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Creating Custom Reports

Custom Reports can only be created when running an on-premise version of the Records Management Core.

These are the high-level steps required when creating a custom report. Each step is described in further detail below.

  1. Open the Report Designer.

  2. Select a Template.

  3. Select a Data Source.

  4. Build the report.

  5. Preview the report.

Define a Data Source with a Connection String

  • Local - These are embedded inside of the report.

  • Shared - These provide a connection string name in the file and this is a look-up value that will find the value in a configuration file. These are located in a user.config file that is in the App Data directory. The recommendation is to use the Shared Connection String "DefaultConnection". This is the same name that is used inside of Information Lifecycle.

  1. Open the Report Designer

    • It is located at: C:\Program Files\Gimmal\Records Management\web\reports

    • There are two EXEs that are included; a 64-bit version and the x86 version. If you are developing these reports from the server, you will use the 64- bit version. If you are going to create the reports from your local desktop and you do not have a 64-bit desktop machine, then you will use the x86 version. In this case, you will copy the EXE and the Config file to your desktop computer.

  2. Select a Report Template

    • When you open the Report Designer, you can choose to open an existing report or a new report. If you select New, you will see a list of Wizards that can be used for creating a report. The wizards will guide you through the process for creating that specific type of report.

      • For this example, the Table Wizard report template will be used. Select Table Wizard.

      • Select the location to save the report. For simplicity, you can save the report to the same directory where the Telerik EXEs are located. This will make deployment easier. You can save the reports to any directory and deploy them later.

      • Enter a name for your report. Important: Ensure the "Save as Type" file name extension is set to .trdx.

  3. Choose a Data Source. If there is a Data Source already created that is the correct Data Source for the Records Management database, then you can use that Data Source. Otherwise, you will need to create one.

    • Click Add New Data Source...

    • Select SQL Data Source

    • Enter a name in the Data Source Name field. You can use the default name or enter another name.

    • Select OK

    • Choose Data Connection. If you have created previous custom reports, you may already have a Connection String that can be used. Otherwise, you will need to create a new Connection String.

      • Select Build new data connection.

      • Select SqlClient Data Provider in the Data provider dropdown.

      • Connection String. You can manually enter or copy and paste a Connection String, or you can have the Wizard assist in creating the Connection String.

        • Select Build and the Connection Properties windows will be displayed.

        • Enter the name of the Server that is hosting your SQL Server.

        • Select Windows Authentication. When Records Management is installed, it is installed using Windows Integrated authentication. You will need Read rights to the database to be able to develop the reports. If you have SQL Authentication enabled on the server, you could use SQL Server Authentication.

        • Select or enter a database name. Click the drop-down and select "InformationLifecycle" or you may need to enter it manually.

        • Click Test Connection. This will validate that you can communication with the database. If this fails, then you may need to coordinate with your database administrator for troubleshooting.

        • Click OK and the Connection String will be formulated and copied to the Connection String field on the Configure SQL Data Source window.

      • Click Next

    • Data Connection Options

      • Select Use as shared connection. This is the recommended option. If you select the "Embed" option, the Connection String will be embedded in the report and cannot be re-used.Enter an Alias. Enter "DefaultConnection". This sh

      • Enter an Alias. Enter "DefaultConnection". This should be used since this is the name that is used inside of the Records Management. This will enable you to easily move the reports between environments.

      • Note: You are only licensed to use the reporting designer with the Information Lifecycle database in accordance with Reporting Licensing.

      • Click Next

    • Configure data source command. Enter a SQL statement that represents a base data source of the data to be used within the report. It is important to consider how much data you are pulling from the database and how you can optimize the data being pulled. You want to push as much of the work to the SQL Server as possible. You may need to collaborate with your database administrator to determine the best SQL statement.

      • If you need assistance building the SQL statement, you can use the Query Builder tool.

      • Click Query Builder

      • Open the Default Schema and you will see a list of all the tables within Records Management.

      • Select the table(s) that is needed for the SQL query. For this example, we are going to select the Records and RecordClasses tables.

      • Select the specific fields that you want to include in the query. For this example, we are going to select:

        • Records - Title

        • RecordClasses - Title, Code

      • The fields selected will be displayed in the Selected Fields section of the window. You can select an Alias for each field if desired. This can be helpful if you have fields that are named the same in two different tables. See the illustration below:

      • Validate that the Relationships section contains the correct join for the tables you have selected.

      • Enter any Filters that may be needed.

      • Select OK

      • The SQL statement will be displayed in the Select Statement field in the Configure data source commend dialog box. See below for an exampl

      • Select Next

  4. Preview data source results. Click Execute Query to preview the data source results. You can go back and modify your query if the results are not correct.

  5. Click Finish.

  6. Select the name of the Data Source that you just created.

  7. Arrange Fields. Drag and drop the fields from the Data Source that you want to include on the report. Use the arrows to arrange the fields in the order you want them displayed.

  8. Click Next.

  9. Choose Style. Select a style to customize the appearance of the report.

  10. Click Next.

  11. Click Finish to generate the report.

  12. The Telerik Report Designer opens. See the Telerik Report Designer topic for more details on using the Designer.

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