Share Data with Other Users

You can create or access reusable On-Demand report templates, and download a report for sharing. You can also access a dashboard and download it for sharing.
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HID_Share_Data_with_Other_Users
You can create or access reusable On-Demand report templates, and download a report for sharing. You can also access a dashboard and download it for sharing.
Multiple options let you share dashboards and views. To share dashboards and views:
  • Export a dashboard to a static report in PDF format. The PDF includes only the information currently visible in your dashboard.
  • Set up schedules to send reports automatically.
  • Export individual views. Publish views on a web page, such as an intranet site.
  • Export data from a view to a file in CSV format. The CSV includes only the information up to the row limit (1,000 for custom views and 5,000 for common views).
For all data-export options, certain user account role rights are required.
When you send or schedule a report by email, you can choose the following format options:
  • PDF
    • Select
      Portrait
      or
      Landscape
      to specify the page layout of the PDF document.
    • Select whether to run the report on only the
      First Page
      or
      All Pages
      .
      For
      First Page
      , only the first page is attached and sent in an email message. For
      All Pages
      , an email message is sent with a time-sensitive link to the report containing all pages.
  • CSV
    Select
    Scaled
    or
    Unscaled
    to specify whether the values in the exported dashboards are scaled.
    For
    CSV
    , a file is attached that contains all the data for each view based on the limit for the view.
    By default, each metric in a trend view appears as its own table in the CSV output. CSV reports can support having a column for each metric included in a trend view. To include a column for each metric in a trend view of a CSV report, reach out to CA Support.
Running reports on All Pages can significantly impact performance. To minimize the performance impact, adhere to our best practices.
The following best practices apply to running reports on All Pages:
  • Before you schedule reports on All Pages, ensure all your servers, especially the Data Repository, meet the minimum requirements and sizing guidelines. For information about the sizing requirements, see the
    CA Performance Management
    Sizing Tool
    .
  • Schedule reports on All Pages to run during non-business hours.
  • Run reports on All Pages only as a user
    without
    the High Resolution role right.
  • Running reports on All Pages for As Polled data can be problematic especially for trend views and group scorecard trend views.
  • Do not run reports on All Pages for the context page of a site group.
  • Before you schedule a report to run on All Pages, try running it in isolation to understand its performance impact.
If a report on All Pages times out, when you click the link for the report, the PDF contains a "Query failed" error message. If a report times out, see Report on All Pages Times Out.
The System Status page includes details about the Report Generation Services. For more information, see View the Health of the System
Print a Report to PDF or CSV
If your user account has the required role right, you can export the current dashboard contents as a printed report. The Print feature lets you preview the current dashboard page in PDF or CSV format.
When exporting Chart/Table views, the PDF does not show the gauge or chart that is associated with the currently selected row in the table.
Follow these steps:
  1. Do one of the following tasks:
    • Hover over
      Reports
      , and click
      On-Demand Report Templates
      , and run an existing report template.
    • Hover over
      Dashboards
      , and select a dashboard.
  2. Click the
    Print
    icon on the toolbar.
  3. Click
    Print PDF
    or
    Print CSV
    :
    • Print PDF
      Select
      Portrait
      or
      Landscape
      to specify the page layout of the PDF document.
    • Print CSV
      Select
      Scaled
      or
      Unscaled
      to specify whether the values in the exported dashboards are scaled.
      Scaled values appear with larger units, for example, 1 KB. Unscaled values appear in the raw form for the metric, for example, 1000 bytes.
  4. Save the file to the local computer using the options that you selected.
Send or Schedule a Report by Email
If your user account has the required role right, you can export dashboard contents as a report attached to an email message. The Email feature lets you specify the email address of the recipient and the subject of the message. For CVS and single-paged PDF, the file is attached and sent in an email message. For full-paged PDF, an email message is sent with a time-sensitive link to the report. Download and save the report as soon as possible. Reports sent or scheduled by email include only the information up to the row limit. For example, the limit for the IM Table (Top) view is 2,500 by default.
When an IM Table (Top) view contains a mix of core and baseline metrics, the results might be capped at 1,000 rows. This reduced row limit depends on the number of queried items. The following warning message appears, “Selected metric has a sum roll-up strategy. Detailed projections support only averaged metrics.”
You can send a report by email immediately, or you can create a schedule for recurring report emails. For example, you can email interface utilization reports to the IT department each week for capacity planning.
By default, up to 5 email tasks can run concurrently.
To send reports by email, your user account must have the 'Send Reports by Email' role right.
To set up a recurring email schedule, your user account needs the 'Send Reports by Email' and 'Send Reports on a Schedule' role rights.
The administrator must specify an email server to enable this feature.
Follow these steps:
  1. Do one of the following tasks:
    • Hover over
      Reports
      , and click
      On-Demand Report Templates
      , and run an existing report template.
    • Hover over
      Dashboards
      , and select a dashboard.
  2. Click the
    Email/Schedule Report
    icon on the toolbar.
  3. Complete the following fields:
    • Dashboard
      A read-only field that identifies the name of the dashboard. The dashboard name appears in the filename of the report that is attached to the email. The dashboard name also appears in the Dashboard column in the list of email schedules on the Manage Scheduled Emails page.
    • Send To
      Specifies the email addresses of the recipients. Use the standard format:
      <name>@<domain>
    • Subject
      Describes the emailed report.
      Example
      : The dashboard title and any components for which data is included in the report.
    • Message
      (Optional) Message that accompanies the emailed report.
