Susan the everyday user: Generating documents

Everyday users like Susan can generate documents with minimal steps without any knowledge of document design, templates, or data source configurations. She uses the reports that Ryan the report designer created to generate her documents.

About this task

Susan sees the reports that Ryan has made available and wants to generate the Daily News report.

Procedure

  1. Susan opens the Generate page of the web app.
  2. She finds the report that she wants by entering news in the search field.
  3. She clicks Generate Document Generate Document in the Generate column.
    Generating the document
  4. When prompted for the data source connection, she selects the Jazz™.net RSS connection that the report designer created.
  5. She adds tag news and clicks the Share report results check box so that others on her team can access the results of the document generation.
    Generate document window
    Note: The Closing Page example template prompts for a value for the endingTitle variable. Enter some text such as End of Document and click Next.
  6. She clicks Generate.
  7. She clicks Download Documents Download documents in the Status column.
    Generation finished
  8. Susan is prompted to open or save the .zip file. She opens the .zip file and sees the generated Microsoft Word file, PDF file and log.zip file.
  9. Susan opens the PDF file to verify that the document was generated properly.
    PDF file with top 25 news items
  10. Susan clicks Add Tags Add tags in the Tags column and enters jazz so that she can easily find the report later.
  11. Susan's manager has requested that this document be run every day at 10 AM. Susan schedules the document generation:
    1. Go to the Generate page and find the report that you want.
    2. In the Generate column, click Generate Later Generate later.
    3. Enter the name and description of the job schedule.
    4. Set the frequency to Daily and use the calendar to select the start and end dates of the job.
    5. Click Schedule.
  12. The next day, Susan logs in to the web app. She sees a notification in the product banner. When she clicks the link she sees that a recent job failed.
  13. To see the high level summary of the document generation job, she clicks the View Job Details View Job Details icon.
    Job details pane
  14. Now Susan wants to see the recent history of documents that she generated. She opens the View page and sees that the most recent job was successful.
    Note: In the Download column, Susan can also download individual files instead of the entire zip file.
    View generated documents pane
  15. Now that Susan has generated the daily digest document that she needs, she can deliver the document to her manager. If her manager has access to the web app, Susan can send him the link to the document:
    1. To copy the URL of the item, in the Actions column for the item, click the Show Link Show Link icon icon.
    2. In the Resource Link URL window, copy the URL for the resource.
    3. Susan copies the link into an email and sends to her manager, for example https://rpe.myserver.net/rpeng/api/jobresults/58101. Susan's manager opens the link and is prompted to open or save the document.
  16. One day Susan's manager tells her that today's daily digest document is very important and the document must not be deleted. (The default setting for document deletion is 30 days). Susan can promote this document to preserve it so it does not get deleted.
    1. In the Actions column for the document, click the Promote controls Promote icon icon.
    2. Click OK when prompted to avoid having the document deleted during regular cleanup.
    3. The report name is now appended with (Promoted).
      Report that is promoted
      The documents, logs, and job details associated with the report are now promoted. Only the owner of the document can promote or demote the files associated with the document.
  17. One week later, Susan's team has been very busy generating several documents from different reports for an upcoming deadline and there are many documents listed on the View page. Susan wants to see only the documents named Daily News. She clicks Group By > Group by Name. Now she can expand the document name to see all of the documents with this name.
    Documents grouped by name
    Note: Susan can also group the reports by tag to narrow down the list of documents.
    Documents grouped by the name Daily
  18. A few days later Susan wants to clean up some of the old documents that she generated. She selects the check boxes for the documents that she wants to delete and clicks Delete Selected. She clicks OK to confirm the deletion.
    Multiple documents selected

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