Cognos 10

Report Writer Basics

March 2015

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Table of Contents
Introduction .................................................................................................................................................. 3
Agenda ...................................................................................................................................................... 3
Navigating Report Studio .......................................................................................................................... 3
Creating and Modifying Reports ............................................................................................................... 3
Navigating Cognos Report Studio ................................................................................................................. 4
Opening Report Studio through Cognos Connection ............................................................................... 4
Report Writer Layout ................................................................................................................................ 7
Building a Report......................................................................................................................................... 10
Adding Data Items................................................................................................................................... 10
Validate the Report ................................................................................................................................. 11
Report Display ......................................................................................................................................... 12
Saving Reports ........................................................................................................................................ 12
Opening Saved Reports ........................................................................................................................... 12
Adding Titles............................................................................................................................................ 13
Adding Filters .......................................................................................................................................... 20
Prompts and Prompt Pages ........................................................................................................................ 25
Prompt Pages .......................................................................................................................................... 26
Additional Prompts ................................................................................................................................. 30
Modifications .......................................................................................................................................... 33

For additional information regarding Cognos policies and access, or modifications to the ODS, contact
the Business Intelligence Team at [email protected]. For technical assistance, contact the Help Desk at
330-672-HELP (4357) or support.kent.edu. Additional Cognos training materials are available at
www.kent.edu/is/training.

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Introduction
Agenda
Cognos report Studio is a web-based application designed to allow users to easily create complex
reports utilizing many different sources of data.
The purpose of this training guide is to introduce you to Report Studio. The course objectives are:
Access Report Studio
Identify key areas in Cognos Consumer
Explore Report Studio
Build and format queries in Report Studio
Navigating Report Studio
Cognos Report Studio navigation consists of a selection of Menus, Tools, and Windows to aid the writing
and design of reports.
Report Studios Toolbar
Insertable Objects Window
Explorer Bar
Work Area
Properties Pane
Creating and Modifying Reports
Creating a Report
Editing Titles
Filters
Prompt Pages
Sorting

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Navigating Cognos Report Studio
Opening Report Studio through Cognos Connection
Log into IBM Cognos and in the My Content window select MY HOME. Cognos Connection is where you
will begin when you open Cognos; consider it your home page or main menu.

1. Click on the LAUNCH link in the Menu Bar.

2. Select the REPORT STUDIO link to start a new report.

Cognos remembers packages that you have accessed.

1. If you have accessed the package in the past, select it by clicking on the link on
the top of the screen. Report Studio will open automatically.
2. If you have not accessed the package in the past, select it by clicking on the folder on the
bottom of the screen. Only select the Kent State ODS Packages or SunGard ODS
Packages folders.

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Click the folder link to select and open the appropriate Package.

Always ALLOW ACCESS to the clipboard.

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A new window will open to allow access to Cognos Reports.

Click on the CREATE NEW button to open the page to begin a new report or template.

Select the type of report to be created and click the OK button to begin.

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Report Writer Layout

1. The Toolbar contains many formatting icons

2. The Insertable Object Pane contains Query Subjects and Query Items (aka Data Items)
that can be added to the Work Area.

3. The Explorer Bar contains three areas, Page Explorer, Query Explorer and Condition
Explorer. This allows us to choose what we want to create and edit.

4. The Work Area is the pane on the right where items from the Insertable Objects Pane
are added to create a report.

5. There are three tabs; Source Tab, which is the package, Data Items Tab is used to
display only the Data Items in the report and Toolbox Tab contains items to build and
format reports, such as tables, prompts and text items.

6. The Properties Pane is used to change properties of data items

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Insertable Objects Pane
The Insertable Objects pane contains the items to build and
modify reports. It consists of three tabs that house different
data and tools to efficiently find the needed tools.

The Source Tab holds the query items in the

package that can be added to the report.

The Data Items Tab displays the query items that

are currently included in the report to simplify
organization of data

The Toolbox Tab houses the different display

objects available to add to your report.

Explorer Bar
The EXPLORER BAR simplifies navigation in writing reports with three options to quickly change views
among different elements of the report.

The PAGE EXPLORER displays report pages and prompt pages, and allows for easy modification to a new
or prior report.

The QUERY EXPLORER allows an author to add or modify queries within a report, or perform complex
tasks.

The CONDITION EXPLORER works with variables to build conditional formatting in a report.

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Work Area
As the report is designed and created, items chosen to be part of the report will be displayed in the pane
referred to as the Work Area.

Properties Window
The Properties Window shows the details of the items
utilized in the report and allows the author to modify
and adjust the specific properties for each item.

