Running or Scheduling a Report

To run a report on a one-time basis:

1. In the Admin Console, go to Reports > Run or schedule a report .

   The Reports page lists the available report types.

2. Select the report type. The report form opens.

   TIP:

   You can also access the Interactions Summary, Machine Activity, and User Activity report forms directly from the Reports > Quick Links submenu.

3. Select One-time (default) to run the report when you complete the report form and click Go. The report will run once and will not run again.

4. In the Data Parameters sections, specify how you wish the data to be handled:

   1. For Interactions Summary reports, select the time interval to group the data by: daily, weekly, monthly, quarterly, or yearly.

   1. In the Time Filters section, enter the start date and end date range, or click and select the dates.

5. In the Locations / Machines section, select the location data to include in the report: Organizations, Facilities, Departments.

   • For Machine Scans report:

     • Select one or more machines from the Machines box.

     • Select Only include machines with no scans to limit the report to those machines with no PatientSecure scans.

   • For User Scans report, select one or more users from the Users box.

     TIP:

     Start typing the location name: the type-ahead control displays matching names for you to select. You can add more than one available organization, facility, and department.

     To remove a location from the list, click x next to the name.

   • For Interactions Summary reports, select the interactions to include in the report:

     • In the Include Interactions section, select Authentications, Failed Authentications, Enrollments, or Opt-outs to include in the report.

     • In the Include Totals section, the Yes option is selected by default. This option controls whether or not to include the totals in the Interactions Summary report.

6. In the Output Format section, for File Type, select either Excel or CSV.

7. When you are done, click Go.

   The report is exported to an Excel (.XLSX) file or .CSV file in the Downloads folder on your local drive. The report type and date run comprise the report file name. If this name is in use, then Imprivata PatientSecure appends a number (1, 2, 3, etc.) to the report name.

   For reports with multiple worksheets, when you select the CSV format, each worksheet is created as a separate CSV file with the worksheet name appended to the filename.

   For reports that are run immediately, the CSV files are bundled into a .ZIP file, available for download.

   NOTE: A one-time report can display up to 100,000 records.

To schedule a report to run daily, weekly, or monthly schedule:

1. In the Admin Console, go to Reports > Run or Schedule a Report.

   The Reports page lists the available report types. A list of recently run scheduled reports, if any, appears on the right.

2. Select the report type. The report page opens.

3. Select the schedule frequency:

   • Daily runs the report every day.

   • Weekly runs the report once a week, starting on the day you select.

   • Monthly runs the reports once a month, starting on the first of next month.

4. Specify the date range for the data: last day (the day before the report is run) or current year (to date).

5. In the Output Format section, for File Type, select either Excel or CSV.

   • For reports with multiple worksheets, when you select the CSV format, each worksheet is created as a separate CSV file with the worksheet name appended to the filename.

     • For scheduled reports, the CSV files are bundled into a .ZIP file that is saved to the scheduled reports output folder on the fileshare.

     • For emailed reports, the CSV files are attached to the email as separate attachments. The total size of all attachments will not exceed 20 MB.

6. Enter a unique, descriptive report name in the Report Name box.

   To avoid overwriting scheduled reports, the date when the report is run will be appended to the file name.

7. Select an export file share from the File Share list. Optionally enter a subfolder name in the subfolder box.

8. To add a new file share for this report, click Add a new file share.

9. Optionally, specify email parameters for sending this scheduled report to the configured reports email addresses.

   Requires that an SMTP server connection is configured in Report Options.

   1. To enable the setting, click Send email using the configured settings on the Report Options page.

   2. In the To address box, enter the email address of the recipient. For multiple recipients, separate the addresses by a semicolon.

10. When you are done, click Save.

The report is added to the Scheduled Reports page. When the report is run at the default run time of 08:00 UTC, it is stored in an Excel (.XLSX) file in the export file share (or subfolder) that you specified.

The report continues to run at the specified interval until you edit or delete it.

• To schedule a report, click Create or schedule a report. For more information, see Scheduling a Report.

• To filter the reports, select Show only my reports.

• To view a report, locate the report in the list.

  • The Output File column indicates the file share location where the report exists. The report is saved to the scheduled reports output folder or subfolder. Click Download to download a copy of the report.

  • The email status column indicates the status of emailed reports; whether the email was successful, there were errors, or no information.

• To view a history of the scheduled report, click History. The run history of the selected report is displayed on the Report history page.

• To edit a report, click Edit for the selected report. Make your changes to the report options and save.

• To re-run a failed scheduled report with the same parameters, click Re-run. The report will be added to the queue, but may take some time to run.

• To delete a report, click Edit for the selected report. On the Edit Report dialog, click Delete.

• All users can view the full list of scheduled reports, but cannot view the actual data contained within each report.

• Only Administrators and Owners may edit or delete a report created by another user.