What is the Custom Report Designer

The Custom Report Designer (CRD) is a LegalHold feature with a powerful report builder that collects data from modules. You can customize each report in a simple and intuitive environment, send reports by email and store them in an FTP server. CRD lets non-technical staff generate reports, decreasing costs related to business intelligence implementation.

CRD consists of the following steps:

Create a New Configuration Record: In this step, you configure which tables you want to add to the report. You can also select a subset of fields from a table.

Configure Email Details: In this step, you configure a distribution list to send an email that contains the report as a CSV file.

Configure FTP Details: In this step, you configure an FTP server to store the CSV file that contains the report.

Configure Schedule Details: In this step, you configure the report to be created periodically and to send the report to an email distribution list or/and store it in an FTP server.

You can configure a new configuration record, skip any portion of the configuration if you don't have all the configuration information available, and get back later.

The scheduled task sends an email to a distribution list or stores the CSV file in an FTP server. This means that you only need to configure Email Details or FTP Details to complete the configuration. Configuring both Email Details and FTP Details is optional.

Custom Report Designer User Interface

To access CRD, click on System Settings > Custom Report Designer.

CRD contains all configuration records. You can sort the files by Configuration Name (configuration record filename) or by date.

The CRD user interface is divided into the following sections:

Search bar
Configuration name column
Created On column
Actions column
Pagination buttons
The number of records per page
Create New button

Create a New Configuration Record

To create a new configuration record, click on the Create New button on the top right.
In the create configuration page, enter the filename. Do not use special characters.

Select a table from the dropdown list. Each table in the dropdown list contains fields that can be added to the configuration record.

To add fields to your configuration record, drag a field from Available Fields and drop it in Selected Fields. Repeat this step as needed.
Select another table from the dropdown list. Add fields as needed.
To delete a field from Selected Fields, click on the trash icon to the right.
Click on Save.
In the pop-up window that appears, select the filters that you require from the dropdown lists and then click Save.

Configure Email Details

If you wish not to proceed, click on Skip, otherwise, follow these instructions to send reports as CSV files by email.

Enter the email address of the sender of the report.
Click Add People to add the email addresses that will receive the reports.

Select the email addresses from the list that appears. Select an email address that you can access to verify that the configuration works properly and then click Add People again. Verify that the information is correct. You can add and delete email addresses as needed.
Click Continue.

Configure FTP Details

If you wish not to proceed, click on Skip, otherwise, follow these instructions to set up an FTP server.

Enter the following information:

FTP Address
FTP Username and FTP Password
FTP Port

Click Test Connection to verify that the connection works properly.
Click Continue.

Configure Schedule Details

If you wish not to proceed, click on Skip, otherwise, follow these instructions to configure a schedule for the reports.

Prerequisites

You need to configure Email Details or FTP Details.

Follow these instructions to set up a scheduled task.

Enter the following information:

Start Date
End Date
Schedule
Start Time

Click Save. You will be redirected to the Custom Report Designer.

Edit a Configuration File

Follow these instructions to edit a configuration file.

Go to the Custom Report Designer and enter the configuration report filename in the search bar.
Click on the pencil next to the configuration report filename that appears in the results.
Edit the configuration report as in section Create a New Configuration Record and then click Save.

Delete a Configuration File

Follow these instructions to delete a configuration file.

Go to the Custom Report Designer and enter the configuration report filename in the search bar.
Click on the trash icon next to the configuration report filename that appears in the results.
A confirmation message appears. Click Delete.

Custom Report Designer

The Custom Report Designer lets you run configuration files based on a schedule. Follow these instructions to set up the export configuration tasks.

To assign configuration files to the Custom Report Designer, go to Scheduled Tasks.

2. Find the Configuration Export Tool and click on the pencil icon to the right.

Select the configuration files you want the task to run. Click Save.

4. On the Scheduled Tasks webpage, click the + sign to expand the Configuration Export Tool.

5. To run each task individually, click the icon next to each task.

6. To verify that the email notification is sent, you should receive an email similar to the image if you set your email in the distribution list.

To verify that the CSV file was uploaded to the FTP server, connect to the FTP server that you configured in Configure FTP Details. You should see the CSV file generated by the task.

Contents of the CSV File

The CSV file contains all the records configured in Create a New Configuration Record, as illustrated in the image.

Available Tables in the Custom Report Designer

This is the list of all available tables and fields in the Custom Report Designer:

Table	Matters
Fields	Matter Name
	Matter ID
	Matter Type
	Outside Ecounsel
	Description
	Primary Internal Contact

Table	Notice
Fields	Displayed
	From Email
	Notice Name
	Reply to Email
	Subject
	Enabled Reminder
	Is Modified
	First Sent
	Enabled Questionnaries
	Preservation Notice
	Enable Notice Approval
	Notice Approved
	Sent By

Table	LegalHold
Fields	Name
	Number
	Open Date
	Priority
	Status

Table	People
Fields	Email
	Employee ID
	Start Date
	End Date
	Job Title
	Phone
	Manager
	Status
	Organization
	Department
	Silent Custodian
	Address
	Country
	City
	State
	ZipCode
	SSO Enabled
	Termination Date
	Early Termination
	Manager ID

Table	Preservation Notice
Fields	From Email
	Reply to Email
	Preservation Name
	Subject
	First Sent
	Status

Available Filters in the Custom Report Designer

You can apply different filters to the configuration files. The filters depend on the fields selected. See the following list of filters:

Hold Status: Its status is ACTIVE or RELEASED. This filter is always displayed in the Apply Filters window.
Matter type: Filter based on items customized in System Settings→ Manage Lookup Tables→ Matter Type.
Department: Filter based on items customized in System Settings→ Manage Lookup Tables→ Departments.
Person Status: Filter based on items customized in System Settings→ Manage Lookup Tables→ Person Status.
Query type: This filter is displayed when fields of the People table are selected. Its values are Custodians and People.