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Building a Report
The next section contains information on how to build a report. The formatting options that will be
covered in this section include inserting data items, adding a title, changing column names, adding filters
and prompts, grouping and aggregation.
The first step is deciding what information needs to be displayed in the report. Then, as the report is
created, additional items may be added to enhance the usability of the report. For this example we will
create a report of a Student Count by College and Major.

Adding Data Items

There are two methods for adding data items to a report; double click or drag and drop.

Follow these steps to add data items to a report:

1. Double click on the data item to insert it into the report. If there are data items in the report,
the data item will be added to the right of a selected column.
2. To drag a drop a data item, click on the item from the Insertable Objects Pane and drag it to the
right of where the item should be placed. NOTE: The item is in the correct spot when the thin
line starts flashing.

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Example
Add the following data items to the report from the INSERTABLE OBJECTS PANE, in the SOURCE TAB:
 College
 College Description
 Major
 Major Description
 Personal University ID (or PIDM) – (Person_UID = PIDM, the ID = KSU ID)
*Please Note: When adding data items, the Code item is more efficient for a query than the Description.
It is best to sort and retrieve data using the Code, and display using the Description.
Validate the Report
Before a report is run, it is suggested to validate the report to ensure it contains no errors.
Click the Validate icon on the toolbar. If there are no errors present a message box will appear
to state the current report data is valid.

If no errors are present, click the RUN icon in the toolbar to run the query created, retreive the
selected data, and view the results in a report format. Links at the bottom allow for navigation
through the pages of the report.

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Report Display
Though the Code Items work best for retrieving data, they may not be helpful being displayed on the
report itself. These items can be removed from the Report Page without being removed completely
from the report.
RIGHT-CLICK in the column body to select the
entire column, and reveal a pop-up options
window. Select CUT from the options.
Using the Cut feature will remove the Code
Item only from the Report Page. Using the
Delete function would remove the query from
the report entirely.

Saving Reports
Saving report versions allows report writers to revisit previous levels of report creation without the need
to develop reports from step one.
1. Close the report that has been run, to return
to the writing page.
2. From the File Menu choose SAVE AS.
3. Click on the option labeled MY FOLDERS.
4. In the Name Field at the bottom of the
Save As window, create a title for your
report including the date and a version if
desired.
5. Click the SAVE button.
6. The report is now saved in the My Folders tab.

Opening Saved Reports

Once a report has been saved to the My Folders tab, it can be easily accessed to be run based on
updated data, or opened to be edited or modified.

To open the report for modification, click on the OPEN WITH REPORT STUDIO icon for the selected report.

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Adding Titles
Report Studio allows the author to add and format report titles and column headers for a customized
report view that is easier to read.

Edit a Report Title

Double-Click in the Title area of the
report Page to reveal a text box. Type
the name of the report and Click OK.

Edit a Column Name

To make the data more professional, column headers may be changed more simply reflect the data.
Click on the column header to be changed. The properties for the
cell will appear in the Properties Window.

In the Source Type selection, click on the label to reveal the

options drop-down box and select the option for Text.

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 The column heading will change to a
message indicating that you will need to
double-click to edit the text.

A Text box will open; enter the new

column heading and click OK.

Continue through the column headings

as necessary.

It may also be helpful to organize the Report

Page. Select the column body, Click on the SORT
BUTTON in the Toolbar, and choose ASCENDING .

Running the report now will display a more easy to understand report.

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Grouping Results
Grouping data in the Report page, simplifies the
report by showing each item only one time.
Click in the column for the data group item. Use
the Structure option in the Menu Bar or click on
the Group/Ungroup button in the toolbar to show
the same items together.
Continue to group additional data items as
needed to create sub-groups.

The above page is now grouped first by College, and then each College is grouped by Major. When the
report is run the results will display the grouping.

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Aggregation
One of the features of Cognos Report Studio is the ability to Aggregate, or summarize data from
grouped items. This helps the user more easily analyze the data.
Some of the more common types of aggregation are:
 Total Sums the items in the group
 Average Averages the items in the group
 Minimum Displays the smallest number in the group
 Maximum Displays the largest number in the group
 Count counts the number of items in the group

One way to add aggregation is to edit the properties of the data in the Properties Pane.
Click in the column body of the selected data
item to be counted.

In the Properties Pane, click in the associated

field to the Aggregate Function option and
from the drop-down selection choose COUNT.

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Example
Count the number of students in each major.

The report now displays the number of students by major at each college. To make the report more
useful, Totals can be added by group.
Click the Count Column Body to
select the data. Using the Sum
tool in the Toolbar, click on TOTAL.

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This will create a Total Student Count at the bottom of the report as well as Sub-Totals for each College
and Sub-Totals for each Major.

