Education And Training

1
CTC IT DIVISION

• Education And Training

PivotLink User Training Version 4.2 Guide May 2009
2
Table Of Contents

• What is PivotLink page 4
• Logging on to PivotLink page 5
• Changing passwords page 6
• Reports screen page 7
• Opening a report page 8
• PivotLink sample report page 9
• PivotLink screen descriptions page 11
• Export to a file page 13

3
Table Of Contents

• Export to a PDF page 14
• Working with headers page 15
• Working with metrics page 20
• Saving a report page 23
• Deleting a report page 26

4
What Is PivotLink?

• PivotLink is an interactive business software
  product that enables users to build a variety of
  views of the data in the Colleague administrative
  information system.

5
Using PivotLink

• Logging On To PivotLink

• Open an Internet Browser.
• Go to https//ctc06.pivotlink.com/
• Enter User ID and Password.
• Note  You can type ctc.pivotlink.com in the
  address area. to access PivotLink. The address
  connects to our secure server for login.

6
Using PivotLink

• Changing Passwords

• Click Change Password in the upper right hand
  corner of the Reports screen.
• Enter New password.
• Retype password.
• Click Submit.

7
Using PivotLink

• Reports Screen

• Users can access shared folders and reports of
  others within the same security class. To
  quickly access this page click on the Home tab on
  the upper right of your screen.

8
Using PivotLink

• Opening A Report

• PivotLink provides filter prompts that allow
  users to select input values before a report is
  built.
• Click View report to display results of value
  selection.

9
Using PivotLink

• PivotLink Sample Report

• Based on the design and values selected, users
  can modify reports to suit their requirements.

10
PivotLink Version 4.2 Guide

• Viewing Information

11
Viewing Information

• PivotLink Screen Descriptions

Automatic View Text format view for reports
greater than 10,000 cells.
HTML View Displays data in a table format.
Static View Use to capture a page for screen
shot or a quick print.
Various Charts Displays a chart for the
selected data.
12
Viewing Information

• Automatic View

13
Viewing Information

• HTML View

14
Viewing Information

• Static View

15
Viewing Information

• Funnel Chart

16
Viewing Information

• Export To A File

• Export data into Excel, Word, or a Web Browser.
• Click the Export button.
• Select your data source by clicking on the radio
  buttons.
• Select any special instructions for header values
  by clicking on the checkboxes.
• Choose application to export to (MS Word, MS
  Excel, Web Browser) from the pull down menu.

17
Viewing Information

• Export To A File (cont.)

• Select format options by clicking on the
  checkboxes.
• Click the Export button.

18
Viewing Information

• Export To A PDF

• Export data into PDF format for printing.
• Select the options for the PDF file you are
  creating.
• Click the Export button.

19
PivotLink Version 4.2 Guide

• Performing Headers Analysis

20
Performing Analysis

• Working With Headers

• Headers allow users to choose and arrange data
  fields to customize reports.
• Click the arrow next to the Headers button.
• Click on Modify Headers.
• Select a category under Header Pool and drag and
  drop the appropriate fields for your report.

21
Performing Analysis

• Header Placement

• Row - Displays the header and lists the records
  included down the report.
• Column Displays the header and lists records
  across the report.
• Page Displays the header as tabs that can be
  selected to view individual tables.

22
Performing Analysis
Header Placement
Header Lists available headers and options.
Placement Displays the header as row, column,
separate page, or in the Header pool (not
displayed in the report, but available from the
report screen).
Display Subtotal Displays a subtotal for a
selected header.
Filter Used to query the data in headers.
Multiple filters can be checked.
Order Used to arrange the headers in the
report.
23
Performing Analysis
Manipulating Headers

• Used to create a separate table for each row or
  column header field.
• Used to move columns to the left.
• Used to filter specific values for a header
  field.
• Used to toggle subtotal on/off.
• Removes header field from a report.

24
PivotLink Version 4.2 Guide

• Performing Metrics Analysis

25
Performing Analysis

• Working With Metrics

• Users can choose metrics to do display Total,
  Change, and custom calculations.
• Click the arrow next to the Metrics button.
• Click on Modify Metrics.
• Select a category under Metrics Pool and drag and
  drop the appropriate fields for your report.

26
Performing Analysis
Manipulating Metrics

• Sorts rows in descending order.
• Sorts rows in ascending order.
• Filter on values of the variable in the column.

27
PivotLink Version 4.2 Guide

• Saving PivotLink Reports

28
Saving Reports To PivotLink Folders

• Saving A Report

• When saving a PivotLink Report, only the layout
  is saved. Data within the report is refreshed
  each night. When a report is opened, information
  is displayed from the previous days changes to
  Colleague.
• To save the report, click the Save as option.
• Select your account folder name in the Folder
  title section.
• Click Next.
• Note  If you have more than one security class,
  select the folder that corresponds with the type
  data that you are working with (Student, Finance,
  HR, etc).

29
Saving Reports To PivotLink Folders

• Saving A Report (cont)

• Enter the name of the report in the Save report
  as section.
• To allow others access to a report, deselect the
  checkbox beneath the Save report as section.
• Click Save.
• Click View report to open your report.

30
PivotLink Version 4.2 Guide

• Deleting PivotLink Reports

31
Deleting Reports From PivotLink Folders

• Deleting A Report

• On the Home page, click on the Folder Management
  link next to you folder name.

32
Deleting Reports From PivotLink Folders

• Deleting A Report (cont)

• Under the Delete report column, click the
  checkbox next to the report (s) you want to
  delete.
• Click Save Changes.
• When prompted, click OK to continue.
• Click the Home tab to return to the Reports
  screen.

33
CTC IT DIVISION

• Education And Training

QA?Educational RequestsContact Angela
Marsangela.mars_at_ctcd.edu
Technical QuestionsContact the IT Help
Deskhelp.desk_at_ctcd.edu254-501-3103