Many users are used to saving copies of existing shared reports to Department/Unit folders (Librarians only) or the My Reports folder (all users). This leads to a plethora of reports and creates multiple challenges such as difficulty in having only one version of the truth and report maintenance. Therefore, we encourage users to consider the following options as an alternative if possible.
Option 1: Create a Shortcut to a Report
A shortcut can be placed in a Dept/Unit folder or the My Reports folder.
> See How to Create a Shortcut to a Shared Report in MicroStrategy for more information.
When you want to make it easier to find a shared report. It works best when you just want to run the report as is or modify it as you go.
Option 2: Save Your Personal Prompt Answers
You can save your prompt answers and make them the default. They will automatically be selected each time you run the report or any report using the same prompt.
> See How to Save Your Personal Prompt Answers in MicroStrategy for more information.
When you do not want to select the same prompt answers every time you run a report, i.e., choosing your department or a specific fund.
Option 3: Create a Personal View
A personal view simply saves your modifications. When you run a personal view, you are still running the one, single version of the report, just with your personal customizations applied.
> See How to save a customized report via personal view in MicroStrategy for more information.
When you have made some modifications to the report, for example, rearranging the grid layout or applying certain filters and you’re the only user who needs to run this version.
Option 4: Create an Email Subscription
You can schedule a report to be delivered to you via email. Your personalization to the report, such as prompts and filters, will be applied each time the report is delivered.
When you have a report that has static filtering criteria, does not change over time, and is needed on a regular basis.
Option 5: Save a Copy in Department/Unit Folder or My Reports folder
Saving a copy to your Department/Unit folder for your team, or to your My Reports folder for yourself is still an available option.
When you are making lots of modifications to the report, esp. if you want to share the report with teammates.
You can use some of these options in combination to best meet your needs. For example, using both a shortcut and personal saved prompt answers will allow you to quickly get to the shared report and have your prompt answers automatically applied; using both a shortcut and a personal view will give you the convenience of quick access to the shared report and having your personalized report available when you need it.