Monitor Batches

Search Menu

You can perform a simple text search or use the Search menu to search for information.

• To perform a text search, enter the text or string in the Search field, which is located to the right of the Search menu and click Enter. Client Reporting searches through the information on the Batch Status window for a match. If a match is found, the row is highlighted.

• To use the Search menu, click the arrow next to the Search link. The Search menu displays the options described in the following table.

View an Imaged Reporting Package

When a package in the batch has progressed through the imaging stage of the workflow, the Report column on the Packages tab of the Review Batch dialog box displays a link to an imaged report.

Double click the link to display the report in the Advanced Report Viewer.

When accessed from the Review Batch dialog box, the Advanced Report Viewer displays a drop down list of the clients or entities in the current batch. The drop down list is displayed in the upper right corner of the Advanced Report View. You can use the drop down list to view each package.

While viewing the report, you can convert it to a Power Point or HTML format as described in the following section, Convert Imaged Reports to Another File Format.

Convert Imaged Reports to Another File Format

You can convert imaged reports to a variety of other file formats, including Power Point and HTML. The embedded version of HTML better handles reports that include logos or other image files.

To convert an imaged report to another file format:

1. Select a report and click Save As.

2. Select a format from the Save as type drop down list.

Change the Approval Status

While reviewing an imaged reporting package, you have the option of changing the approval status.

To change the Approval Status:

1. Click the Approval Status link while reviewing a batch report in the Advanced Report Viewer.

2. Select one of the following options.
   - View Batch’s Approvals. Displays approvals from the current batch. This allows you to view the entire workflow for the current batch. Any date filter settings on the main Approval Status window are applied.
   - View Package’s Approvals. Displays approvals from the current package. This allows you to view the workflow for the entity or client contained within the package currently being viewed. Only approvals defined at the entity or client level are displayed. Any date filter settings on the main Approval Status window are applied.
   - View Package’s Next Pending Approval. Displays next approval for the selected client or entity. If more than one approval record exists or more than one approval exists at the next order value, all are displayed. Any date filter settings on the main Approval Status window are applied.

Distribute Reporting Packages Ad Hoc

To distribute a reporting package ad hoc (manually):

1. Click Review Batch.
   You see the Review Batch dialog box.

2. Select the Packages tab and select the completed batch that you want to distribute. Click Adhoc distribution.
   You see the Batch Distribution dialog box.

3. Complete the fields on the Batch Distribution dialog box as described in the following table.

Submit a Batch

Users who are not granted permission to use the Maintain Batches window can be granted permission to submit batches using the Batch Status window.

To submit a batch on an ad hoc basis:

1. Select a batch on the Batch Status window and click Submit Batch.
   You see the Submit Batch dialog box.

2. Complete the following fields on the Submit Batch dialog box.

To Re-Submit a Batch:

1. Open the Batch Status window.

2. Click the Re-Submit Batch link.
   You see the Re-Submit Batch dialog box.

3. Select a batch to submit for a subsequent run. If a batch was created for more than one entity or client, you can re-submit it based on the status of the detail records. If there are approvals associated with the batch being resubmitted, a new approval record is not created. Clear the All check box to re-select package status values.

4. Click OK.

Cancel a Batch

You can cancel a batch on the Batch Status window at the batch level, or package level regardless of its current status or stage.

To cancel a batch:

1. Open the Batch Status window.

2. Click the Cancel Batch link.
   You see the Cancel Batch dialog box.

• The STATUS of the selected batch is updated to L. This instructs the Client Reporting engine to stop processing the batch record. The batch, its packages, and related jobs are all cancelled.

• The Cancel Batch dialog box displays a tree structure that models the contents of the batch. The top branch represents the batch record and the lower branches represent the packages in the batch. The batch level branch reflects the CR_BATCH record and the package level branches reflect the CR_BATCH_DETAIL records related to the batch.

• To cancel a batch at the Batch Level: Select a “top branch” package on the Cancel Batch dialog box. This cancels the entire batch, including all of the packages contained within the batch.

• To cancel at batch at the Package Level: Select a “lower branch” package on the Cancel Batch dialog box. This cancels that package only. The remainder of the packages in the batch are processed. The package level records are displayed in the Cancel Batch dialog box only after the package has reached the imaging stage. This is because until the imaging stage, when the Advanced Reporting engine has been submitted, there is no engine related to the package that can be terminated. Once a package has reached a status of Completed, that package no longer appears eligible for cancellation. No check box within the Cancel column is displayed on the Cancel Batch dialog box for that package.

Kill Requests

When a cancel batch request is submitted to the PACE Server, the Client Reporting engine uses the CR_BATCH and CR_BATCH_DETAIL records to resolve back to related SCHEDULE_DEF and SCHEDULE_QUEUE records. A Kill Engine request is submitted to stop the processing of the packages, and the PARENT_QINSTANCE value within the SCHEDULE_QUEUE record is used to find any related engines spawned by the parent record. These processes are also terminated. The CR_BATCH and CR_BATCH_DETAIL records are modified to a status value of Cancelled (L).

Each engine type deals with Kill requests differently. A batch may continue to be processed during the imaging or distribution phase if the Kill request is not detected in time by the underlying engine.

The following table describes how the Client Reporting related engines handle Kill requests.

Delete a Batch

To delete a batch:

1. Open the Batch Status window.

2. Click the Delete Batch link.
   You see the Delete Batch dialog box.

3. Click Delete Batch. The CR_BATCH and CR_BATCH_DETAIL records associated with the selected batch is deleted.
   If you selected an active batch, a message appears notifying you that an active batch will be cancelled as part of the delete process.

