ReportView Documentation

Using SAS ReportView 

ReportView is the newest version of the MARView software which first allowed web based viewing and printing of the Monthly Account Report. This new version of the software expands upon the capabilities of the original program. Added features include the ability to view additional reports, user adjustable sorting, full search capabilities, complete permission management, context sensitive help a database storage system and a more refined user interface.

The basic operation of the software will be familiar as the main function of the software (viewing and printing of reports) is still the same. However, I have incorporated certain changes to add features and respond to requests from users of MARView software.

New Feature Details

Phone Bill E-mail System

The system will now automatically e-mail phone bills to the users you specify and allow them to use a web interface to calculate and e-mail reports of calls to allow for accurate charging of grants and reimbursement for personal calls.Additional Reports - The following is a list of all reports that are now available:

Budget Analyst Control Report, Budget Responsibility Report 01, Budget Responsibility Report 02, Budget Responsibility Report 04, Budget Responsibility Report 10, Budget Responsibility Report 11, Budget Responsibility Report 12, Budget Status Report, Cellular Phone Report, Monthly Account Report, Payroll Distribution Report, Grant Budget Report  

User Adjustable Sorting

    When viewing the account list users can now sort by BR Code, Account or Description. Sorting carries through to the display and printing of reports so if you sort the account list by Account, they will also print in that order

Full Search Capabilities

    Users can search by BR Code, Account, Description, Telephone Number and report contents (where applicable).

Complete Permission Mangement

    Users can now extend their rights to other users in their area. Any user with administrative priviledges (usually one per area) can grant any other user in the Rutgers system access to their reports. This allows for more distributed management thereby offloading permission management from system administrators.

Context Senstive Help

    The software will provide help information to the user depending on where the user is in the program and what the user is doing at that moment. In addition, at the bottom of each screen there is a new help link that will take to you directly to the relevant area of this document if you select it.

Database Storage System

    All information is now stored in a SQL database rather than flat text files. This new storage method allows for searching of data, the ability to store more data online at one time and more responsiveness when requesting data.

More Refined User Interface

    Users of the MARView software often forgot to choose their area so the need to enter this information has been removed. The system now provides active feedback to let you know that it is working. When requesting a PDF file, a crude timed method was used to determine when the generation was complete so the file could be displayed. The new method actually opens up the PDF file in a new window after it has been generated (this means no more errors because the system thinks it's done generating the file when it isn't.)

System Requirements

The software is entirely web based so all you need to use it is an internet connected computer (modems even work fine) and a web browser. The software has been tested on both Netscape Navigator and Internet Explorer. The software uses standard HTML and JavaScript coding so it should work on any web browser that complies with W3C standards however, some of the user interface features may not work in some versions. (Context sensitive help, waiting indicators, etc). In order to use the PDF view of reports, you will need to have an updated version of the Adobe Acrobat viewer on your system. This software is free and most users already have a copy installed on their system. If you do not have this software, please contact your local computer support person to have it installed.

 Logging In (Screen Shot)

    ReportView no longer requires you to enter your department when logging into the system. This information was necessary in the previous version because there were different ways to authenticate to the system. We have now standardized on NetID authentication (your RIAS username and password) so there is no longer any need to enter your department.

    Simply enter your username and password just as you would for RIAS and click Login. If login fails you can use the back button and attempt to login again. If your login is successful you will be presented with the list of reports.

Choosing A Report (Screen Shot)

    Once you have successfully logged in you will be presented with the list of reports that you have permission to view. To the right of the report list you will see your full name, the department you are with as well as the IP number you are connecting from and the last time you connected to the system.

    Simply choose the report that you wish to view and click GO!

Selecting Accounts (Screen Shot)

    Using the Mouse - There are three ways you can select accounts using the mouse. You can single click on one account, CTRL click on multiple accounts or shift click on a range of accounts. The first method is as simple as it sounds. Click on one of the accounts and then choose either Screen or PDF View. CTRL clicking involves holding down the CTRL key and then clicking on the individual accounts you want. The accounts do not have to be listed together and you can scroll to select additional accounts if there are more accounts than can be listed on on screen. SHIFT clicking allows you to select a range of accounts that are listed together. So if you wanted to select all accounts you can click on the first account, scroll to the bottom of the list, hold down the shift key and click on the last account. All accounts between the two mouse clicks should now be selected.

