scholarone manuscripts cognos reporting guide reporting guide.pdf · as a scholarone manuscripts...

ContentsThe Table of Contents is interactive, so you may click on the title of the section you wish to visit, and you’ll be taken to that page within this document.

Use Get Help Now & FAQs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Accessing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Build Your Own Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Publication Folders, My Folders, Custom Reports and Role Reports. . . . . . . . . . . . . . . . . . . . . .6

The Cognos Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

My Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Public Folders and My Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Accessing Custom Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Running Reports in Cognos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Build Your Own Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Selecting A Delivery Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Navigating through Reports Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Using Query Studio to Build Your Own Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

The Data Tree . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Inserting Fields into a Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Creating New Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Opening Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Saving Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Formatting Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Moving and Deleting Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Filtering Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

This guide contains instructions for basic users of Cognos Reporting on ScholarOne Manuscripts sites. For more training materials, please visit ScholarOne’s Get Help Now site.

sCHoLARone MAnUsCRIPts CoGnos RePoRtInG GUIDe

http://mchelp.manuscriptcentral.com/gethelpnow/abstractcentral/documentation.htm

SCHOLARONE MANuSCRiptS COgNOS REpORtiNg guidE

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Contents Sorting Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Adding a Calculated Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Grouping and Ungrouping Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27

Collapsing and Expanding Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27

Summarizing Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Pivoting to Create a Crosstab Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

Swapping Rows and Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Creating Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Creating Charts and Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

Adding Conditional Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

Formatting Date Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Exporting Report Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Exporting from a Standard Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Exporting from a Build Your Own Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Scheduling Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38


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systeM ReQUIReMents At this time, Cognos supports the following web browser and operating system combinations:

• Microsoft Internet Explorer 9: Windows



• Microsoft Internet Explorer 6 SP1: Windows 2000 / 2003

• Microsoft Internet Explorer 6 SP2: Windows XP

• Firefox 3.6 (Fix Pack 1+): Windows / Mac / UNIX / Linux

• Firefox 3.5: Windows / Mac / UNIX / Linux

• Firefox 3.0: Windows / Mac / UNIX / Linux

• Firefox 2.0: Windows / Mac / UNIX

• Firefox 1.5: Windows / Mac

• Firefox 1.5.02: Linux / UNIX

Use Get HeLP now & FAQs As a ScholarOne Manuscripts Admin, one of your greatest help tools is ScholarOne’s Frequently Asked Questions tab on our help site, Get Help Now. Our FAQs provide immediate answers to common user questions.

In addition, Get Help Now offers downloadable guides (such as this one), video tutorials, an online user guide, and the ability to Create A Case to get assistance from our support group. We recommend that you bookmark our help site and consult often.

You can access the Cognos Reporting FAQs here.

Use our Get Help Now portal to access training guides and videos, find answers to your questions, and contact support.

http://mchelp.manuscriptcentral.com/gethelpnow/abstractcentral/

http://ssl.salesforce.com/sol/public/solutionbrowser.jsp?cid=02n000000000mtK&orgId=00D000000008YVy

http://mchelp.manuscriptcentral.com/gethelpnow/

http://mchelp.manuscriptcentral.com/gethelpnow/


June 2012

ACCessInG RePoRtsThe Reports area of the dashboard, located towards the bottom of the page beneath the Admin Center Tools, has links to all reporting options: Standard Reports; Build Your Own reporting packages; Publica-tion Folders, My Folders, Custom Reports and Role Reports; At-A-Glance Statistics; Legacy Reports; and Legacy Data Search (if configured).

Clicking on the plus sign next to any reporting category will expand the menu to display all of the Standard and Build Your Own reporting options for that category. NOTE: The specific Standard Reports and Build Your Own reporting packages are configurable and may vary based on the role and site you’re logged in to.

Best Practice: If you do not wish to see all avail-able standard Reports and Build your own Reports packages on your Admin Dashboard, contact schol-arone. Client solutions can remove unwanted links from this section.

http://ssl.salesforce.com/_ui/selfservice/pkb/PublicKnowledgeSolution/d?orgId=00D000000008YVy&lang=1&id=5010000000077TU&retURL=%2Fsol%2Fpublic%2Fsolutionbrowser.jsp%3Fsearch%3Dpackages%26cid%3D02n000000000mtK%26orgId%3D00D000000008YVy%26lang%3D1%26t%3D4&ps=1


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STANDARD REPORTS When a reporting category is expanded, you will see a listing of Standard Reports available for that category. Clicking on the help icon ( ) to the left of any Standard Report name will give you a brief description of the report and a link to view a sample report. Clicking the name of any Standard Report will take you directly to the prompt page of the report in the Cognos reporting system.


