Run and export a report

Run a report

Open Reports. Search or filter by Published or Draft, then select a name. Locked system reports show the datasets they still need; select and sync them first. After a sync adds a system report’s last missing dataset, the report can show Preparing for a few minutes and cannot be opened yet. The Reports page checks for it automatically for up to five minutes. Reload the page if it still does not open. Clear filters if needed.

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If a report does not exist or you cannot see it, Rowseta answers report not found.

A report does not run when you open it, with or without inputs. It shows any inputs and Run. The page says “Run the report to see results.” No table, chart or headline appears until you select Run, even when recent results are cached. Fill in any inputs and select Run. Run always runs the report. When the report has a chart, one progress indicator stays until the chart and table are both ready. Both become available together unless you cancel the chart load, which shows the table with the message “The chart was not loaded. Try again.” Large results are prepared once for the result session. While a large result is being prepared after Run, the run progress panel shows the step, a message and elapsed time. In every run state, Run changes to Running… with Cancel beside it. Change inputs above the results and select Run to run again. Cancelling a rerun restores the previous result, parameters, sort, search, hidden columns and scroll position. Editing a parameter while a rerun waits on a busy query machine stops the rerun, keeps the previous result and keeps your edit. Results show a row count and duration. Follow the reason if a run fails; after a timeout, narrow the date range or course and select Run again. Interrupted runs do not present partial rows as complete.

View a chart

On a computer, when a report has a chart, one results bar shows the Chart and Table switch at the left and one Export menu at the right. Use the switch to change views. On a phone, use View as table and Back to chart.

A result with one row and one non-empty numeric value shows as a headline when no chart is saved. The value appears above its column name, exactly as the query returns it. A report builder sets this label with AS in the SQL, for example SELECT COUNT(*) AS "Active learners".

Groups left out of the drawn bars appear as a text line beneath the chart, such as “N more programs, total X”. With a second measure, the line gives both totals. Empty grouping values draw a No value bar. For line and area charts, or a histogram where more than half the rows have no value, they appear as a text line instead.

Axis titles name the grouping column and the measure being shown. When all measures on an axis are counts, its ticks are whole numbers. A plain summary sentence under the chart title identifies the leading group, peak or most common band. It excludes groups whose values are hidden. Count summaries use “about” for approximate totals. No summary appears for a tie.

The caption below the chart uses the word saved in Count each row as, or rows when blank, with singular or plural forms: “Based on 1 row you can see.” or “Based on N rows you can see.” With a person count it says “Based on N rows from 1 person you can see.” or “Based on N rows from N people you can see.” When small groups are hidden and the chart counts people, the row total is omitted: “Based on about N people you can see · Groups with fewer than 5 people are not shown as numbers.” Otherwise, the caption keeps the saved row noun, or rows when blank: “Based on about N rows you can see · Groups with fewer than 5 rows are not shown as numbers.” Grouping notes can include “Top 20 of N groups” or “Grouped by month”; “about” appears before approximate counts. Enrollment Trends has a monthly line chart.

When names are hidden, drawn groups of fewer than 5 people are marked “fewer than 5” instead of showing numeric values. When any group is suppressed, totals in the line for leftover groups and the totals for empty values are rounded to the nearest 10. The caption explains that small groups are not shown as numbers.

In Export, the Chart section offers Chart data (CSV) only while a loaded, drawn chart is shown in chart view. It is hidden on reports opened from a course-limited Brightspace launch. See Fixed rules for the promotion detail. See Roles and permissions for export access.

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Charts use the whole result, even when the table has a search applied. An empty chart shows the same explanation as a result with no rows, instead of empty axes. It has no Chart data (CSV) export.

Data set changes

A warning appears beneath the report description in the Reports list and report view header. It says: “This report uses the column COLUMN in the DATA SET data set, which D2L removed. Edit the report to remove or replace it.” The list shows at most two lines; hover over the warning to read the full text. The report view shows it in full. COLUMN and DATA SET are the affected names; several removed columns can produce several sentences.

Ask the report owner to remove or replace those columns in the query, run it and publish the changes. Rowseta does not rewrite the report. The warning clears when a later post-sync check finds the saved query compatible with the current columns. See Update a published report.

Work with the results

Use Search… to match the displayed text across all columns in all result rows, a column heading to sort, and Columns to change which columns are shown. Enter text in Search…, then select Search or press Enter. To clear an applied search, empty the field and select Search or press Enter again. Select the same heading again for descending order, then again to clear the sort. If a search shows “No results found.”, clear and submit the search again. The row count shows the matching rows out of the total when a search narrows the results.

