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COGNOS Report Studio
User Guide
December 2011 Revised
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For additional information regarding Cognos policies and access, or modifications to the ODS, contact the Business Intelligence Team at cognos@kent.edu. For technical assistance, contact the Help Desk at 330-672-HELP (4357) or support.kent.edu. Additional Cognos training materials are available at www.kent.edu/is/training.
~~~~~~~~~~~~~~~~~~~~ Copyright Notice ©2011 This information is provided by the Division of Information Services, Kent State University and is proprietary and confidential. These materials are made available for the exclusive use of Kent State University employees, and shall not be duplicated, published or disclosed for other purposes without written permission.
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Contents Introduction .............................................................................................................................................. 3
Navigating Cognos Connection and Report Studio ................................................................ 4
Cognos Connection ........................................................................................................................... 4
Opening Report Studio ................................................................................................................... 5
Exploring Report Studio ................................................................................................................. 8
Building a Report .................................................................................................................................... 9
Adding Data Items ............................................................................................................................ 9
Adding a Title .................................................................................................................................... 10
Changing Column Name .............................................................................................................. 12
Adding a Filter ................................................................................................................................... 14
Building a Prompt Page ................................................................................................................ 20
Grouping .............................................................................................................................................. 26
Aggregation ........................................................................................................................................ 28
Formatting Aggregation ................................................................................................................ 31
Saving a Report ................................................................................................................................ 34
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Introduction
The purpose of this training guide is to introduce you to Report Studio. The course objectives are:
Identify key areas in Cognos Consumer Access Report Studio Explore Report Studio Build and format queries in Report Studio
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Navigating Cognos Connection and Report Studio
Cognos Connection Cognos Connection is where you will begin when you open Cognos; consider it your home page or main menu.
1. Click on the Report Studio link to start a new report 2. The Kent State ODS Packages folder contains packages created by Kent State University 3. The SunGard ODS Packages folder contains packages created by SunGard Higher
Education
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Opening Report Studio
Follow these steps to open Report Studio: 1. Click the Launch link in the upper-right hand corner of the screen 2. Click on the Report Studio link
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3. Cognos remembers packages that you have accessed.
a. If you have accessed the package in the past, select it by clicking on the link on the top of the screen. Report Studio will open automatically.
b. If you have not accessed the package in the past, select it by clicking on the folder on the bottom of the screen. Only select the Kent State ODS Packages or SunGard ODS Packages folders.
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4. A new window will open. Click on the Create a new report or template link
5. Click the List Report link 6. Click the OK button
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Exploring Report Studio
1. The Toolbar contains many formatting icons 2. The Insertable Object Pane contains Query Subjects and Query Items (aka Data Items)
that you can drag and drop into the Work Area 3. The Explorer Bar contains three areas, Page Explorer, Query Explorer and Condition
Explorer 4. The Work Area is where items from the Insertable Objects Pane are added to create a
report 5. There are three tabs; Source Tab, which is the package, Data Items Tab is used to
display only the Data Items in the report and Toolbox Tab contains items to build and format reports, such as tables, prompts and text items.
6. The Properties Pane is used to change properties of data items
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Building a Report
The next section contains information on how to build a report. The formatting options that will be covered in this section include inserting data items, adding a title, changing column names, adding filters and prompts, grouping and aggregation.
Adding Data Items There are two methods for adding data items to a report; double click or drag and drop.
Follow these steps to add data items to a report: 1. Double click on the data item to insert it into the report. If there are data items in the
report, the data item will be added to the right of a selected column. 2. To drag a drop a data item, click on the item from the Insertable Objects Pane and drag
it to the right of where the item should be placed. NOTE: The item is in the correct spot when the thin line starts flashing.
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Adding a Title Report Studio allows the user to add and format the report title.
Follow these steps to add and format a report title: 1. Double click in the title area of the report
2. A Text Box will open - enter the title of the report 3. Click OK
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4. Select the Change Font Color Icon to change the color of the color of the report title
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Changing Column Name Sometimes the data item name does not look professional or is easy to understand. Use the Properties Pane to customize the column heading.
