When you click the Create Linked Report button,

Navigating hierarchies in Report Manager To navigate a folder hierarchy, follow these steps: 1. To view the contents of a folder, click the folder name on the Contents page. A folder page opens, displaying the contents of the folder. 2. To navigate down through the folder hierarchy, open a subfolder of the current folder. Folders contain reports, resources, shared data source items, and other folders. Clicking a folder icon opens the folder, showing the contents of the hierarchy one level down. 3. To navigate up through the folder hierarchy, in the row of links at the top of the page, click the name of the folder whose contents you want to see. Working with the My Reports folder The My Reports feature is disabled by default. You can either enable or disable the feature for all users, but you cannot enable it for a subset of users. Most users and organizations find this feature valuable; study the advantages and disadvantages presented later in this topic to determine whether it is a good fit for your organization. Deciding whether to use My Reports depends on whether you want to dedicate server resources to support user workspace. My Reports is a powerful feature that enables you to have control over information resources that help you do your job. It also provides a way for you to work with reports that are not intended for general use. One of the most compelling reasons to use My Reports is that it provides secure, manageable support for the segment of users who need to author and review reports. Without this feature, you may find yourself creating folders and security policies for various users on an ad hoc basis. As users and user needs change, this approach results in everincreasing numbers of folders and policies that are difficult to maintain over time. Note: If you do activate My Reports, the Report Server creates a My Reports folder for every user who has a domain account who clicks the My Reports link, even if the user doesn t want or need a My Reports folder. No systematic way exists to determine which folders are being used. You must review the folders manually to see whether they contain anything. 236 Part IV: Maintaining Your Reports

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When you click the Create Linked Report button,

When you click the Create Linked Report button, you see the page shown in Figure 12-10. As you can see, you can name this linked report, change its location, and maintain anything about this report in the other tabs including parameters, data source security, execution, and history. Consider a scenario where you have a single company sales report that shows sales data for all channels in your sales organization. To use this report for different groups in your organization, you define one linked report for Retail Sales and another linked report for Distributor Sales, both of which are based on the Company Sales report, but use different parameters to select only the data that each group is interested in. A linked report uses the report definition of the original report. This means that it always inherits report layout and data source properties of the original report. All other properties and settings can be different from those of the original report, including security, parameters, location, subscriptions, and schedules. Although linked reports are typically based on parameterized reports, a parameterized report is not required. You can create linked reports whenever you want to deploy an existing report with different settings. Searching for reports When you search a report server database, the contents of your My Reports folder are included in the search, while the contents of other user s My Reports folders are excluded. Search results list only the reports to which you have access. Figure 12-10: The page allowing you to completely specify all aspects of a linked report. Chapter 12: Managing and Administering Your Reports 235

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An analogous option also exists within the Management

Moving files Not all items that you work with can be moved. You cannot move items that are extensions of a report, such as subscriptions or report history. Those items move with their associated reports. Similarly, you cannot move items, such as shared schedules, that exist outside of the folder hierarchy. Finally, you cannot move items if you lack permission to do so. Using linked reports Repurpose an existing report by attaching a different set of properties, parameter values, or security settings to a named instance of a report. To the user, each linked report appears to be a stand-alone report. You can create a linked report by clicking the Create Linked Report button on the General tab of the Properties page for any report, as shown in Figure 12-9. The text below the button indicates that you can create a linked report when you want to use different security or parameters with the report. Figure 12-9: Click a button on the General tab of the Properties page to create a linked report. 234 Part IV: Maintaining Your Reports

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An analogous option also exists within the Management

An analogous option also exists within the Management Studio that you can access with a right-click on any folder. Figure 12-8: The Upload File page showing all options for selecting a file from your file system. Figure 12-7: The Site Settings page in Report Manager showing options similar to the options available in the SQL Server Management Studio Properties dialog box. Chapter 12: Managing and Administering Your Reports 233

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To run Report Manager, type the Report Server

Notice the variety of tools available from the Report Manager home page. You can delete or move folders, create new folders, add new data sources, or upload new files. You can also open folders to see their contents by clicking the links to those folders. Click the Edit button and you can rename a folder or hide it in a list. Figure 12-6 shows the Report Manager home page. You can also manage all the site settings for Report Manager by clicking the Site Settings link on the top right of the Report Manager page. This will bring you to the Site Settings page shown in Figure 12-7. Uploading files Use the Upload File page to copy a file from the file system into the report server database. Uploaded files are represented as items in the report server folder hierarchy. Uploaded .rdl files are published to a report server as reports. All other file types are stored as resources. The folder from which you initiate the upload operation is the folder that will contain the uploaded file. After the upload is complete, you can move the item to a different location. To open this page, click Upload File on the Contents page. You can only add files to a folder for which you have permission to add content. Enter the filename or click the Browse button to navigate to the file to upload. You also provide a name to use for the file within the Report Manager. Finally, you can specify that you want to overwrite the file already in Report Manager completely. These options are shown on the Upload File page shown in Figure 12-8. Figure 12-6: The General Folder Properties pages within Report Manager available when you edit a folder on the Report Manager home page. 232 Part IV: Maintaining Your Reports

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To run Report Manager, type the Report Server