Scroll through the table to load more rows in the current search and sort.

While a result session, search or sort is being prepared, the table shows a progress card. Search and sort cards have Cancel. Result session preparation says “Preparing results…”; on the report page, Cancel for it is beside Running…, and the card shows it only with Retry after a failure. In the report builder and when previewing as another person, that card also has Cancel. A search says “Searching all N rows…”, including after a sort. A column sort says “Sorting N rows by Column…”, including when you clear the sort with the same heading and the search text is unchanged. N is the total result row count and Column is the heading. Clearing a search says “Clearing search…”. Rows stay dimmed and column sort buttons are disabled until the change completes or is cancelled. If the request is busy, the card says “Busy, retrying” while Rowseta retries. If the view change fails, the card shows the error, such as “Results view failed. Try again.”, with Retry and Cancel. Cancel stops the pending change and restores the last completed search and sort; the rows already shown stay. A busy first run also shows “Busy, retrying” in the run progress panel.

When a report has no rows

A report with no rows shows a plain explanation in place of the table:

• The inputs matched nothing: “No rows match the inputs you chose. Try different inputs.”
• The report has no rows in the synced data.
• An own-records report has no matching records.
• An own-records report cannot show records because your account is not linked to a Brightspace user.
• Limited access covers courses or records with no matches.
• A report opened from Brightspace has no rows for that course.

The explanations for no matching own records, limited access and the launch course also say when inputs were applied. See Roles and permissions for access details.

If results cannot be opened

The report can show “The browser could not open these results.” with the number of rows decoded and the result size in bytes when known. A display failure can instead show “These results could not be displayed.” Both say “Add filters or parameters to reduce the result, then run again.” Select Run again to retry, or change the inputs and select Run.

If Download CSV (all rows) appears, download the results with the same inputs. See Roles and permissions for export access. An interrupted connection instead says “The results connection was interrupted. Run the query again.” Select Run again.

If a group of table rows shows “Rows could not load.”, select Retry beside it. If the page says “These results expired. Run again.”, select Run again.

What the scope line means

The chips above the results describe your record, column and personal column limits. Rows limited to the launch course can appear together with Columns limited and Personal data hidden. Other chips can indicate own records, limits set by sharing, no rows, or a row rule that prevents loading. Read all the chips before using results. Select Who can see this to open the saved audience summary when available; see Share a report. A chart column hidden by your scope shows “A chart column is unavailable in the data you can see.” A chart that no longer fits the query has no chart scope note; the table or a headline value appears instead. See How access works for access rules.

Cached results

From cache means the same report and inputs reused recent results. Caching… and Cached show the status of saving new results for reuse. A sync that changes data clears report caches so the next run uses refreshed data. A sync that finds no new data keeps cached results.

How fresh the data is

The Brightspace data as of line above the results shows when Brightspace produced the data, followed by its date and time. Cached results can show it too; it is not the run time. See Brightspace data freshness if the latest update has not arrived. Result dates and times are saved once in the Organization timezone and shown as saved. When a dataset is missing daily updates, the results say Some data is missing recent daily updates, so this may not be current. The date line can say Data date not confirmed yet.; see Missing daily updates.

Export

With results available, optionally choose visible columns with Columns. On the report view, both when signed in and inside a Brightspace launch, open Export and select Download CSV (all rows) under All rows. The download uses the inputs last applied and contains every row you may see for those inputs, regardless of the table’s search and sort, with the visible columns in table view or all result columns in chart view. It is recorded as Exported CSV in the audit log. If the download control is missing, see Roles and permissions. If export fails, retry; no partial file downloads. See Users CSV or widget details CSV.

CSV exports prefix formula-like text cells with an apostrophe so spreadsheets treat them as text. This includes text beginning with =, +, - or @, even after spaces, and cells beginning with a tab or carriage return. Plain numbers, including negative numbers such as -5, stay unchanged.

Dates and times

Numbers display as stored, keeping decimal scale, such as 12.30, without thousands separators. CSV and other result downloads use the same saved values as the grid. To change the timezone, open Settings > General. The change applies to new results only; it does not run a sync.

Non-system reports show their published version and a Version history link when available. System reports show System report. See version history to compare published changes. Change report inputs next.