Follow these steps to change the column heading: 1. Click the column heading to be changed 2. Select Source Type under the Text Source section of the Properties Pane 3. Select Text
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4. The column heading will change to a message indicating that you will need to double click to edit the text
5. A Text box will open; enter the new column heading and click OK. 6. Continue through the column headings as necessary
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Adding a Filter Adding a filter to a report will aid in assuring that the results retrieved include or omit certain parameters, such as an academic period. The author can build their own filter, but pre-defined filters may be available as well.
Follow these steps to add a pre-defined filter: 1. Scroll through the Insertable Objects Pane, open the Filters folder 2. Double click on the filter
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2. A message will appear stating that the pre-defined filter has been added 3. Click OK
4. To view the filter, click on the Query Explorer and select Query 1
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5. The filter can be viewed under the Detail Filters Pane
Follow these steps to create a filter:
1. Click on the Create New Filter icon
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2. The Create Filters window will open
3. Click the Create New Filter icon
4. If the data item that will be selected to build the filter is not in the query, scroll through
the package from the Source tab 5. Double click on the data item to add it to the Expression Definition field
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6. If the data item that will be selected to build the filter is in the query, click on the Data
Items tab 7. Double click on the data item to add it to the Expression Definition field
8. Click inside the Expression Definition field and enter the equal sign "=" 9. Click on the Select Value icon for a list of values 10. Scroll through the values, click on the value then click the Insert button
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11. Check the query for errors by clicking on the Validate icon - a No errors message in the information field indicates that the filter is correct
12. Click OK
13. Click OK to close the Filters window
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Building a Prompt Page A prompt page allows the end user to customize their report.
Follow these steps to build a Prompt Page 1. Place the mouse over the Page Explorer bar and select the Prompt Pages folder
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2. Double click on Page from the Insertable Objects Pane
3. Double click on Prompt Page 1 to open the page
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4. Drag and drop Table from the Insertable Objects Pane 5. Format the table 6. Click OK
7. Drag and drop Text Item into the first cell of the table 8. Enter text 9. Click OK
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10. Click inside the Text Box 11. Format the text by using the icons on the toolbar
12. Drag and drop Value Prompt into the second cell of the table 13. The Prompt Wizard will open 14. Name the parameter
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15. Select an operator 16. Click Next
17. Name the query 18. Select Finish
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The prompt page has been created.
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Grouping The Grouping function in Cognos is a way to organize common data values so they will only display once.
Follow these steps to group data items: 1. Click inside the data item to group
2. Select the Group/Ungroup icon 3. Continue until the data items to be group have been selected
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Aggregation There are different ways to aggregate data in your reports - such as total, count, average, minimum, maximum or calculated.
Follow these steps to Aggregate (steps 1 - 12 may not be necessary): 1. Place your mouse over the Query Explorer Bar 2. Select Query 1 3. Select the data item to aggregate (Person_UID)
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4. Click inside the Expression Definition Field before the statement 5. Enter the word "count" 6. Press the space bar 7. Enter a left parenthesis "(" 8. Click to the end of the statement 9. Enter a right parenthesis ")" 10. Click OK
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11. Place your mouse over the Page Explorer Bar 12. Select Page 1
13. Select the column to aggregate by clicking in the title (Student Count)
14. Select the Aggregate icon 15. Select Total
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Formatting Aggregation Cognos automatically adds subtotals, totals and grand total (Summary). There may be times when subtotal are not necessary in the report. The subtotal can be removed.
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Follow these steps to remove the subtotal: 1. Click inside the bold subtotal field
2. Press the Delete key
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Saving a Report Reports should be saved in My Folders.
Follow these steps to save a report:
1. Click on the Save icon 2. The Save As window will open 3. Select My Folders
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4. Select a location for the report 5. Enter the name of the report in the Name field 6. Click Save
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