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BUILd YOUR OWN REPORTSEach reporting package has a unique set of fields and filters available that are tailored to the specific type of report being built. We strongly advise that the individual reporting packages be used to build the types of reports suggested. Clicking on the help icon ( ) to the left of any Build Your Own Reports package name will give you a brief description of what you will be able to create.

A complete listing of fields available in the Cognos reporting system is available here. The reporting packages available are:• Manuscript Status & Summary Reports. Use this package to build your own report on manuscripts, their status, submission statistics, and other details. This is the most basic of manuscript packages available, and is suitable for novice users or for those building simple manuscript-centric reports. It provides rolled-up data that applies to all versions of a manuscript.• Production Reports. Use this package to build your own report on manuscripts, volumes and issues, export information, and other production details.• File Storage Reports. Use this package to build your own report on file storage.• Peer Review Details Reports. Use this package to build your own report on manuscript details, deci-sions, turnaround times, and other peer review information. The Peer Review Details package is the most complex of all reporting packages, and has the most comprehensive list of fields and filters.• User Account Reports. Use this package to build your own report on users and their contact informa-tion, roles, keywords, and other account details.• Reviewer Performance Reports. Use this package to build your own report on reviewers and their performance.• Editor, EIC & Admin Performance Reports. Use this package to build your own report on editors, EICs and Admins and their performance.• Invited Author Performance Reports. Use this package to build your own report on invited authors and their performance.

PUBLICATION FOLdERS, MY FOLdERS, CUSTOM REPORTS, ANd ROLE REPORTS Clicking the Publication Folders, My Folders, Custom Reports, and Role Reports link will open a new window containing the Cognos interface on the Publication Folders page. From this page, you can navigate to:• Any reports you have built and saved for yourself on the My Folders tab.• Any custom reports that may have been built for your site.• Any reports that have been created for specific roles on your site.

tHe CoGnos InteRFACeMY PREFERENCESBefore navigating through Cognos, it is recommended to check your preferences. To access My Prefer-ences, click the Publication Folders, My Folders, Custom Reports and Role Reports link. In the pop-up window, click the person icon and then select My Preferences.

http://ssl.salesforce.com/servlet/servlet.FileDownloadPkb?file=00P00000009ZViS&orgId=00D000000008YVy&pPid=5010000000077OU


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Important Preferences to check:

Number of entries in list view: This option allows you to designate how many reports you see on a single page in the Cognos folders.

Report format: This is the default report format when you run any report. It is recommended that you leave this as HTML, as setting it to another format will not show real-time data, but will show the data the first time you ran the report.

Default View: If changed to Details, reports will display as icons instead of links in the Cognos folders.

Product Language: This changes all of the icon names and action items in Cognos. The default lan-guage is English.

Time zone: If you have ScholarOne Manuscripts set up to a different time zone other than EST, then we recommend you update the option here to select the configured time zone, so that it matches your site.


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PUBLIC FOLdERS ANd MY FOLdERS Each user will have two tabs at the top of the Cognos reporting interface: Public Folders and My Fold-ers. The Public Folders tab contains role-based folders for the specific journal you are accessing and content that is accessible to a large group of users. The My Folders tab is where personal reports can be stored if you do not want them to be accessible to other users. The My Folders area is specific to you – anything stored in My Folders cannot be seen by other users.

Clicking the Publication Folders and then the folder containing the current publication name will show sub-folders for each role of type Editor and above. Administrator users will have access to Administra-tor, Editor-in-Chief, and Editor folders, Editors-in-Chief will have access to Editor-in-Chief and Editor folders, and Editors will only have access to Editor folders. By copying or saving a report into the role folders, ScholarOne Manuscripts users have the ability to create new reports and make them available to their end users. Copying or saving a report into the publication folder makes the report available to all roles.

