Settings Reports

To Create an Organization-Based Report:

1. On the menu bar, click Encompass, and then click Settings.

2. In the left panel, click System Administration, and then click Settings Reports.

3. In the Search for Reports panel, click the New icon.

4. In the Generate Settings Report window, Choose Report Type dropdown field, verify that Organization is selected by default.

5. In the Choose Organization panel, click the + (plus) sign to expand your organization structure, and then click to select the organization for which you want to create the report.

6. Go to the Select Report Options panel.

   • In the Report Name field, type the name of the field.

   • Select the Include Subordinate Organizations checkbox if you want to include data from the sub-organizations in the report. When this checkbox is selected, data from each sub-organization is displayed in individual tabs in the spreadsheet.

   • Select one or both of the following options to create a report with Organization Details and/or Organization Licenses settings information:

     • Organization Details - When you select this, information from the Organization Details window for the selected organization is displayed, one tab per selected organization/sub-organization, in your spreadsheet. (To view the Organization Details window go to Encompass > Settings > Company/User Setup > Organization/Users, select the organization, and then click the Edit icon.)

     • Organization Licenses - When you select this, License information from the Organization Details window for the selected organization is displayed, one tab per selected organization/sub-organization, in your spreadsheet.

     • User Details by Organization - When you select this, information from the User Details panel for the selected organization is displayed, one tab per selected organization/sub-organization, in your spreadsheet.

The naming convention for the tabs is [Organization Name]_UserDtls, where Organization Name is the name of the organization. If your organization name includes special characters, they will not be included in the report tab name. For example, organizations with names such as RegionA_Branch2/3 will be displayed as RegionA_Branch23_UserDtls in your Settings report. The organization name length is truncated at 22 characters. If duplicate tab names are created (due to the truncation), the organization name will be truncated after 19 characters with a #XX numbering scheme suffix.

RECOMMENDATION: Including the User Details by Organization option and choosing the Include Subordinate Organizations results in substantially large report sizes, especially if there are more than 1000 organizations and the report is being generated from the top most organization in the hierarchy. It is strongly recommended that such reports are created during off peak hours.

NOTE: To view User Details, go to Encompass Settings > Company/User Setup > Organization/Users > select the organization, go to the Enabled Users panel in the lower part of the window, and then click the Edit icon.

• All User Details - When you select this, information for all users associated with your organization are displayed in a single tab of your spreadsheet.

• All User Licenses - When you select this, information for all users associated with your organization are displayed in a single tab of your spreadsheet.

• Exclude Disabled Users - When you select this, only users Enabled logins are included in your report.

• Include Disabled Users - When you select this, users with Enabled and Disabled logins are included in your report.

7. Click the Create Report button.

To Create a Persona-Based Report:

1. On the menu bar, click Encompass, and then click Settings.

2. On the left panel, click System Administration, and then click Settings Reports.

3. In the Search for Reports panel, click the New icon.

4. In the Generate Settings Report window, from the Choose Report Type dropdown field, select Personas.

5. In the Choose Personas panel, select the Show Personas with Internal Access checkbox to exclude External Personas from your report.

6. Select checkboxes corresponding to the personas for which you want to create your report.

7. In the Select Report Options panel type the report name in the Report Name field.

8. Select checkboxes corresponding to the Persona settings tabs for which you want to create the report.

9. Click the Select All checkbox if you want to view access levels for all tabs for the selected persona(s).

10. Click the Create Report button.

To Create a User Group-Based Report:

1. On the menu bar, click Encompass, and then click Settings.

2. On the left panel, click System Administration, and then click Settings Reports.

3. In the Search for Reports panel, click the New icon.

4. In the Generate Settings Report window, from the Choose Report Type dropdown field, select User Groups.

5. In the Choose Personas panel, select the checkboxes corresponding to the user groups for which you want to create your report.

6. In the Select Report Options panel type the report name in the Report Name field.

7. Select checkboxes corresponding to the User Groups settings tabs for which you want to create the report.

8. Click the Select All checkbox if you want to view access levels for all tabs for the selected persona(s).

9. Click the Create Report button.

To View and Save Settings Reports:

1. On the menu bar, click Encompass, and then click Settings.

2. On the left panel, click System Administration, and then click Settings Reports.

3. On the right panel, click the Download Report link corresponding to the report you want to view.

   NOTE: The report may take a few minutes to render as it converts to MS Excel on your machine. Since Organization Settings Reports generated from the top level of the organization hierarchy with more than 1000 organizations and including the User Details by Organization result in resource-intensive, large-sized MS Excel files, it is recommended that you do not run other CPU or memory-intensive application when downloading such reports. Ensure that your system is line with the Encompass Product System Requirements and Compatibility Matrix recommendations (CPU: Intel Core i5 or i7 @ 3.3GHz or equivalent AMD, 8GB for 64-bit RAM). For more information, see: Encompass Product System Requirements and Compatibility Matrix.

4. Click each tab to view the information in the report.

5. From the File menu (in Microsoft Excel), click Save As.

6. In the Save As window, click the Save button.

To Filter and Search for Settings Reports:

1. On the Settings Reports page, Report Name field, type the name of the report.

2. From the Request Type dropdown list, select PersonaReport or OrganizationReport to filter by report type.

3. From the Requested By dropdown list, select the user who has created the report.

   NOTE: You can view reports created by other users only if the persona assigned to you has View Settings Reports submitted by others enabled.

4. Click the Search button.

   NOTE: You can use one or more of the filters mentioned above to narrow your search criteria.

To Re-Run Settings Reports:

• On the Setting Reports page, click the Re-run link corresponding to the report (with Completed or Failed statuses) you want to regenerate.

NOTE: The Re-run report link is active only if your assigned persona has Generate & View Settings Report enabled.

To View the Settings Report Log:

1. On the Setting Reports page, click the View Log link corresponding to the report for which you want to view details such as the username and userid of the person submitting the report, when the report was submitted, and the type of report.

2. Click the Close button.

To Delete a Settings Report:

• On the Setting Reports page, click to select one or more reports, and on the Search for Reports panel, click the Delete (X) icon.

  NOTE: Only reports with Completed, Canceled, and Failed statuses can be deleted.