    Using the Keyboard - Instead of selecting accounts using the mouse, you can enter selection criteria directly into the fields on the left. The fields that you are permitted to search on are listed to the left of the account list. You can use the RIAS search method in order to find accounts in these fields. For example, if you know the exact account number you want to view you can enter it directly in the Account field (i.e. 0-19360) and click a view button. If you want to view all accounts under a specific BR code you can enter that code (i.e. F05) and click a view button. Searching for patterns works just like it does in RIAS. If you want to display all accounts that have the word FAS in the title enter %FAS% in the description field and click a view button. If you want to view all accounts that begin with 0-39 enter 0-39% in the account field and click a view button.  
    Searching Accounts  If you want to cut down on the list of accounts that are listed by filtering the list you can do so by using the Search button. Simply enter the search critera in the fields and click Search. The program will search on the critera you entered and remove all accounts that don't match the search from the list to the right. For example, if you wanted to view only those accounts with descriptions that ended in FAS you could enter %FAS in the description field and click search. The result would be a reduced list containing only those accounts whose description ends in FAS.  

Sorting Accounts  

After choosing a report, your account list is displayed and sorted using a default method (generally, Ascending by BR). If you want to change the sort order simply choose the column you would like to sort by from the sort box. A less-than sign '<' denotes a descending sort and a greater-than sign denotes an ascending sort. The first item in the list denotes the current sort (which should be ascending by BR unless you've changed it). If you want to sort the list using a decending sort by BR simply choose the second item. The system will detect the sort preference change, display a Please Wait... message and display the accounts in the new sort order.

Viewing Accounts

    Screen View - Accounts can be viewed on your computer screen for quick reference and to save paper. Simply click on the Screen View button after selecting accounts using one of the methods detailed above. The system will format the data and display it on your screen.

    PDF View - Alternatively, if you would like to print out your account reports, you should use the PDF View option. This option generates a PDF file containing your report information and displays it on your screen. You can view or print it once the PDF file appears. In previous versions, this process was cumbersome because of the redirection that was bringing up the PDF file. In the new version, the software opens the PDF file in a new window so the window in which you selected accounts will remain open should you decide to change your selections. 

Administration (Screen Shot)

    A major new feature of the ReportView software is the ability for users to manage the rights of those in their areas. Previously, computer support had to add and remove permissions centrally. This required additional effort on the part of support personnel and resulted in delays while requests were being processed.

    In order to streamline access to accounts, users with administrative privliedges can now grant access to others, subject to their own access restrictions.

    The administration section can be accessed by clicking on the Adminstration button on the screen with the list of reports. Users that do not have administrative priviledges will not see this button on their screens.

    In each area, one account will be created and given administrative permissions for the appropriate accounts and reports. That user can, in turn, create the accounts for all other users in that area. No more waiting for support to provide users with access to the system.

Creating a User (Screen Shot)

When creating a user in the ReportView software, you are not actually creating an account. You are simply giving someone who already has a NetID account permission to use the ReportView software. Therefore, you do not need to know the user's password. You only need to know what their NetID username is, their full name, their department and the information they should be permitted to access.

 In order to create the user simply enter their username exactly as it exists in the NetID system. Any difference between the two passwords will prevent the user from being able to login. Then enter their full name and make any necessary adjustments to the Department and MaxReports field. (The department field will default to your department name and the Max Reports field will default to the maximum number of reports you are permitted to view at one time. You cannot give someone permission to view more reports than you.)

After entering this information it is necessary to assign access permissions. You can assign permissions by cloning an existing user or by granting permissions manually by using the Custom Access option. 

Clone Access - In order to clone (copy) the access of another user, simply choose the user whose access you want to copy from the 'Clone User:' drop down box (only users in your area of responsibility will show up in this box). Then click on the clone access button. The system will proceed to copy the rights from the selected user to the new user. The system will display which rights were successfully granted and which ones failed. You can only grant rights to reports and accounts for which you are the administrator. If you choose to clone a user that has permission to an account or report that you are unable to administer, that individual right will not be granted to the new user. Generally, the clone user function will be used to duplicate your own access for someone else. Please note that administrative rights are not cloned so if you clone yourself, the new user will not have the right to create other users. The admin right must be granted specifically

Custom Access - This section allows access permission to be assigned manually for the new user. The user is actually created when you click the Custom Access button, however, no access permissions have been assigned so the account is merely a shell. A user must have access permissions in order to view accounts. In order to assign permissions simply choose the report you want to grant permissions for and then enter the BR, Extended BR (if applicable) or Account number the user should be able to access. You can entermultiple items on one line by using a comma to separate the entries. After entering the requisite permissions click on the Save button and the permissions will be applied to the user's account. Simply repeat this procedure for each report the user should have access to.  