ACCESSING CUSTOM REPORTSTo access custom reports that have been built for your site, click on the Admin-related role folder. ScholarOne places a link for each custom report directly into the role folder(s).

Best Practice: If you have access to more than one role of Admin role type, you will have more than one My Folders. we recommend that you pick a single role and save all your reports in one role.


June 2012

RUnnInG RePoRts In CoGnosSTANDARD REPORTSTo run a standard report, select a standard report from the direct links on your dashboard.

NOTE: These reports have been designed to replicate the functionality, formatting, and output avail-able in the legacy Crystal reports and they cannot be altered or expanded upon.


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Upon clicking the link, you will be taken to the Select Search Criteria, or prompt, page. Make your selections for what data you would like to include and click Finish.


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BUILd YOUR OWN REPORTSTo access the Build Your Own Reports package from the dashboard, simply click the name of the pack-age you’d like to use to create your report.

Clicking a link for a Build Your Own reporting package will open a new window with the Cognos Query Studio interface. The Query Studio tool allows you to start from scratch and create a report on your own. You can select the data, formatting, and grouping/sorting requirements and then save the report to your My Reports folder.

SELECTING A dELIvERY METHOdWhen selecting a report (Standard, Build Your Own or Custom) to run and answering the prompts, you may see a message reading, Your report is running. Instead of waiting, you can select a delivery method to run the report in the background.

Best Practice: If your report is expected to contain a large amount of data, we recommend clicking the Select a Delivery Method link and emailing the report to send once it is finished running.


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Clicking the Select a Delivery Method link allows you to save the report, save the report as a report view (a copy of the report at the time you ran it), or e-mail the report.

If you choose to save the report as a Report View, we suggest that you name the report descriptively and save it to your My Folders.

For instructions on how to email a report, go to the Scheduling Reports section.


June 2012

NAvIGATING THROUGH REPORTS RESULTSClick the Top, Page up, Page down, or Bottom button at the bottom of the screen to move between pages of report results.

NOTE: Standard Report results can only be saved to a different folder, emailed, or exported; they can-not be re-sorted or manipulated in any way.


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UsInG QUeRy stUDIo to BUILD yoUR own RePoRtsTo build your own report from scratch, first determine the type of report you want to build. It’s often helpful to make a list of the reports criteria you’ll be using and use it to select the Build Your Own reporting package you’d like to use to create your report.

Once you have selected the reporting package you’d like to use, you will be taken to Query Studio.


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THE DATA TREEIn order to start building a new report, use the Insert Data menu item in the menu bar on the left. Expand the folders in the data tree (fields list) to view the fields that can be used. The folder tree is organized into logical groupings of fields. depending on the reporting package you’re using, the folders and fields will be different and tailored to the exact type of report you’re trying to create. Each section can be expanded and collapsed to find the fields you are looking for.


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Clicking the up arrows to the right of the Information text at the bottom of the Insert Data section will show you a definition of the selected field along with any formatting notes. You can also hover your mouse over the field name to view the definition and formatting notes.

INSERTING FIELdS INTO A REPORTTo insert fields from the folder tree into a report, either double-click the field or drag and drop it into the correct place in the report. NOTE: The drag and drop option only works in Internet Explorer.

Upon inserting fields into a report, the system will display your selected fields in the format you re-quested with sample data inserted in the place of actual submission data. To run the report with your user or submission data, click the Run once with all data link in the bottom right corner of the window.

NOTE: Although you have the capability to insert many fields into a report, you may find that the more fields you insert, the longer it takes to return your report results. If this is the case, you may want to try filtering the data to reduce the size of the results coming back.

Best Practice: we recommend that you only click the Run once with all data link to get a snap-shot of your data as you build your report. once you make an ad-ditional change to the report, the report will revert to sample data.


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CREATING NEW REPORTSClick the New button to create a new Build Your Own report from within Query Studio. Alternatively, you can go to the orange menu on the left-hand side and click on Manage File to access the same link.

OPENING REPORTSClick the Open button to open an existing user-built report within Query Studio. Alternatively, you can go to the orange menu on the left-hand side and click on Manage File to access the same link.


