Education And Training CTC IT DIVISION PivotLink User Training April 2010

Table Of Contents What is PivotLink page 4 Logging on to PivotLink page 5 Changing passwords page 6 Reports screen page 7 Opening a report page 8 PivotLink sample report page 9 PivotLink screen descriptions page 11 Export to a file page 16 2

Table Of Contents Export to a PDF page 18 Working with headers page 20 Working with metrics page 25 Saving a report page 28 Deleting a report page 31 3

What Is PivotLink? PivotLink is an interactive business software product that enables users to build a variety of views of the data in the Colleague administrative information system. 4

Using PivotLink Logging On To PivotLink 1.Open an Internet Browser. 2.Go to: 3.Enter User ID and Password. Note: You can type ctc.pivotlink.com in the address area. to access PivotLink. The address connects to our secure server for login.ctc.pivotlink.com 5

Using PivotLink Changing Passwords 1.Click Change Password in the upper right hand corner of the Reports screen. 2.Enter New password. 3.Retype password. 4.Click Submit. 6

Using PivotLink Reports Screen Users can access shared folders and reports of others within the same security class. To quickly access this page click on the Home tab on the upper right of your screen. 7

Using PivotLink Opening A Report PivotLink provides filter prompts that allow users to select input values before a report is built. Click View report to display results of value selection. 8

Using PivotLink PivotLink Sample Report Based on the design and values selected, users can modify reports to suit their requirements. 9

PivotLink Viewing Information

PivotLink Screen Descriptions 11 Automatic View – Text format view for reports greater than 10,000 cells. HTML View – Displays data in a table format. Static View – Use to capture a page for screen shot or a quick print. Various Charts – Displays a chart for the selected data.

Viewing Information Automatic View 12

Viewing Information HTML View 13

Viewing Information Static View 14

Viewing Information Funnel Chart 15

Viewing Information Export To A File Export data into Excel, Word, or a Web Browser. 1. Click the Export button. 2. Select your data source by clicking on the radio buttons. 3. Select any special instructions for header values by clicking on the checkboxes. 4. Choose application to export to (MS Word, MS Excel, Web Browser) from the pull down menu. 16

Viewing Information Export To A File (cont.) 5. Select format options by clicking on the checkboxes. 6. Click the Export button. 17

Viewing Information Export To A PDF Export data into PDF format for printing. 1. Select the options for the PDF file you are creating. 2. Click the Export button. 18

PivotLink Performing Headers Analysis

Performing Analysis Working With Headers Headers allow users to choose and arrange data fields to customize reports. 1. Click the arrow next to the Headers button. 2. Click on Modify Headers. 3. Select a category under Header Pool and drag and drop the appropriate fields for your report. 20

Performing Analysis Header Placement Row - Displays the header and lists the records included down the report. Column – Displays the header and lists records across the report. Page – Displays the header as tabs that can be selected to view individual tables. 21

Performing Analysis 22 Header – Lists available headers and options. Display Subtotal – Displays a subtotal for a selected header. Filter – Used to query the data in headers. Multiple filters can be checked. Order – Used to arrange the headers in the report. Placement – Displays the header as row, column, separate page, or in the Header pool (not displayed in the report, but available from the report screen). Header Placement

Performing Analysis Used to create a separate table for each row or column header field. Used to move columns to the left. Used to filter specific values for a header field. Used to toggle subtotal on/off. Removes header field from a report. 23 Manipulating Headers

PivotLink Performing Metrics Analysis

Performing Analysis Working With Metrics Users can choose metrics to do display %Total, %Change, and custom calculations. 1. Click the arrow next to the Metrics button. 2. Click on Modify Metrics. 3. Select a category under Metrics Pool and drag and drop the appropriate fields for your report. 25

Performing Analysis Sorts rows in descending order. Sorts rows in ascending order. Filter on values of the variable in the column. 26 Manipulating Metrics

PivotLink Saving PivotLink Reports

Saving Reports To PivotLink Folders Saving A Report When saving a PivotLink Report, only the layout is saved. Data within the report is refreshed each night. When a report is opened, information is displayed from the previous day’s changes to Colleague. 1.To save the report, click the Save as option. 2.Select your account folder name in the Folder title section. 3.Click Next. Note: If you have more than one security class, select the folder that corresponds with the type data that you are working with (Student, Finance, HR, etc…). 28

Saving Reports To PivotLink Folders Saving A Report (cont) 4.Enter the name of the report in the Save report as section. 5.To allow others access to a report, deselect the checkbox beneath the Save report as section. 6.Click Save. 7.Click View report to open your report. 29

PivotLink Deleting PivotLink Reports

Deleting Reports From PivotLink Folders Deleting A Report 1.On the Home page, click on the Folder Management link next to you folder name. 31

Deleting Reports From PivotLink Folders Deleting A Report (cont) 2.Under the Delete report column, click the checkbox next to the report (s) you want to delete. 3.Click Save Changes. 4.When prompted, click OK to continue. 5.Click the Home tab to return to the Reports screen. 32

CTC IT DIVISION Education And Training Q&A? Educational Requests: Contact Angela Mars Technical Questions: Contact the IT Help Desk