Archiving Reports

About Report Archiving

Authorized users can specify that they want to maintain an archive for a manually refreshed report. Archived reports are saved as PDF output and can be opened from the Open dialog box or from the File Management window. Files are named by using the date that they were archived; for example, output that was saved on May 19, 2010, would be named 2010_05_19.pdf.
Only one copy of a report can be saved per day. If a report is saved multiple times in one day, then only the next-to-last saved report is used as that day's archived copy. The earliest archived copy is automatically removed when the user-specified number of archived copies has been saved.
Anyone authorized to view reports can view an archived copy of a report.
Note: Your role might enable you to save reports but not to archive reports.

Archive a Report

To maintain an archive of a specific report, complete these steps:
Note: Users who have the capability to schedule reports can also archive reports as they schedule them.
  1. Display the report that you want to archive in either Edit mode or View mode.
  2. Select Filethen selectSave As to open the Save As dialog box.
  3. In the Type drop-down list, select Data can be manually refreshed.
  4. Select Retain previous instances of output not to exceed, and then type the number of archived reports that you want to maintain.
    Note: If you have the capability to schedule reports and have already specified a number of reports to retain, then the number you enter here will overwrite the number you previously specified.
    Save As Dialog Box for Archiving a Report
    Save As Dialog Box for Archiving a Report
  5. Click Save.
  6. When you are prompted to replace the existing report, click OK. (The existing report is saved as PDF output.)

View an Archived Copy of a Report

To view an archived copy of a report, complete these steps:
  1. From the Welcome window or Edit mode, perform one of these tasks:
    • Select Filethen selectOpen to open the Open dialog box.
    • Select Filethen selectManage Files to open the File Management window.
  2. Next to the name of the report that has the archived copy that you want to view, click actions icon in the Actions column, and then select Archived Output.
    Note: Archived reports are identified by this icon: archived reports icon.
    Open Dialog Box with the Archive Output Menu Item Selected
    Open Dialog Box with the Archive Output Menu Item Selected
  3. In the Archived Output dialog box, select the archived copy that you want to view and then click View.
    Archived Output Dialog Box
    Archived Output Dialog Box
    A PDF version of the report opens in a new Web browser window.
  4. To close the Archived Output dialog box, click Close.

Delete an Archived Copy of a Report

To delete an archived copy of a report, complete these steps:
  1. From the Welcome window or Edit mode, perform one of these tasks:
    • Select Filethen selectOpen to open the Open dialog box.
    • Select Filethen selectManage Files to access the File Management window.
  2. Next to the name of the report that has the archived copy that you want to delete, click actions icon in the Actions column, and then select Archived Output.
    Note: Archived reports are identified by this icon: archived reports icon.
  3. In the Archived Output dialog box, select the archived copy that you want to delete and then click Remove.
  4. In the confirmation message box that appears, click OK to delete the archived copy.
  5. Click Close.
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