Only Extended edition Users can take snapshots of reports.
Snapshots - Extended edition Users can generate snapshots of Report outputs and automate a comparison of them with other snapshots. This allows reports to be compared visually to see, for example, specifically how your pipeline has changed. Snapshots are associated with their "parent" report (i.e., the Report definition that generated the Report output from which the snapshot was taken). Only a snapshot's name, description, and sharing options can be edited post-creation. You cannot edit a snapshot's data or display because snapshots are a fixed representation from a specific point in time. In other words, if you generate a snapshot, and subsequently change the Report definition that created said snapshot, the snapshot will not change in any way. If you take a new snapshot of a Report output generated by the edited Report definition, the new snapshot will be different from the previous.
All Extended edition Users can generate snapshots and comparisons. You can only edit and delete your own snapshots.
To create a Report snapshot:
Click the Reports tab. This launches the Reporting - View window.
In the left-hand frame, click the folder containing the Report definition for which you want to generate an output for a snapshot. This loads the right-hand frame with the Report definitions contained in that folder.
Click the Run hyperlink next to the name of the appropriate Report definition. This launches the Report output pop-up.
Click [Snapshot]. This launches the New Report Snapshot pop-up.
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To check the Report definition's criteria first, in the Reporting - View window, click the name of the Report definition to launch the Report Definition Page, where you can review and make changes to any of the Report definition's criteria (including column fields and filter fields). After you have made necessary changes to the Report definition, click [Snapshot] from the Report Definition Page, which launches the New Report Snapshot pop-up.
Note You cannot take a snapshot of a report containing a field, either as a Displayable Column, or as part of a Custom Filter or Linked Record Filter, to which you lack View access. You need View access to all the fields in a report to take a snapshot of said report. If you lack View access, clicking the Run hyperlink or the name of any report that you own launches the Delete/Repair pop-up. Clicking the Run hyperlink or the name of a Shared or Prebuilt Report launches a pop-up indicating that you cannot view the Shared or Prebuilt Report because it contains at least one field to which you lack View access. You will not be told which field it is, and you will not be given the opportunity to delete or repair a Shared Report or a Prebuilt Report because you don't own it. Choose or build a report that you own.
To edit a Report snapshot:
Click the Reports tab. This launches the Reporting - View window.
In the left-hand frame, click the folder containing the snapshot you want to edit. This loads the right-hand frame with the Report definitions contained in that folder.
In the right-hand frame, click the View Snapshots hyperlink. This reloads the right-hand frame with the Report snapshots contained in that folder.
Click the Edit hyperlink next to the snapshot you want to edit. This launches the Edit Report Snapshot pop-up.
New/Edit Report Snapshot pop-up - If you are creating a new snapshot, this pop-up is the first step. Here you will name the new Report snapshot, and decide whether to share the snapshot. If you are editing a snapshot, remember that you can only edit the name, description, and sharing options. You cannot edit data displayed in the snapshot. The New/Edit Report Snapshot pop-up includes some of the following elements depending on whether or not you are sharing the snapshot:
Snapshot Name: Enter the name of the Report snapshot as you want it to appear in the Reporting - View window. The name should be as detailed as practical, especially if you are sharing the Report snapshot with other Users. For example, "My First Snapshot" probably won't mean as much to you and other Users as say, "12-02-03 Snapshot of Mike's Deal Report". Each Snapshot Name must be between 2 and 100 characters, and must be unique for each User in each area (Activities or Accounts or Contacts or Deals or Leads). You can have a Report snapshot titled "12-02-03 Snapshot of Deuce Corporation Report" in My Activity Reports, My Account Reports, My Contact Reports, My Deal Reports, and My Lead Reports. You cannot, however, have two Report snapshots titled "12-02-03 Snapshot of Deuce Corporation Report" in My Activity Reports. The only folder that can have two Report snapshots with the same name is a Shared Report folder, and only if the two Report snapshots were created by two different Users. In other words, if someone has created an Account Report snapshot named "12-02-03 Snapshot of World's Greatest Account Report" and placed it in the Shared Account folder, you can also place a Report snapshot named "12-02-03 Snapshot of World's Greatest Account Report" in that folder. Users can differentiate between the two snapshots by the User name listed in the "Created By" column.
Description: Not required. 1,000-character maximum.