June 2012

SAvING REPORTSClick the Save button to save the report, or click the Save As button to save the report under a new name or in a new folder. NOTE: If you save the report to My Folders, please note that it will only be available as long as the Admin role in ScholarOne Manuscript is active and unexpired. Please view this FAQ for more information on when Admins are changed on a site.

FORMATTING OPTIONSThe look of report results can be altered by using the formatting tools located in the top toolbar. Use the toolbar buttons to change border styles, alignment, and font styles, sizes, weights, and color.

You can also change the name of any reporting column. Double-click on the column header and type in the desired name of the column. Click OK.

http://ssl.salesforce.com/_ui/selfservice/pkb/PublicKnowledgeSolution/d?orgId=00D000000008YVy&lang=1&id=501000000007KuP&retURL=%2Fsol%2Fpublic%2Fsolutionbrowser.jsp%3Fsearch%3DWhat%2Bhappens%2Bto%2BAd-Hoc%2Breports%2Bwhen%2Ban%2BAdmin%2Bleaves%253F%26cid%3D02n000000000nqR%26orgId%3D00D000000008YVy%26lang%3D1%26t%3D4&ps=1


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MOvING ANd dELETING COLUMNSClick a column heading and use the Cut, Paste, and Delete buttons to move a column of data to a new location within the table or to remove it from the report entirely. If you make a mistake, use the Undo or Redo button. NOTE: It is possible to delete a column and retain filters or calculations based on that column. If you delete a column with a filter, you will be prompted to either delete or retain the filter prior to the column being completely deleted.

To move a column, Cut the column you would like to move and left click on the column to the right of the new location of the column, then click Paste.

FILTERING REPORT RESULTSReport results can be filtered so that only the data you need is visible.

To filter, click the column heading you would like to place a filter on, and then click the Filter button. Select the values you would like to include in or exclude from the report results.

There are three options that can be applied to any filter:1. Show only the following or Do NOT show the following2. Show or leave out missing values (blanks)3. Prompt every time the report runs(This option will allow you to define the filtering every time you run the report with data.)


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There are 5 available filtering options:

1. Search for ValuesThis option allows you to search for existing values in a field, instead of having to select from a list. There are several options that you can search on by clicking Options:- Starts with any of these keywords- Starts with the first keyword and contains all of the remaining keywords- Contains any of these keywords- Contains all of these keywordsAdditionally, you can designate if your search string is case sensitive.

Simply Search for values you would like to filter on and click Insert from the Results box.


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2. Type in ValuesYou can type values in directly to be filtered on. You can select an operation of Exact Matches, Starts with, Ends with, or Contains.

Type directly into the left box, with values separated by line. Click insert to filter on each value.


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3. Pick Values from a ListYou can select values via a check box from the list of all existing filterable values.

4. date filters (applies to date fields only - e.g. Submission Date)If you add a date field and filter, these options are available:- Date Range- Last number of days(This option allows you to create a rolling filter. See also this FAQ).

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5. Combination FiltersOnce you have added more than one filter, you can combine filters and apply filtering logic. You can select a filter or filters and apply one of these options:- Group- Ungroup- Apply NOT- Remove NOT

In addition to creating a custom filter, we have several pre-defined filters for selection under the Edit data Menu at the bottom. In the FILTERS ANd CALCULATEd FIELdS folder, you will find several pre-defined filters that allow you to filter on Manuscript Status, Manuscript Type, Submission and decision dates, Revision/Resubmission due dates and other items.


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SORTING REPORT RESULTSReport results can be sorted so that the data are displayed in the order you need. To sort, click the col-umn heading that you would like to sort on, and then click the Sort button.

You can change the sort from ascending to descending by left-clicking the underlined sort. In the example below, you would right-click the Manuscript Type: Ascending order link). Then click the Edit link, and select the appropriate sort option.

AddING A CALCULATEd FIELdYou can add a column containing calculated data to report results. To create a calculated field, control-click the column headings to be used in the calculation and click the Calculate button. You can create a calculation on a single field or between more than one field.


