Managing and Running Canvas Reports

After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Run reports
  • Share reports
  • Manage reports

Canvas Report Execution

To view or generate the result of the reports that is created in Report Center, you must run a report.

Choose Run under the Action column OR the report name for the report that you want to generate a report.

Reports with runtime (user prompted) filters or date options, will prompt the report consumer to make filter selections before displaying results. The report consumer will see a popup on top of the report page with filter criteria before seeing report results.

List Report Filters allows you to filter the report on the available analysis filters - for example, Department, Division, Gender.

Create a custom filter to ensure filter values automatically update if they meet the selected criteria. To do this, complete the following steps.

  1. Select the Filter Field to use for the filtering.
  2. (If required), select Custom filter.
  3. Select the comparison operator.
  4. Enter the value.
  5. Click Select to make the value the active selection.
  6. Click OK.

Tip #1: Text entry is case-sensitive.

Tip #2: In some cases, you can use a Dynamic variable, which will vary depending upon the field that is selected data type.

Use value filters to provide specific values either by entering the values or selecting from existing values in the system. To do this, complete the following steps.

  1. Select the Filter Field to use for the filtering.
  2. (If required), select Report values.
  3. Select to include or exclude the selected values.
  4. Choose to either enter values OR select from available values in a searchable list. Not all fields will include the ability to enter values.
  5. Select one or more values and click select.
  6. Click OK.

Date option filters allow filtering results on date fields. You can use a specific date or a range of dates.

  • An As Of date option allows you to choose a single date to filter the report. Only valid records as of the chosen date will be shown in the report.
  • A Date Range date option allows you to choose a date range to filter the report. All records valid on the chosen dates will be shown in the report.

In either case, you can use static dates that you enter, or you can use SAP SuccessFactors defined dynamic dates.

Tip: you can use the dynamic As of Date option 'Last Successful Run Date' to get all the new records since the last time the report was run.

To edit the columns, complete the following steps.

  1. Schedule the list to excel / CSV formats which are accessed in the View Schedules location of the Report Scheduler in Report Center
  2. Schedule the list to the Report Distributor (if you have permissions)
  3. Navigate the pages of the list
  4. Open the View Panel
  5. Show / Hide columns in the list
  6. Change the order of the columns in the list
  7. Change the Sort order of the list
  8. Add / remove columns used in sorting the list
  9. Reset the list back to the default view

Report Content Export

When the reports are published or previewed, report consumers have three options for exporting reports. By choosing the appropriate icon, they can export one of the following:

  1. The entire report page into PDF, Word, or PowerPoint: choose the appropriate icon at the top right corner of the page
  2. A single list report or pivot table component into Excel or CSV format: choose the Excel icon at the top-left corner of the list report
  3. A single list report or pivot table component for an offline run: choose the blue envelope icon at the top of the list report and select Export in the background.

When a user exports a list report there are two export methods that are supported:

  1. Export in the background (accessed in Report Scheduler).
  2. Export using Report Distributor bundle.

You are not able to export where the output launches immediately.

Actionable Analytics

When report consumers run a report online, they can take action right from the report. In the example shown above, a user can view things like employment details or update employment records just by right clicking on the card beside "wsown1."

This enables users to make immediate changes if they see anything that needs adjustment while reviewing a report. Depending on the type of data users are viewing, the available options will vary.

Actionable analytics are only available for reports that include certain fields, such as the User Sys ID or form IDs

Report Distributor


This section discusses the functionality of the Report Distributor. Report Center has its own report scheduler. For more details on the Report Center scheduler, review the Report Center section of the document.

The Report Distributor tool allows users to schedule and distribute reports via email, send reports to a SFTP server, or run reports offline.


You can only select email recipients that have a valid accessed Report Center at least once.

Users who want to distribute reports using the Report Distributor need to have the Report Distributor permission enabled.

First, you need to create bundles containing the necessary reports. Then you can select the output format, the items to distribute, the destination, the recipients, and the schedule.

Report Distributor Access

To launch Report Distributor, complete the following steps.

  1. Log in to SAP SuccessFactors.
  2. Navigate to HomeReportingReport Center.
  3. Select View Schedules.
  4. Select Switch to the legacy Report Distributor Tool.
  5. The Report Distributor screen opens.

Bundle Creation for Email Distribution

To create and schedule a bundle that can be sent using email, complete the following steps.

  1. Go to the Menu box and choose New Bundle.
  2. Create a bundle name and choose OK.
  3. Select the bundle name.
  4. From the Items tab, choose Add Item, and choose Add Report or Excel Table.
  5. When the report or table is added you will see it listed in the Items tab.
  6. To email the data from the selected report bundle from the Destination tab, select the Email radio button, and choose Edit Recipients to set up specific users to receive the report bundle.
  7. Choose Add Recipients.
  8. Select the users and choose Add. All email addresses added must be associated with a user in the system. You CANNOT add freeform email addresses. When you are finished, select Close. To have the report sent at a specific time, choose ScheduleAdd.
  9. Enter the required information in the Scheduler box and choose OK.

    If the total attachment size on a Report Distributor email exceeds 13MB, the attachments are zipped. If the zipped size still exceeds 13MB, attachments are discarded and a message is included in the email to notify the recipient.

    Customizing Report Distributor Emails

    You can personalize the address, subject, and body of the three types of emails that Report Distributor sends:

    • Default: A standard email sent to a recipient with the report
    • Override for: A customized email for a specific bundle sent to a recipient
    • On Completion: An email sent to the sender after the report distribution process is complete

    Emails sent using Report Distributor arrive with a SAP SuccessFactors domain name. While it is not possible to edit the "" in the email address, some customers choose to edit the prefix with their own company name:

Report Sharing

The Share action enables a report creator to share the report with other users. To share a report, complete the following steps:

  1. Choose the action button to the right of the canvas report.
  2. Select share.
  3. Select the appropriate Users, RBP Roles, Group and Dynamic.
  4. Save your changes.

    Sharing is covered in the Report Center Unit.


Sharing with groups and roles requires an administrative permission.

Multiple Report Management

If you have the appropriate permissions, you can change the report author of existing reports. In general, report authors have full permissions to that report. Typically, the report author is assigned the management of the report and may need to transition that responsibility to someone else, such as when the report creator "hands off" the management of the report or the current report owner leaves the company.

Change Author is available in the action list if the current logged-in user is the current author. The Change Author option is also available for canvas reports if the user has the functional permission: Canvas Designer Admin.

Report Transfer

When you have created and tested a report in the Test instance, you can then transfer the report definition to the production instance.

When you are transferring reports, it is important that the configuration with both the source and the target instances are synchronized.

To export report definitions in Report Center, select the action button for the report you wish to export and choose export. You will be prompted to save the file.

If you wish to export multiple reports at once, select all the reports and use the export button to create a ZIP file of the exported report definitions.

Uploading Reports

The downloaded file can be uploaded in another instance.

With Report Center, select the Import button. You will be asked to give the report a name, description, and locate the XML file. Then click Import.

Report Validation

When a report has been uploaded to the new instance, it is important to validate the report against the configuration of that instance.

You can access the validation tool by navigating to Canvas Validationtool.

For more information on Report Transfer and Validation, refer to "Configuring Report Center" on the SAP Help Portal.

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