Clicking on one of the Totals cells for Major and deleting the item will eliminate the subtotal that is
repeated by the Count function that was added earlier, and leave only the Totals per College and
Overall Total. Running the report at this point will display a much more useful report.

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Adding Filters
Adding a filter to a report will aid in assuring that the results retrieved include or omit certain
parameters, such as an academic period. The author can build a custom filter, or pre-defined filters may
be available.
A filter is built in terms of an Expression, comprised of
1. A data item to be the filter subject
2. An operator showing how to compare
3. Object data or value

For Example:
[Admission Application].[Admissions Application].[ACADEMIC_PERIOD] = '201480'
Namespace Query Subject Query Item Operator Value

Common operators are:

= (Equal to) - Precise match
<> (Not equal to) - Shows everything EXCEPT the match
IN - Matches a list of items
NOT IN – Shows everything EXCEPT the matches
STARTS WITH – Retrieves everything that begins with the characters
CONTAINS – Retrieves everything that includes the characters
IS MISSING – Retrieves blanks

Pre-Defined Filters
Pre-defined filters will be located in the Insertable Objects pane.
1. From the Insertable Objects pane, open
the FILTERS folder.
2. Double click on the filter
3. A message will appear stating that the
pre-defined filter has been added.
4. Click OK.

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Custom Filters

If greater filtering is desired, a custom filter can be created to further limit the data retrieved.

Additional filters may be added from the Toolbar, via the Filter Icon and selecting EDIT FILTERS.
(This is also accomplished through the Data option of the Menu Bar.)

The Create Filters window will appear displaying any current Detail Filters or Summary Filters.
Detail Filters will affect what data is retrieved to create, or the rows of the report.
Summary Filters affect the grouped, or aggregated data of the report once it is written.

Three buttons at the bottom of the Filters window allow the author to:

CREATE NEW filters

DELETE a filter
EDIT a current filter

Choosing Create a New filter offers options of:

BASED ON DATA ITEMS: that have been chosen from the
Insertable Objects pane
COMBINED: if multiple filter conditions are required
ADVANCED : id a singular custom filter is desired

Selecting Advanced allows the author to build a filter with a wide range of parameter options.

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Add components to create the filter by typing the code into the Expression Definition pane, or by using
the Component Selection Tools to aid in building the filter.

Source: The Source tab allows for the filter based on any item in the package.

Data Items: The Data Items tab allows for filtering by items in the report.

Queries: The Query Items tab allows filters based on items from other queries in the report.

Functions: The Functions tab allows for the creation of filter calculations.

Parameters: The Parameters tab allows the use of the input derived from users based upon
answer the parameter.

Macros: use Macros, or condensed instructions, as filters.

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In the SOURCE tab, select a data subject to use as a filter. Double click, or drag-and-drop the item to add
it to the EXPRESSION DEFINITION.

Type, or use the FUNCTION tab to select an operator.

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Type the academic period, or utilize the TOOL tabs to create the filter.
1. Select the Source tab.
2. Click once on the COLLEGE item
3. Click on the SELECT VALUE button to see the options for the chosen data item.
4. Select “AC” to choose the Ashtabula Campus
5. Click Insert to add the filter for the Ashtabula Campus.
The Expression should read: [Admission Application].[Admissions Application].[COLLEGE]='AC'

Click the VALIDATE button to assure there are no errors in the filter expression. If none, click OK.

Please note: For the “ = “ operator, the value is contained in single quotation marks. If expressions are
being manually typed, other operators require different punctuation.

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Two filters are now added to the data query; Academic Admissions, as well as the Ashtabula Campus.
Click OK to close the filters window. The report can be run to limit the retrieved data.

The Usage field allows the author to mark a filter as Required, Optional, or Disabled.

For this exercise, select and mark the COLLEGE filter as disabled and Click OK.

Be sure to SAVE your work frequently.

Prompts and Prompt Pages

When filters are used in a report, the filtering criteria remain static. This may be useful for a basic report
that is run based on simple data. Prompts are filters that allow the user to select the refining criteria
each time the report is run. They allow for dynamic changes to the report based upon the user response.
A Prompt Page can be created as part of the report to guide the user through filtering options that will
generate a more customized report as defined by the user choices, to request more specific information.

Hovering the mouse on the PAGE EXPLORER displays a selection pane of page types. Click on the link to
the PROMPT PAGES folder to reveal a prompt pages window. Notice there are no pages currently below
the Prompt Pages Folder.

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Double-Click on PAGE from the Insertable Objects pane to create a new prompt page

Double-click on PROMPT PAGE 1 to open the Prompt Page.

Prompt Pages
To build a prompt page, a table is needed to create spaces to hold the prompts.
Prompts are located in the TOOLBOX tab of the
Insertable Objects window. The author can insert any
of the prompt types that are needed to allow the
user to filter the data for the report.