    • Most of the reports only support standard BR codes so assigning permission by extended BR code will not work unless the report supports it.
    • The system will check to make sure you have permission to grant access to a report. You will not be permitted to grant access to a report or account unless you have admin rights for the report and view rights for the account.
    • Administrative rights can only be granted through the custom access screen. In order to grant ADMIN rights to a report, simply add the right ADMIN to for the user after selecting the appropriate report from the drop down box. Once a user has ADMIN rights, they have permission to create accounts in the system and give users rights to information. Users with ADMIN rights can only grant another user access to the information that they themselves have access to.

Removing Access - In order to decrease a user's permissions, simplychange the drop down box from Add to Delete, choose the appropriate report and enter the permissions that should be removed and click Save.

Deleting Users (Screen Shot)

Modifying Users

    Modify users allowes you to modify all information about a user except their username. If you need to change their username, you should delete the user and recreate them. The function of the Modify User section is described in the Custom Access section. Please see that section for a description of using the Modify Users screen.

Listing Users (Screen Shot)

    The list users function allows for the quick viewing of all accounts that are under your control.

Phone Bill Administration 

The ReportView system sends out phone bills once per month on the day after the bills are received from ACS. The system automatically parses the information and sends e-mail to the 'owners' of each phone number. Only those who are listed as owners are able to view the call data for a given number.

The phone bills can still be viewed as a standard report through the normal ReportView interface. The e-mail functionality is provided for departments that desire to give their members easy access to billing information.

There are two main parts to the phone administration section. The bulk of the administration is performed in the 'Phone Admin' section while options that govern the settings for your BR as a whole are set in the 'Global BR Options' section.

First, the Global section....

The Global BR Options sections allows you to turn e-mail bills on or off for your entire BR as well as enter text that will appear at the top and bottom of the phone bills that are sent out.

By default, e-mail is turned off for every BR so, once you get everything setup, you need to change the E-mail status to YES so that the system knows you want the e-mails to go out.

You can use the Header and Footer fields in this section to add instructions or other relevant text to the phone bills. The header text will be put at the top of every bill and and the footer at the bottom. You can enter information in one or both fields or leave both of them blank but I recommend adding some language that explains why the bill is being sent along with information on who to contact if there is some problem.

If you manage more than one BR, you can choose which BR you want to manage from the drop down list on the main menu.

Now onto the phone admin section....

This is where the bulk of the work is performed. When you enter this section you will see a list of all phone numbers in your BR. After each number there will be a list of the e-mail addresses associated with that number or the word 'Unassigned'. You can click on the number to open up an edit window.

Automatic Addresses -The program will automatically perform reverse lookups in the Rutgers directory and populate the automatic address field in the database. This allows you to maintain phone number 'owners' by making sure the central directory is accurate..

Manual Addresses - You can enter a comma separated list of e-mail addresses in this box. All listed addresses will receive a message for this phone number. I recommend that you enter addresses using the standard Name <email@address> format. This will allow you to keep track of the name that corresponds to each e-mail.

Use the drop down box to tell the system which set of addresses you want it to use for each phone number (Automatic or Manual). After making all of the necessary modifications on this screen you can click Save Changes to put the changes into service.

Once you have finished configuring the information for each phone number, you can go back into the Global BR Options screen and enable e-mails for your BR. Once that has been done, the system will automatically send an e-mail to the owners of each phone number every time a new set of phone bills is sent over from ACS.

The phone bill that each person receives is a web based form that allows them to click a checkboxes to include the call in up to four calculation groups. Each group is then totaled according to the calls that were chosen and a report is created. The report can be e-mailed or printed from that screen.

In addition, in order to make it easier for people to remember who they called, you can click on the phone number to perform a reverse lookup. The program opens up another browser window to display the info. The number will only be displayed if the number is listed in the directory. 

Note: No records are kept with respect to what calls are selected on the calculation screens.

Listing Users 

Allows you to list the users that you have created.

 Logging Off

           In order to disconnect from the system simply close your web browser.

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