June 2012

When you click Calculate, you are presented with various Operations for use. Based on the type of field you are using to calculate, different Operations will appear. There are three common types of fields:

• date fields (e.g. Submission Date)• Count fields (e.g. # Reviews Submitted)• Text fields (e.g. Manuscript Title)

date fields have the following Operations (between one or more fields):• difference, difference in days, Months and Years• Adding days, Months or Years• Earliest• Latest• Showing Year, Month, Month (number), Week, day, Hour, Minute, Second

Count fields have the following Operations (between one or more fields):Operation Type – Arithmetic• Sum• difference• Multiplication• division (of another field or a particular value)

Operation Type – Percentage• Percentage (field as percentage or another field or a particular value)• Percentage of Total• Percentage of Footer

Text fields have the following Operations (between multiple fields only):• Concatenation

After selecting the desired Operation, check the Expression section before inserting the calculation. This will tell you exactly what will be defined in the resulting column. Once you have verified the calcu-lation, click Insert.


June 2012

Best Practice: In order to eliminate the need to re-name the calculated column after inserting the calculation, you can add a New item name in the Calculate pane. this will be the name of the new column, after click-ing Insert.


June 2012

GROUPING ANd UNGROUPING COLUMNSIf a column in a report contains multiple instances of the same value, you may wish to group these identical values together. Grouping reorders the rows of a selected report so that identical values ap-pear together and suppresses the display of duplicates. To group or ungroup data, click the column heading for the data you would like to group, and then click the Group or Ungroup button.

The image above has the results without grouping applied (left) and with grouping applied (right).

COLLAPSING ANd EXPANdING GROUPSYou can view only the details you want by expanding and collapsing a report. Collapsing a report tem-porarily removes progressive levels of detail, making it easier to find and compare high-level summa-ries. Expanding a report restores the collapsed levels. To expand or collapse a report, click the Collapse Group or Expand Group button.

The image above has the results before/expanded (left) and after/collapsed (right). NOTE: Collapsing and Expanding only works if you have a count (or summary) field contained in the report. We recom-mend if you would like to use this feature to add the # of Manuscripts field to your report.

Best Practice: Col-lapsing and expanding only works if you have a count (or summary) field contained in the report. we recommend if you would like to use this feature to add the # of Manuscripts field to your report.


June 2012

SUMMARIZING REPORT RESULTSThe Summarize feature allows you to summarize groups of data. To summarize based on a particu-lar field, click the desired column heading and click the Summarize button. You can change the way in which the data is summarized by right-clicking on the column and selecting a new summarization method.

The following options are available when you summarize. The summary row will display one of the fol-lowing:• Count (This is the number of rows with populated data in the grouping)• Count distinct (This is the number distinct of rows in the grouping)• Total• Average• Maximum• Minimum• Median• Standard deviation• variance• Calculated or Automatic (This is the default summary, based on the type of field that is being sum-marized)

The image above has the results before summarizing using the total option (left), and after (right).

Best Practice: sum-marizing will only work successfully if you apply Grouping to at least one field first. note: If you have more than one group, you will have a summary line per group-ing.


June 2012

PIvOTING TO CREATE A CROSSTAB REPORTCrosstab reports are useful for more concisely summarizing or grouping like information. To create a crosstab report, open the report that you would like to use, click the column header that you would like to use for the top row in the crosstab, and then click the Pivot button.

The image above has the results before creating a crosstab report (left) and after (right). Best Practice: Creat-ing a Crosstab report only works if you have a count (or summary) field contained in the report. we recommend if you would like to use this feature to add the # of Manuscripts field to your report.


June 2012

SWAPPING ROWS ANd COLUMNSYou can swap rows and columns in crosstab (pivot) reports. To swap rows and columns, click the Swap Rows and Columns button.

The image above has the same table as before, with the Swap Rows and Columns option applied.

CREATING SECTIONSSectioning a report allows you to display the value of a selected report item as the heading of a section. To create sections, click the column heading that you would like to use as the section header, and then click the Create Sections button.


June 2012

CREATING CHARTS AND GRAPHSThe Cognos interface supports pie charts, line graphs, bar charts, and many other types of charts and graphs. To create a chart, run the report that you would like to use and click the Chart button. You have the option to display the Chart and table, or the Chart only. You can also designate if you would like to see the values in the chart.

Best Practice: Creating a chart only works if you have a count (or sum-mary) field contained in the report.


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This is the result when the chart and table option are selected and inserted into a report.