View Batch Approvals

The View Batch’s Approvals option on the Batch Status window displays details about the approvals that are associated with the selected batch or the entities or clients within the batch. To use this option, select a batch, right-click your mouse, and select View Batch’s Approvals from the popup menu. You see the Approval Status dialog box.

You can update the approval status using the ellipses button and filter the data. Right-click your mouse and select a filter from the popup menu.

View Batch Distributions

The View Batch’s Distributions option on the Batch Status window displays details on the selected batch distribution. To use this option, select a batch, right-click your mouse, and select View Batch’s Distributions from the popup menu. You see the Batch Distributions dialog box.

This dialog box lists the distributions that have occurred for the selected batch, including the batch name, Advanced Profile name, client/contact ID, distribution category, communication type and value used, and distribution time stamp.

Right clicking your mouse anywhere on the Batch Distributions dialog box displays a popup menu with options that allow you to view all batches, only your batches, the event log file, recall one or more distributions, and recall all distributions.

Recall One or More Report Distributions to the Portal

The Recall Distributions option, available when you right-click your mouse on the Batch Distributions dialog box, allows you to recall one or more reports that have been distributed to the Portal. This involves deleting the physical file that was distributed, as well as deleting the database records that indicate an Inbox item within the Portal. This functionality helps automate file retrieval in the event that a package is distributed in error.

You can recall the distribution if at least one package within a batch status record has moved past the distribution stage and the Portal is the destination.

To recall one or more reports that have been distributed to the Portal:

1. Select one or more clients on the Batch Distributions dialog box.

2. Right-click your mouse and select Recall Distribution from the popup menu.
   The reports that have been distributed for the selected clients are deleted from the Portal. Once the distribution is recalled, the status column on the Batch Distributions window displays Recalled. If a batch was cancelled and some of the packages were distributed, the Recall Distribution option is still available.

To Recall All Report Distributions to the Portal

1. Right-click your mouse on the Batch Distributions dialog box.

2. Select Recall All Distributions from the popup menu.

Evaluate Workflow Events

The Evaluate Workflow Events option on the Batch Status window evaluates all of the current batch and approval records in Client Reporting and, if necessary, updates the batch and approval statuses. To use this option, select a batch, right-click, and select Evaluate Workflow Events from the popup menu.

Normally, a manual approval causes the Client Reporting engine to run, thereby enabling the next dependent approval or progressing the batch to the next stage. However, if an approval status record is updated directly through the database and not through the Client Reporting’s Approval Status window, the Evaluate Workflow Events functionality recognizes the updated approval status value and either enables the next dependent approval record or advances the batch to the next stage.

This option is also available on the Approval Status window.

Retrieve the Batch Log

The Batch Log option on the Batch Status window allows you to quickly locate, save, and analyze the PACE Server logs related to a batch.

To retrieve batch logs:

1. Select a batch on the Batch Status window,

2. Right-click, and select Batch Logs from the popup menu.
   You see the View Batch Logs dialog box. The View Batch Logs dialog box displays the current batch and its current status, as well as the status of the packages contained within the batch. The Advanced Reporting and Concentration logs are listed for each package within the batch, whether the batch is created at the entity or client level. If a certain package has not reached the imaging stage, no logs are displayed for that package. Similarly, if the selected package has not yet reached the distribution stage, or the related clients are not configured to received distributed reports, no distribution logs are displayed for that package.

3. To save the logs, right-click and select Download from the pop-up menu.

Work With the Batch Status and Control Window

Client Reporting also includes a Batch Status and Control window. This window provides you with an overview of the current scheduled Client Reporting batch cycle, including batches that are scheduled to run in the current period but have not yet begun processing. Batches that have been submitted on an ad hoc basis are not displayed on the Batch Status and Control window.

The Batch Status and Control window is based on the existing Batch Status window. Control of the columns contained within the window, the filters used to return data to the window, and the sorting of the data within the window are all the same controls that exist within the Batch Status window.

If the Batch Status window is launched and the window is filtered to display only batches with a Start Date value of the current day, the window shows all batches that have been submitted (either scheduled or on an ad hoc basis) and were picked up by the Client Reporting engine during the current day. This window only retrieves records from the PACE_MASTERDBO.CR_BATCH table.

However, this same filter applied to the Batch Status and Control window only displays those scheduled batches that have been submitted and were picked up by the Client Reporting engine during the current day, as well as those batches which are currently scheduled to run during the current day. The Batch Status and Control window is intended to provide a full view of the batches that are due to be processed during a given time period, so those batches which have not yet begun processing are displayed in the window. This enables you to assess more quickly the batches that are impacted by errors or by slow processing in current batches.

Records that represent batches that are scheduled to run within the displayed time frame are displayed in green in the Batch Status and Control window. These records do not have all of the functional links available to them since they do not represent active batches.

The Cancel Batch link, for example, is not enabled for batches that have not yet begun processing so there is no engine or process to cancel if the batch is not running.

The Show Batch Details link, however, is available for these records. This feature retrieves data from the RULESDBO.CR_SCHEDULE_LIST table to display the entities or clients contained in the batch when the batch has not yet been submitted. Active batches return data from the PACE_MASTERDBO.CR_BATCH_DETAIL table to display this information.

Configure Batch Statuses

The Configure link on the Batch Status window displays the Configure dialog box.

Configure Dialog Box - Batch Status Tab

The Batch Status tab allows you to configure settings for the batch statuses displayed on the Batch Status window.

A description of the options on the Batch Status tab follows.

Configure Dialog Box - General Tab

The General tab in the Configure dialog box has a number of settings that apply to all Client Reporting functions.

A description of each option on the General tab follows.

Configure Dialog Box - Print Options Tab

Use the Print Options tab in the Configure dialog box to control printing options.

A description of each option on the Print Options tab follows.