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Archiving and Publishing Reports

After a report is run, it can be stored in the Reports Archive for the context in which it was run. For example, a report run within a Unit is stored in the Archive for that Unit. A report run for a Survey or other instrument is stored in the Archive for the context associated with instrument. A report that is in the Archive can also be stored in the Content Collection. After a report is in the Archive, it can be shared throughout Outcomes Assessment.

Running a report applies the data from a context to a Report Definition at a moment in time and generates an output file. Report Definitions can be set to run immediately when a user clicks Run from a context, or set to be part of a queue of reports that runs at a scheduled time when the user clicks Run.

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How to Run Reports

Reports are run from within a context of Outcomes Assessment.

  1. Navigate to the context you want to run a report from.
  2. On the Plan/Measure/Improve panel, click Run Reports. The list of available reports appears.
  3. Navigate to the report you want to run and access the contextual menu.
  4. Select Run.

The user can select the format of the output file and apply a Report Brand to determine the appearance of the header and footer. Brands must be created beforehand. It is not possible to create a brand while running the report. Upon submission, the report will be run and display in the selected format.

After a report is successfully run, the user has the option to archive and publish the report. Reports that are stored in the Archive can be made public or secure. They also can be tagged with user defined information. Reports that are published are made accessible in the defined contexts. Users within those contexts can view the reports by clicking Reports Archive.

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Reports that have been successfully run can be stored in the Content Collection, where permission to view the reports can be managed by issuing passes or by system role and user account.

Reports can be downloaded to your computer.

How to Add Report Bundles

Report Bundles are designed to run a group of reports together to release report data across the system at the same time. For example, at the end of a term, all Course Evaluation reports are run, providing results to all Units at the same time.

To add a Report Bundle:

  1. Navigate to the context you want to add a bundle to.
  2. On the Plan/Measure/Improve panel, click Run Reports.
  3. Select Report Bundle List.

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  4. Click Add.
  5. Type a Name for the bundle.
  6. Select the Reports you want to include in the bundle.
  7. Click Submit.

All Report Bundles are run as scheduled reports. The day and time of scheduled reports is set by system administrators. When a Report Bundle is run, the group of reports is added to the Scheduled Reports Queue. The user is prompted to enter a location for the Report Archive.

Setting Report Schedules

If you click Run on a scheduled report, the report will run at the scheduled time. Schedules are defined by your Institution Administrator to ensure that large reports do not take up system resources at times of peak load.

Administrators set the report schedules from the Administrator Panel under Reporting. They can find the list of reports to schedule on the Report Definitions page.

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Administrators set the start time for the scheduled report queue and the length of time the queue will process reports on the Manage Report Schedule page. If the system does not complete all scheduled reports in the allotted time frame, the system will begin where it left off during the next scheduled processing window.

Individual reports cannot be set to run at a specific time. All reports that are scheduled are entered into the queue. Automatic or recurring scheduling is not available. Users must run the scheduled report to have it added to the nightly queue.

Scheduled Reports Queue

The list of reports that are scheduled to be run can be accessed on the Administrator Panel by clicking Reporting > Scheduled Reports Queue. The Schedule Reports Queue lists Pending and Completed reports. Administrators can remove scheduled reports from the queue.

How to Set Time for Scheduled Reports to Run

The time that reports are scheduled to run is set in the bb-tasks.xml file. Setting this value requires access to Blackboard Learn application files and a text editor. Before making changes to the bb-tasks.xml file, make a backup copy of the original.

The bb-tasks.xml file is located in the following directory:





Follow these steps to change the scheduled time for running reports:

  1. Stop Blackboard services using the ServiceController command line tool.
  2. Open the bb-tasks.xml file and locate the following section:

    <task-entry key="" version="60">
        <task classname="blackboard.platform.reporting.service.ScheduledReportQueuingTask" >
        <property name="db.registered.delay" value="scheduled_report_queuing_start_time" />
        <property name="db.registered.period" value="scheduled_report_queuing_interval" />
        <property name="time_sync_pause" value="60000" />

  3. Replace the scheduled_report_queuing_start_time with a time of day expressed as hh:mm. This value uses a 24 hour clock. For example, 13:30 is equivalent to 1:30 P.M.
  4. Replace the scheduled_report_queuing_interval with duration expressed in hours. For example, a value of 48 will run the scheduled reports once every two days.
  5. The section should now resemble the example below:

    <task-entry key="" version="60">
        <task classname="blackboard.platform.reporting.service.ScheduledReportQueuingTask" >
            <property name="xml.registered.delay" value="13:30" />
            <property name="xml.registered.period" value="24" />
            <property name="time_sync_pause" value="60000"

  6. Save the changes to the bb-tasks.xml file and restart services.
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How to Archive Reports

After a report is successfully run:

  1. Click Archive Report.
  2. Type a Name for the archive.
  3. Select Public, if you want for all users to see the archive.
  4. Select Secure.
  5. Under Publications, click Browse to select places to publish a link to the archived report.

    Publishing a report places it in the Reports Archive for that context. Reports can be published to:

    • Programs
    • Improvement Initiatives
    • Courses
    • Units
    • Improvement Projects
    • Workspaces
    • Educational Experiences

    A published report can only be modified from its original context.

  6. Click Include Descendants, if you want contexts branched from the one you are in to view the archived report.
  7. Click Submit.

Viewing Archived Reports

Each context includes a Reports Archive that lists reports. From the Reports Archive, users can view reports, share reports, and modify some of the information about the report. Navigate to the context and on the Plan/Measure/Improve panel, select Reports Archive.