - PDF
  • CSV format

Choose the format you want by clicking on the tick box next to the report. Next you have to choose where the report should be sent:

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If you email the report to your outlook be sure to tick the “add attachment” box. By selecting the box “clean up instances after scheduling” you will keep your BOXI schedule history tidy. 

Step 6 - finalising the schedule

Ignore the “Caching”, “Events” and “Scheduling Server Groups” tabs.

In the bottom right of your screen you will see a button marked “schedule”. Click this button to schedule the report.

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Step 7 – Viewing the scheduled report

This will take you to the following screen:

 

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This allows you to see what has been scheduled, what is due to be scheduled and what can be re-scheduled for each specific report.

You can refresh this report using the Refresh button (circled) to take account of any changes in the Status. When the report is being run the word “running” appears on the right hand side of the screen. 

When you have finished on this page, click “home”. This will return you to the main BOXI page.

“This guide has described how to schedule a single report.  If you have more than one report to schedule it may be quicker for you to view the guidance on how to reschedule a report, which can be found at the following link:  https://intranet.birmingham.ac.uk/finance/fs-tutorials/BOXI/re-schedule-a-report.aspx