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To build the Prompt Page, Double-Click on Table in the Insertable Objects pane to display a pop-up
window to format the table. Most commonly, Prompt Pages are designed with 2 columns. The number
of rows depends upon how many prompts will be added. For this example select 2 columns and 10 rows.

Items from the Insertable Object window are added to the Prompt Page via drag-and-drop. Usually the
first column is used for Text Items, designating what the user will select, and the second column houses
a prompt for a selection from the user based on desired criteria.

Drag-and-drop Text Item into the first cell of the table. In the text item window type a description or
direction for the user.

In the second column, add a Value Prompt to designate the filter parameters of the prompt. This will
start the Prompt Wizard to aid in setting the parameters.

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Follow the steps of the Prompt Wizard to create your prompt. The Expression format will be the same as
that previously seen in the Adding filters section.
Name the new parameter consistent to the
corresponding description form column 1. This
will help with navigation should modifications be
needed at a later time. Click NEXT to continue.

Click on the ellipses (…) button to select the

Package Item from which to retrieve the data.

Select the item and Click OK

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 Using the Drop-Down arrow, select the Operator
with which to filter the data. For this exercise,
select “in”. Click the NEXT button.

Recall Adding Filters on PAGE 26.

Finish the prompt filter:

1. Name the query for consistency
2. Select values to use for data retrieval
3. Select the display values for the Prompt Page

*Please Note: When adding data items, the Code

item is more efficient for a query than
the Description. It is best to sort and
retrieve data using the Code, and display
using the Description.

For this exercise:

1. CollegeQuery
2. [Admission Application].[Admissions Application].[COLLEGE]
3. [Admission Application].[Admissions Application].[COLLEGE_DESC]
Click FINISH

The Prompt Page has now been created with a single prompt that will allow the user to select one or
more options from the list of colleges to retrieve data in populating the report.

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Additional Prompts
Additional prompts may be added to allow the user to filter even further. Following similar steps a filter
for the Academic Period can be offered. Note there will be an additional step in the process.

Add the descriptive Text Item in column 1.

Add the Value Prompt in Column 2 to display the Prompt Wizard.

Best Practice: Add an additional text item between the actual data rows, using blank
spaces for the text, being entered with the space bar. This will create distance
between the windows on your prompt page.

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 As before, name the new parameter and click the
NEXT button.
Select the Package Item and the Operator.

Select ACADEMIC _PERIOD for the Package Item.

Select “ = ” for the Operator to allow for only one

term to be selected.

With multiple prompts, an additional window will

appear for the author to designate which queries
to filter. In most cases you will use a prompt to
filter the query for the entire report, by having
the check-box selected for “Query 1”.

Click NEXT to continue.

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 Finish the prompt filter:
1. Name the query for consistency
2. Select values to use for data retrieval
3. Select the display values for the Prompt Page

For this exercise:

1. CollegeQuery
2. [Admission Application].[Admissions Application].[ACADEMIC_PERIOD]
3. [Admission Application].[Admissions Application].[ACADEMIC_PERIOD_DESC]
Click FINISH

The Prompt Page now has two prompts for the user to utilize for filtering when creating the report. The
first will direct them to choose at least one College, with the option of selecting several. The second
guides the user to select only one Academic Term.

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Running the report requires the user to use the prompts to decide on the filters to be added to the data
to restrict the retrieved information and narrow the results.

Modifications
Any modifications to queries and prompts can be completed by using the Explorer Bar to select the
appropriate Explorer Page and clicking on the item in the pop-up window to open the item to be edited.

Pre-Sort

Hover the mouse over the Query Explorer; select the query to from the window that appears to view the
details for each of the queries in the report.
Selecting the College Description data item in the
query displays the property specifics in the Properties
Window. Properties can be edited by clicking in a cell
in the right hand column for an item and selecting
from the options in the drop-down box.

Pre-Sort gives the option of alphabetizing the Prompt

filter for College Description, making it easier for the
user to locate the appropriate information.

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Multi-Select

From the Page explorer navigate to the Prompt page.

Click on the COLLEGE VALUE field to select the item and display the Properties Pane. The Multi-Select
option will allow the author to easily change whether the user can select one item or more than one
item through the Prompt Page when running the report.

Select user Interface

Select UI options, with multi select, allow the
writer to choose whether the user chooses filter
options in the Prompt Page by clicking on the
selections or marking a check box.

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Prompt Required
The Required option allows the author to designate
whether or not a particular prompt Filter is
required to be chosen in order to run the report.

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 http://www.kent.edu/is/training
mailto:[email protected]

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