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Reports

The Client Portal offers a large number of reports, allowing you to gain valuable insights into your software asset inventory, resource utilization, cloud consumption, renewals, and more.
The Reports feature, located under Analyze in the main menu, enables you to create and export reports to your desired format.
You can quickly set up a report using the Quick Reports feature or create a customized report using the available report options. Additionally, you can:
  • Run and publish reports only once, daily, weekly, or monthly.
  • Modify report configuration and existing schedule.
  • Delete reports.
  • Pause or resume scheduled reports.
  • View, search, and share reports.
  • Create report templates.
Note that the access to the Reports feature depends on your user permissions and role. Additionally, each report type has specific permissions, and reports are generated with their owner's permission.

Creating Reports

The Create New Report option allows you to create a new report from scratch using options, including report filters, schedule, template, and delivery details.
NOTE: The available options vary based on the report you've selected. Some reports can be run once only, whereas others can be run once or scheduled periodically. Similarly, some reports support report templates, while others don't. For each report type, you can view the available options when you are creating the report.
To create a customizable report
  1. 1.
    From the main menu of the Client Portal, navigate to Analyze > Reports. Select Create New Report.
  2. 2.
    Select the report group and the type of report, and then choose the format in which you wish to generate the report. Note that the format varies depending on the report.
  3. 3.
    Choose the filters and select Next. To set additional filters (related to dates and number formatting), select Show more formatting options.
Learn about report filters
Filters allow you to restrict the data that appears in a report. The list of available filters depends on the selected report type. The following are the common filters:
  • SoftwareOne Company: Allows you to restrict data in a report to only selected SoftwareOne companies. This is a multi-select field. If none is selected, the data for all SoftwareOne companies is included.
  • Also include countries added in the future: When selected, any new countries added in the future will be automatically added to the report.
  • Companies: Allows you to restrict data in a report to selected companies. Users can select multiple companies. If none are selected, then data for all companies will be included.
  • Also include companies added in the future: When selected, any new companies added in the future will be automatically added to the report.
  1. 4.
    Select the schedule type. You can run the report once, daily, weekly, or monthly. Note that for the reports that can be run once only, the Run Once option is selected by default and you cannot change it. All other options are unavailable.
  2. 5.
    Select the date range for the data you want to include in the report.
  3. 6.
    Select an existing template from Saved Templates or create a new template. Note that the Saved Templates option is displayed only if the report supports templates. If the report does support templates, but you choose not to apply the template, the system will use the default template.
  4. 7.
    Provide a unique Report Name and choose the report delivery method.
  5. 8.
    Select Finish. A confirmation message is displayed.
Depending on your chosen report schedule, the Scheduled Reports page or the Reports History page is displayed. Note that all Run Once reports are triggered immediately.

About Quick Reports

The Quick Reports page displays all report options that are available to you and allows you to create a new report based on predefined filters quickly. Note that by default, all quick reports are created as Run Once only.

Creating a quick report

To create a quick report
  1. 1.
    From the main menu, navigate to Analyze > Reports.
  2. 2.
    On the Quick Reports tab, navigate to the report group and choose the reporting template from the menu.
  3. 3.
    Select Create. The Create Quick Report page opens.
  4. 4.
    Review the report summary, name, and delivery method. Note that you can adjust the details and apply filters as needed.
  5. 5.
    Select Finish. Your report is created and a confirmation message is displayed.
Watch the following video tutorial on how to create a Software Asset Inventory quick report:

About Scheduled Reports

The Scheduled Reports page displays the scheduled report configurations and allows you to edit, run, pause, resume, preview, and delete reports. Note that you must have the SCHEDULED_REPORTING permission to access this tab.
Column
Description
Name
The name of the report.
Frequency
Indicates if this is a Daily, Weekly, or Monthly report. Off means that recurrence for the report is not yet defined (this is only possible when the report has been created using old reporting).
Status
Indicates whether the report is being generated or paused.
Delivery
The delivery format for the report.
Last Report
The time when the report was last generated.
Created
The date and time when the report was created.
Next Report
The time when the next report will be generated.
Group
The type of the report group.
Recipients­
The email address of the recipient.
Render type
The format of the report.
Type
The type of the report.
Template
Indicates if any template has been selected for the report.
Last Modified
The date and time of the last update of the report configuration (in the local time zone).
Actions
The list of actions for the report.

Updating scheduled reports

You can update the configuration of a scheduled report, except the report group and the type of report.
To update a report, select the actions icon (•••) and choose Edit.

Running scheduled reports

You can trigger scheduled reports at any time. After a report is generated, it downloads automatically and is available on the History tab.
Note that triggering a report manually doesn’t impact its next generation time or the last execution time in the Last Report.
To run a report, select Download in the Actions column.

Pausing or resuming scheduled reports

You can pause or resume a scheduled report.
To pause or resume a report, select the actions icon (•••) and select Pause to pause the generating report or Resume to reactivate the paused report.

