Documentation > Best Practices and Examples > Creating Custom Reports

Creating Custom Reports

Custom Reports allow you to create useful datasets which you often need at a moments notice. In the CMS, you can save your Advanced Search criteria with a unique name and later reopen it as a report. This means if you regularly search on pages updated by a specific user, you can enter those conditions in Advanced Search and save as a report. Then anytime you need the information you can select Custom Reports and review the latest data.


[Note:  This article applies to searching for content while authoring in the CMS.  For Web Site Search for your site, the CrownPeak Search and Search G2 articles are more applicable.]

Two Kinds of Searching Within the CMS

In the CMS, there are two Search options.  Quick Search is a full search of your content.  The results, however, can easily overwhelm you with too many returned items.  Advanced Search solves this problem by allowing you to to narrow your results to things like specific assets, published dates and/or users who last edited files. You can use the Advanced Search feature to search using any combination of fields and criteria.  By refining your search parameters you can be sure the custom reports will include the data you desire instantaneously.

Building Reports

When an Advanced Search returns the desired results, you can save the criteria for later use and view the data using the Custom Report option. 

The Advanced Search and custom reporting can be valuable tools for all members of your organization.  Searches can be set-up for multiple members of your organization; authors looking for their current Draft work, marketers trying to find the latest blog posts, developers interested  in assets using specific templates and admins tracking Live pages. Here are some sample searches which may be useful to your organization:

Persona Name  Search Parameters
Author My Draft Assets [CreatedBy] Equals {username}And [Status] Equals Draft
Author My Recently Published Assets [PublishDate] Equals "9/15/2015" And [CreatedBy] Equals {username}
Marketer Recent Blog Posts [Template] Equals "blog template" and [Status] Equals "Live" and [PublishDate] GreaterThan "9/15/2015"
Developer  Assets using Product Template  [Template] Equals "Product"
Admin  Latest Published Assets  [PublishDate] GreaterThan "9/1/2015" And [Status] Equals "Live"

When using the Advanced Search you will search on the Search Field, Comparison (equals, not equal, greater than, greater or equal, less than, less than or equal) and the Value.  Each Search field will allow you to select the Comparison and the Value.  The following lists a short description of the Search Field along with the parameters. Multiple parameters must be joined using the Boolean Join options "AND" or "OR".

Field Name Definition  Value Type
BranchId Branched Assets Id Numerical
ChangeDate Date asset was changed Calendar Date
ChangedBy User who last changed the asset User drop-down list
CheckedOutBy User who checked out the asset User drop-down list
CheckedOutDate Date asset was checked out Calendar Date
CreateDate Date asset was created Calendar Date
CreatedFromModel Assets created from the chosen model Model drop-down list
FolderId Folder Id Numerical
Id Asset Id Numerical
Label Asset label Alpha-numeric entry
LastPublishedBy User who last published the asset User drop-down list
LastStatusBy User who moved the asset to the current status User drop-down list
Model Available models Model drop-down list
ModifiedBy User who last modified the asset User drop-down list
ModifiedDate Date the asset was last modified Calendar Date
PublishDate Date the asset was last published Calendar Date
ShortCutId Shortcut Id Numerical
Status Asset status, for example: Draft, Stage, Live Status drop-down list
StatusDate Date the asset was moved to the status Calendar Date
Template Template used for assets Template drop-down list
Type Asset type File or Folder drop-down
Workflow Workflow attached to the asset Workflow drop-down list

Note:  The Id parameters for an asset can be viewed under the Asset General Properties

Creating an Advanced Search

Creating advanced searches within the CMS can be very useful for compiling data you wish to review on a regular basis. Once an Advanced Search is created, the report can be viewed in the Advanced Search window or under the new My Custom Reports tab.

To create the Advanced Search report, use the following steps:
1. Click the magnifying glass to open the Search window
2. Click  [Advanced] to display the advanced search options
3. Enter your search criteria (Figure 1)
4. Optional: Click [Search] to review the results
5. Click [Save as Report] and enter a report name (Figure 2)
6. The saved report name will appear in the drop-down (Figure 3)
Note: Reports can be deleted on this page by selecting the report name in the drop-down and clicking the [Delete] button (Figure 4) 

Figure 1. Advanced Search Criteria


Figure 2. Advanced Search Report Name


Figure 3. Advanced Search Saved Report List

Figure 4. Advanced Search Delete Report Option

Viewing the Custom Report

There are two ways to view the Advanced Search report via the Search window or through the Custom Reports section of the CMS.
To view the search results in the Search window use the following steps:
1. Click the magnifying glass to open the Search window
2. Choose the report from the drop-down in the middle of the page

When accessing the report through the Search window, only a small portion of the results can be viewed.  The entirety of the data can be seen by using the scroll bars.  For searches will large amounts of data observing the results through the Custom Report option is recommended. 
To view the saved search report, use the following steps:
1. From the Reports section select My Custom Reports
2. Choose the report from the list (Figure 5)
3. Optional: Reports viewed here can be downloaded as a CSV file (Figure 6)

Figure 5. My Custom Reports Advanced Search Report List

Figure 6. Custom Report Sample CSV file

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