June 2012

AddING CONdITIONAL STYLESConditional formatting enables you to format cells based on the values within them. To set up condi-tional formatting, first select the column you want to format. Then, under the Change Layout menu on the left side of the screen, select Define Conditional Styles.


June 2012

To define the display of certain values, enter the threshold before and after which the values on the report will be displayed in different styles into the New value text box and click the Insert button.

Next, select the style in which you’d like to display the results that fall above or below the value you entered. This is done by clicking the pencil icon within the value range. You can enter multiple time intervals and styles, and then click OK to apply these changes to the report.


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FORMATTING dATE COLUMNSThere are times when the dates displayed in reports do not match the format you would like to use. For example, the Submission Date column may use the month, day, year, and time of submission. To change this so the column only lists the month, day and year of submission, right-click on the Submis-sion Date column and select the Format Data option. You can then select the format that you would like the data to be displayed in and click OK.


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The image above has the results before formatting the Submission date (left) and after (right). NOTE: This can also be applied to calculated columns and columns that display numbers.


June 2012

eXPoRtInG RePoRt ResULtsThe Cognos reporting tool supports a variety of export formats, including PdF, Excel, CSv, and XML. The steps for exporting report results are different for Standard and Build Your Own Reports.

EXPORTING REPORT RESULTS FROM A STANdARd REPORTFrom the Standard Report results screen, click the View button ( ) to view or save the report results as HTML, PdF, XML, or Excel files.

EXPORTING REPORT RESULTS FROM A BUILd YOUR OWN REPORTFrom Build Your Own Report results, export the results by clicking the Run Report menu item on the left side of the screen. From that menu, click the viewing option you would like, and the system will prompt you to open or save the file in the specified format.


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sCHeDULInG RePoRtsAny report you have saved in your My Folders can be scheduled to be delivered to you and to other people in your organization. Locate the scheduling icon in the actions section of your list of reports. Click the Schedule icon beside the report you would like to schedule.

The first thing you can set is the Frequency of how often you would like the report to be delivered. You can choose from daily, weekly, monthly or yearly options. Next, by checking the Override the Default Values check box, you can select the Format and Delivery of your report. Be sure that you uncheck any options you do not want.

NOTE: The Print the report option does not apply to ScholarOne Manuscripts.


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When setting up the report to be sent by email, check the box beside the Send a link to the report by email option. Then to designate how the email will look, click the Edit the options... link.

There are several options to choose from:Include a link to the report – The recipient will need to log into ScholarOne Manuscripts with their User ID and Password to access the report via the emailed link. Because of this authentication, the user will only see data that they have permissions to see (Editors will only see data related to submissions they are assigned to).Attach the report – When you attach the report as a file, the recipient(s) will see exactly what you see. This means an Editor would be able to see information about all submission and not just the one they are assigned to.

When setting up the report to be sent by email, check the box beside the Send a link to the report by email option. Then to designate how the email will look, click the Edit the options... link.

There are several options to choose from:Include a link to the report – The recipient will need to log into ScholarOne Manuscripts with their User ID and Password to access the report via the emailed link. Because of this authentication, the user will only see data that they have permissions to see (Editors will only see data related to submissions they are assigned to).Attach the report – When you attach the report as a file, the user will see exactly what you see. This means an Editor would be able to see information about all submission and not just the one they are assigned to.

Best Practice: If you include a link to the report, we recommend adding instructions in the email body on how to access the report by logging into Scholar-One Manuscripts.


SCHOLARONE®ScholarOne, a Thomson Reuters Business, provides comprehensive workflow management systems for scholarly journals, books, and conferences. Its web-based applications enable publishers to manage the submission, peer review, production, and publication processes more efficiently, increasing their profile among authors, decreasing time-to-market for critical scientific data, and lowering infrastructure costs. ScholarOne offers workflow solutions for the submission and review of manuscripts, abstracts, proceed-ings, books, grants & awards, and production. Supporting over 365 societies and publishers, over 3,400 books and journals, and 13 million users, ScholarOne is the industry leader. FIND OUT MORE ABOUT SCHOLARONE MANUSCRIPTSTo learn more, visit www.scholarone.com or contact the office nearest you.

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