Work Efficiently

Work Efficiently

Cal Answers offers several features that can help you save time, ensure consistency in your reporting, and collaborate with others. You can:

Set a Default Report to Open on Log In

If you have a report that you use frequently, you can set your preferences to have that report open automatically whenever you log in to Cal Answers.

1. In the upper-right corner, click the drop-down arrow next to your name and select My Account.

2. From the Starting Page drop-down list, select the Dashboard - Report you would like to be your default and then click OK at the bottom of the dialog box.

Favorite Reports

We recommend that you Favorite your frequently used reports. Opening the Favorites menu and selecting from a short list of your favorite reports is much faster than selecting a dashboard from the home page or the Dashboards menu.

Create a Favorite

With the report open, click the Favorites menu and select Add to Favorites.

Customizations

You can save changes you have made to a report as a named customization. Changes can include:

  • Filters you have applied
  • Columns you have included, excluded, or re-arranged
  • Totals or subtotals you have added

Save a Customization

  1. Once you have made all of the changes to a report that you would like to save as a customization, click the Page Options icon in the upper-right corner and select Save Current Customization.

2. Enter a name for the customization in the text box.

3. If you would like this customization to be the default whenever you open this specific report, check the Make this my default for this page box.

4. Click OK

Create More Customizations

You can create as many customizations for a report as you need. Simply set the filters and arrange the columns as desired and then go to the Page Options menu and select Save Current Customization.

Caution: In general, saved customizations apply only to the report in which they were created. Within the Finance dashboards, there is one exception. The General Ledger Reporting and Financial Management Reporting dashboards were created with the same database so customizations are shared between these dashboards. To avoid confusion, include the dashboard name in the name of your saved customization, e.g. Controller (GLR), Controller (FMR), etc.

Apply a Customization

When you have multiple customizations, open the Page Options menu and select Apply Saved Customization. Then click the customization you want and it will be applied. 

Return to Default Settings

You can wipe the slate clean and revert to the report's default settings. Click the Page Options icon and select Clear My Customization from the menu.

Edit Saved Customizations

If you have saved customizations for a report, you can modify them. You can use the Edit Saved Customizations dialog box to:

  • Make a customization a default
  • Change the name of a customization
  • Delete a customization you no longer need

Click the Page Options icon and select Edit Saved Customization from the menu.

Change Default Customization

Click the radio button for the customization you would like to use as the default to be applied whenever you open the report.

Change Customization Name

When I saved the customization, I used the department name ICTRL. That was not very descriptive so I changed it to Controller.

 

Delete a Customization

If you have a customization that you no longer need, select the customization and then click the X above the list of saved customizations. Note: the X will be grayed out until a customization is selected.

Caution: Customizations cannot be shared. You can create multiple customizations for your own use. Although you cannot share customizations with another Cal Answers user, you can create a bookmark to share the code of your customized report, which your colleague can then save as their own customization. We’ll discuss bookmarks next.

Bookmarks

Once you have a page set the way you want, you can create a URL to easily return to that report and settings.

This is different from a customization because it opens the report page and applies the custom prompts and report adjustments you have made whereas the customization only applies settings once you have opened the report. (If the report is your default and you have a default customization, then the bookmark and report customization would yield the same results.)

Another advantage of bookmarks is that you can share them with others who have access to the Cal Answers dashboard so that they can generate the report for themselves to get the most current data.

Create a Bookmark

To create a bookmark, click the Page Options icon in the upper-right corner and select Create Bookmark Link. The bookmark will include all of the prompts you have selected as well as any changes you have made to the report result set.

Use and Share Bookmarks

Once you have created a bookmark link, copy the URL from your browser's address bar. You can save this for your own future use or you can share it with another Cal Answers user who has access to the dashboard so they can generate the same report with current data.

Caution: The values in the Fiscal Yr and Accounting Period fields are not saved in customizations or bookmarks. These fields may need to be updated when you generate a report.

Bookmarks Expire After 365 Days

Note that bookmarks expire 365 days after their last use. If you create a bookmark and don't use it for a year, it will no longer work. To avoid this loss, we recommend that you use your bookmarks regularly, even if you don't need to go to the report.

Watch and Learn

Video: Customizations and Bookmarks (3 minutes)

 Practice

From the exercises you opened in Chapter 3. Select Prompts, complete Exercise 3 to practice these skills. The skills you will practice are the same but the dashboards used are different for each subject area.