Reporter Pro - Generate Reporter Pro Student Reports

Stephen Ryan -

Once you have completed your Reporter Pro academic reports you will need to generate the PDF files to be printed. All the student reports can be generated in a single bulk operation.

To do this login to SAS (note that you will need access to the Reporter Pro settings in SAS, which typically only the administration staff and the principal will have), then go to the Reporter Pro menu, Reporting menu and Create Student Reports:

You will now see the Create Reports screen which provides many options on how these reports can be generated:

In the left hand side of this screen you can select the students to be generated in the Report Output. You will notice in the screen above that the PDF icon is beside the Class item, which means all students in all classes will be included in the output. If you wanted to generate reports for a specific class, then you just need to select the desired class, which will then have the PDF logo beside it.

For example if we wanted to only generate the reports for the Year 2 class we would select Year 2 for generation as follows:

The next important thing to note is how the files are generated.

Some of the commonly used export methods include (these are the most common):

  • Single File - Every student report will be combined into one file.
  • Year - A separate file will be generated for every school year.
  • Class - A separate file will be generated for every class.
  • Student - A separate file will be generated for every student.

The important thing to note here is when you are generating your final student reports for printing, you will want to generate a single file for every student - to do this select STUDENT from the Create PDF Files drop down list. This will ensure that the booklets print as expected. When printing multiple reports from a single file Adobe reader will treat the content as one booklet (rather than multiple four page booklets) and the pages may print out of order. Usually the reports look ok at first glance but after closer inspection you may find different student details on each of the pages. 

Once you have selected the export method you can optionally specify the sort order that the individual student reports will appear in the output. 

The remaining options do not need to be modified as the default values are required for the reports to be generated successfully.

Finally, you will need to select the location where you would like the generated report files to be saved. This needs to be done carefully as it is easy to save these files to the SAS server itself which only the CEO IT team have access to, so you need to be sure to generate these files to a location where you can access them.

To do this click the browse button (three dots) beside the folder name. This will bring up the folder selection screen. You should see something resembling the following image:

Underneath computer you will see the available drives, the important thing to note here is the difference between the drives on the SAS server and the drives on your local machine. Note in the image above the drives that end with 'on BTHCEO-TECHPC01' (highlighted in red) that have a different icon to the rest. In this case C is the drive letter and BTHCEO-TECHPC01 is the name of my machine so these will vary depending on the drives your machine has and the name of your machine.

Saving files from SAS to your Windows PC

If you are using a Windows machine the easiest way to export the reports to your machine is to create a directory on your C drive. For instance if I create a directory called 'SASExports' under the C drive of my machine then it is very simple to locate this directory from SAS.

Once you have created this folder then from SAS expand C on Your Machine Name and then directly within this you should see the directory that you created.

You may not have permission to create a folder under your C drive directly so if this is the case you may need to find your desktop directory. To find your own desktop from within SAS, expand C on Your Machine Name and then underneath that expand Users, then underneath that you should see a folder with the name of the user you are logged in as. Expand your user folder and underneath that will be your desktop.

1. Select the

 

The full path will be: C on <your machine name>\Users\<your user name>\Desktop

Saving files SAS to your Mac

The process for selecting an output directory on a Mac is essentially the same. It is fairly easy to locate your desktop folder and save the files there.

The only difference is the drives on your Mac won't be identified with a letter so you may need to search through to find the correct drive.

In this case here where I am accessing SAS from a Mac I see the following:

In this case I expand Macint1 to find the Users folder (I am logged into my Mac as the testmac user so I locate that folder under the Users folder):

Then underneath my testmac user folder I  can now see my Desktop folder:

Once selected you can now save the reports to your desktop. 

Completing the export

After clicking OK you will see the folder output name similar to the following (it will vary based on your username and whether you are exporting to a PC or a Mac). The important thing to note here is that the folder name starts with \\tsclient as highlighted below:

If the folder name does not start with \\tsclient it means that you are saving the files to the SAS server instead of your own machine and will not be able to access the files after they are generated.

The file name only needs to be provided when generating all reports to a single file. If you are generating a PDF per class, year or student then the PDF file name will be the name of the class, year or student respectively.

 

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