    • Security
      Specifies whether to require a login to view the report.
  4. Select one of the following formats from the
    Format
    drop-down list:
    • PDF
      • Select
        Portrait
        or
        Landscape
        to specify the page layout of the PDF document.
      • Select whether to run the report on only the
        First Page
        or
        All Pages
        .
        For
        First Page
        , only the first page is attached and sent in an email message. For
        All Pages
        , an email message is sent with a time-sensitive link to the report containing all pages.
    • CSV
      Select
      Scaled
      or
      Unscaled
      to specify whether the values in the exported dashboards are scaled.
  5. Specify a frequency for running the report with a start time, time zone, and time range for the report:
    • Send Now
      Runs the report and sends the email message immediately.
    • Run Daily
      Runs the report and sends the email message once per day. If selected, reveals checkboxes where you can select the day of the week when the report is run.
      Default
      : Run the report every weekday (Monday - Friday) at 00:30 hours in the time zone of the logged-in user. The data in the report reflects the previous 24 hours.
    • Run Weekly
      Runs the report and sends the email message once per week. If selected, lets you select the day that the report is run.
      Default
      : The report is run every Sunday at 01:00 in your time zone. The data in the report reflects the previous seven days (Saturday - Sunday).
    • Run Monthly
      Runs the report and sends the email message once per month. If selected, lets you select the day of the month to run the report.
    • Run Quarterly
      Runs the report and sends the email message once per quarter. If selected, lets you specify a starting month and day of the month to run the report.
    • Run Yearly
      Sends the email message once per calendar year. If selected, lets you specify a starting month. Reports are run on the first day of the specified month.
  6. Click
    OK
    .
    The report is sent immediately, or according to the schedule that you selected. For CVS and single-paged PDF, the file is attached and sent in an email message. For full-paged PDF, an email message is sent with a time-sensitive link to the report. Download and save the report as soon as possible.
Manage Scheduled Reports
Users with the required role rights can set up schedules to email reports on a recurring basis. Selected dashboard data is exported in report format and sent to designated users according to a regular schedule.
If you have the role right to schedule emails, you can manage your own report schedules. Only users with the Administrator role can manage report schedules that belong to other users.
Follow these steps:
  1. Log in as a user with the 'Send Reports by Email' role right.
  2. Do one of the following tasks:
    • Hover over
      Administration
      , and click
      Configuration Settings: All Scheduled Reports
      .
      Tenant administrators only see the items that are associated with their tenant.
    • Hover over
      Reports
      , and click
      Scheduled Reports
      .
    The Manage Scheduled Reports page opens, and a list of scheduled reports appears.
  3. Select the report schedule that you want to change, and click
    Edit
    .
  4. View or change the settings for report schedules.
  5. Click
    Save
    .
    The new report schedule settings are saved.
Generate a URL for a View
To share a view with users who do not have access to a dashboard, generate a URL for the view. The URL recreates the selected view on demand. The URL lets you add the view to a web page or intranet site to share performance data.
A security token is included with each URL. This token is based on the user who is logged in at the time of URL generation. Any user who accesses the exported view sees the same data as the user who exported the URL.
This procedure requires the Generate URLs from Views role right.
Follow these steps:
  1. Open the dashboard that contains the view for which you want to generate a URL.
  2. Click the
    Edit
    (gear) icon on the view, and select
    Generate URL
    .
    The Generate URL dialog opens. The URL is displayed in the URL field.
  3. Enable or disable the following required parameters for the exported view:
    • View Container
      Displays the chart or graph with a surrounding container. The container includes the title of the view and a black outline around the chart or graph.
    • Copyright
      Shows the copyright information for the web page in the view.
    • Drill Down
      Lets users drill down from the view into the underlying data source for more detailed data. To use this feature, users must have access to the data source and the Drill into Data Sources role right.
    • Detailed View Logging
      If you encountered an issue with this view, enable logging. You can use this method to provide the necessary details to CA Support. For more information, see Troubleshooting.
  4. Select from the following time frame options:
    • Time Options
      Specify the time range for the data in the view.
    • Token Expiration Options
      Control view expiration. The default, 'Never' expires, lets the exported view display indefinitely.
      If you want the view to expire, select a timeout period from the
      Token Expiration
      list. The URL includes an encrypted token that causes the view to expire after the specified timeout period.
      The token does not enable the user who interacts with the generated view to drill down for more data.
  5. (Optional) Click
    Preview
    to see how the view looks with the options that you have selected.
  6. Copy the URL displayed at the top of the page to the clipboard.
  7. Click
    OK
    .
  8. Paste the URL to the destination where you want to display the view.
    The URL provides access to the selected view.
Export a View to a CSV File
You can export the contents of a view to a file in comma-separated values (CSV) format. The CSV file format is compatible with spreadsheet applications, such as Microsoft Excel. When you export a view, all view contents are exported as raw data.
Limits of managed items are enforced for CSV export (1,000 for custom views and 5,000 for common views). Items that exceed the limit are not exported from the database.
Follow these steps:
  1. Log in as a user with the 'Export to CSV' role right.
  2. Navigate to the report that contains the view that you want to export.
  3. Click the gear icon on the view, and select
    Export to CSV (scaled)
    or
    Export to CSV
    (unscaled)
    .
    The browser prompts you with options to open or save the exported file.
  4. Select
    Save
    if you want to supply a filename.
  5. Browse to the location where you want to save the file, and click
    Save
    .
    The view is saved as a file in CSV format.