Save in Folder drop-down menu: Select a folder. This is where your new Report snapshot is stored. Report definitions and Report snapshots can live in the same folder. You will only see the applicable Report folders from the area of the application for which you are adding the Report snapshot. In other words, if you are creating a new Account Report snapshot, the drop-down menu displays the folder structure in the My Account Reports folder. The Save in Folder drop-down menu defaults to the folder containing the Report definition for which you are taking the snapshot if you own the Report definition. If you take a snapshot of a Prebuilt or Shared Report, the pull-down defaults to the topmost 'My' Folder for that area. For example, if you are taking a snapshot of a Prebuilt Account Report, this drop-down menu will default to the My Account Reports folder. This field is required. If you decide to share the snapshot, you will also have to select a Shared folder, which is where other Users will navigate to view the snapshot.
Yes/No radio buttons for setting sharing options: Click the Yes radio button to share the snapshot with other Users. If you click Yes, the Sharing Options field box will appear. Note that when you share a snapshot, you are sharing the actual data in the snapshot, unlike in the case of sharing a Report definition when you just share the Report definition's properties and attributes. This means that if you share a Report snapshot with another User who lacks access to the original report from which the snapshot was created, that User can still see all the data displayed in the snapshot because you shared it with them. This includes any Private Appointments and Tasks that might be in the output. Also, if the Report definition has the "Hyperlink Relevant Information" check box selected, so that records in the snapshot are hyperlinked, and you share the snapshot with a User who does not have access to the hyperlinked records, the User without the proper access will receive a message that they cannot view the record when they click on the hyperlink.
Share this snapshot with all Users radio button: This is the default setting. If you select this option, every User in your organization can view and use this Report snapshot. It lives in the folder you select in the Shared Folder Location drop-down menu.
Share this snapshot with... radio button: If you select this option, you have to select at least one Position, Team, or User from the listboxes that appear beneath the radio buttons. You can select as many Positions, Teams, and/or Users as you want. This allows you to choose the specific Users that you want to share the Report snapshot with, instead of just sharing it with every User in your organization.
Shared Folder Location drop-down menu: Select the Shared folder that you want to store the Report snapshot. Although you cannot manage or edit shared folders (only an Administrator can) you do have the option to decide where you want your shared Report snapshots to be stored. The drop-down menu will default to the Shared subfolder for the kind of Report snapshot you are creating. For example, if you are creating a snapshot of a Contact Report, this drop-down menu will default to the Shared Contact Reports subfolder. Report definitions and snapshots can live in the same folder. The folder you select is where other Users will navigate to view this snapshot. You must also select a folder from the Save in Folder drop-down menu for your own use.
[Resolve to Users] button: Will only appear if you select the "Share this snapshot with..." radio button. Clicking [Resolve to Users] launches the Resolve to Users pop-up.
Resolve to Users pop-up: Launched by clicking [Resolve to Users]. Displays all Users from the Positions, Teams, and Users (PTU) selected in the Sharing Options field box. This list of Users can change in the future even if the PTU selections remain the same, because Users can be added to or removed from selected Positions and / or Teams by other Users in your organization.
Select Position listbox: Displays your organization's entire Company Position Chart (CPC). Select any Position to share your snapshot with. To see the Users with whom you will be sharing, click [Resolve to Users]. To select multiple Positions, press Ctrl while making selections.
Select Team listbox: Displays all of your organization's Teams. Select any Team to share your snapshot with. To see the Users with whom you will be sharing, click [Resolve to Users]. To select multiple Teams, press Ctrl while making selections.
Select User listbox: Displays all of your organization's Users. Select any User to share your snapshot with. To select multiple Users, press Ctrl while making selections.
[Save] button: Saves your snapshot. If you accessed the New Report Snapshot pop-up by clicking [Snapshot] in the Report output pop-up, clicking [Save] saves your snapshot and launches the snapshot in a new pop-up. From there, you can print the snapshot, export the snapshot data to a CSV file, export the snapshot data directly to Excel, or delete the snapshot. If you accessed the New Report Snapshot pop-up by clicking [Snapshot] in the Report Definition Page, clicking [Save] launches the Snapshot pop-up. If you accessed the Edit Report Snapshot pop-up by clicking the Edit hyperlink in the Reporting - View window, clicking [Save] saves the changes to the snapshot's properties and sharing options, and redisplays the Reporting - View window. Click here to see sample snapshots.
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