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SQL Server Reporting Services in Depth
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Organizing reports in Report Manager


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SQL Server Reporting Services in Depth

with Simon Allardice

Video: Organizing reports in Report Manager

So I've created a lot of reports and the Report Manager website is becoming a mess. These need to be organized. The fundamental method of organizing reports is like organizing any other document. You create folders--when that's not good enough, subfolders. We've already done this a couple of times in the course. You just create a new folder directly from the Bar and Report Manager and call it whatever you want. However, it is worth thinking about your best top-level structure. There are no official recommendations as it's so dependent on your organization.
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  1. 12m 6s
    1. Welcome
      1m 9s
    2. What you need to know
      1m 36s
    3. Exploring SQL Server Reporting Services components
      4m 17s
    4. Reviewing SQL Server versions
      5m 4s
  2. 49m 41s
    1. The elements of a report
      3m 10s
    2. Creating a report with Report Builder
      12m 11s
    3. Grouping table regions on a report
      6m 1s
    4. Joining data from multiple tables
      4m 33s
    5. Formatting report elements
      4m 34s
    6. Using functions in a report
      11m 0s
    7. Displaying data in a matrix
      8m 12s
  3. 24m 9s
    1. Filtering data and adding parameters to a report
      5m 35s
    2. Customizing report parameters
      5m 4s
    3. Sorting data in a data region
      4m 7s
    4. Applying interactive sorting
      4m 57s
    5. Creating a drillthrough action to connect reports
      4m 26s
  4. 49m 57s
    1. Introduction to charting in Reporting Services
      4m 16s
    2. Creating a column chart
      8m 35s
    3. Adding a generated average to a chart
      4m 5s
    4. Creating a pie chart
      8m 19s
    5. Using sparklines
      6m 38s
    6. Adding a sparkline to a drilldown matrix
      14m 34s
    7. Adding data bars
      3m 30s
  5. 21m 48s
    1. Adding indicators to a report
      7m 52s
    2. Using and configuring gauges
      5m 30s
    3. Using maps in Reporting Services
      8m 26s
  6. 38m 14s
    1. Creating modular reports with report parts
      4m 36s
    2. Adding and updating report parts
      4m 37s
    3. Using subreports and nested regions
      4m 28s
    4. Configuring headers and footers
      3m 9s
    5. Printing and exporting reports
      3m 45s
    6. Using page breaks
      5m 37s
    7. Creating and using shared data sources
      8m 11s
    8. Creating and using shared data sets
      3m 51s
  7. 27m 20s
    1. Organizing reports in Report Manager
      3m 1s
    2. Adding users and configuring report security
      5m 24s
    3. Configuring subscriptions
      5m 13s
    4. Creating a linked report
      4m 8s
    5. Using Report Designer in SQL Server Data Tools
      9m 34s
  8. 1m 2s
    1. Goodbye
      1m 2s

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SQL Server Reporting Services in Depth
3h 44m Advanced Dec 13, 2012

Viewers: in countries Watching now:

Discover how to create, manage, and deliver interactive reports—not just to print, but to dynamically explore enterprise-level data—with Reporting Services in SQL Server. In this course, author Simon Allardice concentrates on using Report Builder to build and format reports from a variety of data sources, but also shows how to perform basic administration tasks such as granting user access and organizing reports in the Report Manager. Plus, learn how to add interactive sorting and filtering functionality to your reports, and create column and pie charts to better express your data.

Note: These tutorials are applicable to both the 2008 and 2012 versions of SQL Server.

Topics include:
  • Understanding the elements of a report
  • Grouping table regions
  • Joining data from multiple tables
  • Displaying data in a matrix
  • Customizing report parameters
  • Filtering and sorting data
  • Creating charts
  • Adding sparklines and data bars
  • Creating at-a-glance reports with indicators
  • Using Maps in Reporting Services
  • Configuring report security
  • Printing and exporting reports
Subjects:
Developer Databases
Software:
SQL Server
Author:
Simon Allardice

Organizing reports in Report Manager

So I've created a lot of reports and the Report Manager website is becoming a mess. These need to be organized. The fundamental method of organizing reports is like organizing any other document. You create folders--when that's not good enough, subfolders. We've already done this a couple of times in the course. You just create a new folder directly from the Bar and Report Manager and call it whatever you want. However, it is worth thinking about your best top-level structure. There are no official recommendations as it's so dependent on your organization.

You might create folders to strictly organize your reports by departments, so have a Sales folder, Purchasing, Manufacturing, Accounts. Or you might go by purpose. You might create one folder for financial reports, another for inventory, another for personnel. It's whatever makes the most sense. You might even create a Work In Progress folder for your own experiments. However, I would say that the most common structure I see is loosely based on departments, and there is a good reason for that. Folders aren't just for organization.

They will make your life a lot easier with security. As we'll see in a moment, once should have gathered reports in a folder, you can restrict access to that folder to only certain people. And if your current security structure in your network is already based on well-defined departments, it will be a lot easier to map that security to your reports if you're using a similar structure. You can drill down into any individual folder, like the one I just created here, and create new subfolders inside it. There is no limit to this; it's just whatever you find helpful.

As you start to drill down, what you'll find is the breadcrumb up at the top will allow you to step up one level and then another level, in my case, all the way to the homepage. Once you've created a couple of these folders, you can start moving the reports around. There is a Move option you'll find on the dropdown menu for every report. You'll also find it in Manage. It lets you quickly scan the folder structure and drop it into the folder that you want. You can also use the dropdown menu to rename the report if you need to do that. Now, there are few different ways of naming them.

You can use of spaces if you have multiple words. What's also common is you'll see underscores used instead of spaces. This can be helpful, particularly if you're using many subreports. Most of the time spaces will work just fine, but from force of habit, I tend to either use underscores or no spaces at all and just use camel casing to name them. In the same section, you'll find another copy of the Move option that will allow you to move that report around. And one thing that's very useful is to be able to give your reports a description.

When you have a lot of reports, giving them good descriptions is one of the best things you can possibly do for your users, because it not only helps you scan the reports that you do have--after you've applied your changes, you will see it in the list of reports-- but you can also use those words in the search box to find it. And when you start having reports in folders and subfolders and more subfolders, this is often the quickest way to find the one you're looking for.

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