To run Report Manager, type the Report Server URL in the Address bar of a Web browser. By default, the URL is: http:///reports The home page for Report Manager is shown in Figure 12-4. In Report Manager, the root node is named Home. If you are using a browser to connect directly to a report server, the root node is the name of the report server virtual directory. From the root node, you can create additional folders to organize the reports and items you want to store. Folders provide the navigation structure and addresses of all items stored in a report server. If you click the Show Details button on the far-right side of the Report Manager home page toolbar, you can see the complete list of folders and reports with all their properties, including description, modification date, who modified it, and when it was last run. See Figure 12-5. Figure 12-5: The home page for Report Manager after clicking the Show Details button. Figure 12-4: The home page for Report Manager, with the My Reports folder enabled. Chapter 12: Managing and Administering Your Reports 231

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Management Studio is that it can generate a

Using Report Manager Report Manager provides another type of user interface to Report Server. The user interface consists of Web pages and controls. There are pages for viewing items, setting properties, and creating and modifying subscriptions, schedules, shared data sources, and roles. You can access items that are stored in a report server by navigating the folder hierarchy and clicking on items that you want to view or update. Performing a task in Report Manager depends on user role assignment. A user with full permissions who is assigned to a role such as a report server administrator has access to the complete set of application menus and pages. A user with permission to view and run reports sees only the menus and pages that support those activities. I cover user roles and other security considerations in detail in Chapter 13. If Reporting Services is installed on your local computer, you can also select Report Manager from the Start menu, from the SQL Server program group. Report Manager is installed during Reporting Services setup on the same computer as the report server. Figure 12-3: General tab of the Server Properties dialog box in Management Studio showing how to enable a My Reports folder for each user. 230 Part IV: Maintaining Your Reports

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Management Studio is that it can generate a

Management Studio is that it can generate a script for most activities on the database that can be leveraged in future database administration and maintenance functions. Within the SQL Server Management Studio, you can work with the underlying subject matter databases, compose queries to review data, work with Analysis Manager cubes, compose data transformation processing, and interface with notification services, in addition to managing reports. This is an ideal interface for a developer, and database administrators get a single comprehensive utility that combines easy-to-use graphical tools with rich scripting capabilities. If you right-click the Home folder, you see several options in the menu bar. You can delete a folder, create new folders, add new data sources, or import new files. You can also open a folder to see its contents by clicking the link to that folder (see Figure 12-2). You can also move folders other than the home page and rename folders under the Home folder. You can maintain the site settings for Reporting Services by right-clicking the Report Server name in the Object Explorer and selecting the Properties menu item from the list that appears. This will show the General tab of the Server Properties window. If you would like to enable a nice feature of allowing a My Reports folder for each user, simply select the check box for this option and select a role to apply to each user folder. (My Reports role will suffice. This is covered in more detail in Chapter 13.) The dialog box appears similar to that shown in Figure 12-3. Figure 12-2: The menu on the Home folder in the SQL Server Management Studio showing all the maintenance options. Chapter 12: Managing and Administering Your Reports 229

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Chapter 12 Managing and Administering Your Reports In

Managing Your Reports You can manage reports in SQL Server 2005 in two ways: The Report Manager, which I introduce in Chapter 9, is a Web-based application that runs on the server and provides some great report management capabilities. The other, called the SQL Server Management Studio, is a new tool and contains a superset of Report Manager functionality. Using Management Studio SQL Server Management Studio is an integrated environment for accessing, configuring, managing, administering, and developing all components of SQL Server. All of the Reporting Services management functions are available after you connect to the Report Server. To connect to the Report Server from the Management Studio, follow these steps. 1. Start the SQL Server Management Studio by choosing Start.All Programs and then selecting the SQL Server 2005 program group. You see an option for starting SQL Server Management Studio. 2. Connect to the Report Server by clicking the Connect button in the Object Explorer and selecting Report Server from the drop-down list that appears (see Figure 12-1). SQL Server Management Studio combines many graphical tools with some very capable script editors to provide access to SQL Server to developers and administrators of all skill levels. One of the key advantages of using the Figure 12-1: Connecting to the Report Server in the SQL Server Management Studio. 228 Part IV: Maintaining Your Reports

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Chapter 12 Managing and Administering Your Reports In

Chapter 12 Managing and Administering Your Reports In This Chapter Using Management Studio and Report Manager Uploading and moving reports Using linked reports Arranging folder hierarchies and My Reports Administering timeouts, trace files, and execution logs Understanding database storage Just as your desk needs cleaning, your car needs an occasional wash, and those nasty spills need a quick hand with a paper towel, your reporting environment needs attention to ensure that it runs like a well-oiled machine. Your report administrator, fortunately, has a handy set of tools for this task. I devote this chapter to how to use these tools. The two tools available for managing reports with Reporting Services are the SQL Server Management Studio new in SQL Server 2005 and the Report Manager. You can use Report Manager or SQL Server Management Studio to perform many key tasks such as viewing, searching, and subscribing to reports, and creating as well as managing report folders, linked reports, report history, schedules, data source connections, and subscriptions. In Chapter 11, I describe how to set properties and report parameters. In Chapter 13, I cover managing role definitions and assignments that control user access to reports and folders. This chapter is concerned with how to manage reports, how to administer the objects in Reporting Services, and special considerations about managing the disk space requirements of the Report Server.

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