As your users start to get increasingly comfortable with their system and as the demands of the system start to increase, you will start to notice a lot of report clutter building up on the system. For example, you may find reports that look like they are no longer serving a purpose! 

Reporting on Reports

To keep your companies’ reporting operations in good order, you should create a report to report on reports!

To get started, navigate to the ‘Reports’ tab and press ‘New Report.’ 

Then select ‘Reports’ as the report type and press ‘Continue.’

Use the report builder to configure the report as you see fit. You should be particularly interested in the ‘Last Run’ field as this field will show you when the report was last run by a user and can be especially useful in deciding whether you can safely dispose of the report or not. 

When you are ready, save and run the report. 

When it comes to deleting the report, we recommend that if the last run date is old (e.g., 6 months), you move the report to another folder that only you have access to and, if there are no complaints or issues after a set period you can safely delete it – but remember to re-check the last run date again just in case!

To take this even further, you may want to note which (if any) dashboards your reports are used in as part of the above process. You can do this by creating a report type based on reports with dashboards. You can find out more about creating a report type here.  

Kevin Paul is Head of Professional Services at Ribbonfish. He has over a decade worth of experience in Information Technology in a variety of roles including consulting & implementation, training, business analysis and project management.

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