Deleting scheduled reports

You can delete a scheduled report. Note that deleted reports cannot be recovered.
Removing the scheduled report configuration doesn't remove reports that are already generated.
To delete a scheduled report
  1. 1.
    Select the actions icon (•••) and choose Delete.
  2. 2.
    Confirm that you want to delete the report.

About Report History

The History tab displays all reports that you've generated. The list includes scheduled and run-once reports. From the Reports History page, you can download, send, delete, or edit a report.
Column
Description
File Name
The file name of the report (visible only for generated reports).
Report Type
The output format of the report
Time Requested
The approximate time when the report has been requested
Status
The status of the report:
  • Queued: The report is queued for creation.
  • Processing: The report is being generated.
  • Ready: The report has been generated and can be downloaded.
  • Report Ready - SFTP Failed: The report has been generated but there was an issue when sending it to the configured SFTP server. You can manually download the report and send it to an SFTP.
  • No Data: The generated report contains no data.
  • Error: There was an unexpected error during the report generation.
  • Error – Bad Configuration: There was an error in the report configuration.
  • No permissions: The report couldn’t be generated because the user no longer has permissions.
Report Name
The name of the report.
Recipients
The list of recipients for the Email delivery method only.
File Size
The size of the generated report file (visible only for generated reports).
Scheduled
The information whether it is Scheduled or Run Once report.
Actions
The list of actions for reports.

Downloading reports

You can download a single or multiple reports from the History page.
To download a report
  1. 1.
    Locate the report or select the checkbox for the report you wish to download.
  2. 2.
    Do one of the following:
    • In the Actions column, select Download.
    • From the Actions menu, choose Download, Copy to ZIP file, or Move to Zip File. Note that this menu is enabled only after you select a checkbox.

Editing report name

You can only update the name of a generated report and file name. Updating a generated report name doesn't change the scheduled report name based on which the report has been generated.
To update a report or file name
  1. 1.
    Select the actions icon (•••) and choose Edit. The edit mode is enabled.
  2. 2.
    Update the report name and file name as needed. Note that the file name must include an extension, Invoices.xlsx.
  3. 3.
    Update your changes.

Emailing reports

If a report’s size is bigger than 25 MB, it is always sent as a link only. Note that to download a report from the link, your email recipients must have access to the report in the Client Portal.
To send a report through email
  1. 1.
    Select the actions icon (•••) and then choose Email.
  2. 2.
    Provide the email addresses (separated by a semicolon) and choose if you want to send the report as an Attachment or Link.
  3. 3.
    Send your report.

Sending reports to an SFTP server

You can send a report directly to a secure FTP server. If needed, you can also add a new SFTP configuration or edit the existing configuration.
To send a report to an SFTP
  1. 1.
    Select the actions icon (•••) and select SFTP.
  2. 2.
    Select an SFTP server from the list and choose Use Selected Server.

Deleting reports

You can delete reports that are no longer needed. You can delete a single report or multiple reports at once. Note that once you delete a report, it can't be recovered.
To delete a report
  1. 1.
    Locate the report or select the checkbox for the report you wish to delete.
  2. 2.
    Do one of the following:
    • Select the actions icon (•••) and then select Delete.
    • From the Actions menu, choose Delete. Note that this menu is enabled only after you select a checkbox.
  3. 3.
    Confirm that you want to delete the report.

About Templates

Creating report templates

You can create a new template when you are creating a report. Note that only some reports support templates.
To create a template
  1. 1.
    On the Reports page, select Create new report.
  2. 2.
    On the Template page, select Saved Templates > Edit Default Columns.
  3. 3.
    Make changes as needed and select Save as new template.
    • To change a column position, drag the column to the desired position. You can move columns between groups.
    • To move all columns from one group to another, drag the entire group to an unfolded group.
    • To override a column’s value, enter a new value in the Override value.
    • To duplicate or delete a column, select the actions icon ( ••• ) and choose Duplicate or Delete.
  4. 4.
    Provide the Template Name and choose whether the template is Personal (only you can see or edit it) or Shared (anyone in your company can see or edit it).
  5. 5.
    Select Save as new template.
Column Descriptions
Column
Descriptions
Order
The position of the column in the report.
Name
The default name of the column (as it will be shown in the generated report if the Name override is empty).
To override a column’s name, provide a new name in Name override.
Name override
The column name that will be visible in a report. If blank, the column name from Name will be used.
Override value
The value that will be visible in a report for the column. If blank, then generated data will be used.
Value when blank
The value that will be visible in a report if there is no data for the column.
Max text length
The maximum number of characters for the field. Blank means no limitation.
Actions
The list of actions for a column.

Updating a template

You can edit all templates, except the default template.
To update a template, select the template and choose Edit.

Deleting a template

You can only delete templates that are not used in other reports. Note that the deleted templates cannot be recovered. Removing a template doesn’t impact already generated reports.
To delete a template, select the template and choose Delete.