The role of Reporting Administrators in Studio manager/Evolve
Report Administrators in Automate Evolve own the governed reporting layer-designing, publishing, scheduling, and controlling access to operational and audit insights built on trusted Evolve SQL views.
The Report Administrator is responsible for the full reporting lifecycle in Automate Evolve and plays a critical role in governance, insight, and operational visibility.
Core Responsibilities of a Report Administrator can be:
1. Create reports by writing SQL queries against predefined Evolve SQL Views
2. Publish reports for wider consumption
3. Schedule report refreshes
4. Share reports with users or application groups
5. Pin chart‑based reports to the Evolve home page
6. Edit or delete existing reports
7. View and validate report data
This makes the Report Administrator the single point of control for trusted, governed reporting in Evolve.
Benefits and Value:
1. Ensures consistent reporting using fixed, supported SQL views (no uncontrolled schema access)
2. Separates execution workflows from analytics reporting
3. Enables operational dashboards (widgets) and detailed audit/usage reports
4. Supports licensing, usage, SLA, and process monitoring scenarios
Using Automate Evolve Data to Build Power BI Dashboards:
Automate Evolve stores workflow, usage, and audit data in a SQL Server database and exposes a governed Reporting Views layer. These predefined SQL views are designed specifically for reporting and are compatible with external BI tools such as Power BI and Tableau.
Step‑by‑Step: Generating a Power BI Dashboard from Evolve Data
Step 1: Identify the Relevant Evolve Reporting Views
Evolve provides predefined SQL views (for example, process history, task assignments, ROI, and license usage).
Step 2: Ensure Appropriate Access
To consume Evolve data externally:
The customer's BI team is granted read‑only SQL access to the Evolve reporting database. No changes are made to underlying tables-only the reporting views are queried
Step 3: Connect Power BI to the Evolve SQL Database In Power BI Desktop:
Select SQL Server as the data source
Connect to the Evolve database
Select one or more RPT_ reporting views* as datasets
Step 4: Shape and Model the Data in Power BI
Within Power BI:
Combine multiple Evolve views if required (for example, workflow + ROI)
Apply filters, calculated measures, and time‑based aggregations
Keep transformations in Power BI rather than altering Evolve data
Step 5: Build Dashboards and Visualizations
Power BI dashboards typically include:
KPIs for process volume, completion time, and SLA breaches
Trend analysis (monthly, quarterly workflow activity)
License utilization and time‑savings metrics
Drill‑down from summary to individual process instances
Step 6: Refresh and Govern
Dashboards are refreshed on a schedule defined in Power BI
Evolve remains the system of record
Reporting remains governed by the fixed reporting schema
An example citing Product Specification Reporting for NPI – Simplified Flow
1.Product specifications are created and approved by users
Users enter product details using forms
Approvals, comments, documents, and images are captured as part of the process
2. Automate Evolve manages the process
Routes specifications for review and approval
Tracks status (submitted, approved, rejected)
Records who approved what and when
Maintains a complete audit history automatically
3. Evolve prepares reporting data
Key process information (status, dates, owners) is made available for reporting
Data is read‑only and always up to date
No impact on live workflows
4. Power BI creates dashboards
Shows KPIs such as number of specifications, approval times, and pending items
Displays trends by product, plant, or time period
Allows drill‑down to individual product specifications
5. Business users make decisions
Production teams see what is approved and ready
Quality teams monitor delays or bottlenecks
Management gains visibility into process performance
Further information on reporting:
Reporting SQL Views:
https://help.precisely.com/r/t/1016755384/2023-12-31/Automate-Evolve/pub/Latest/en-US/Automate-Evolve-User-Guide/Reporting-SQL-Views
Reports:
https://help.precisely.com/r/t/1016755385/2025-06-09/Automate-Evolve/pub/Latest/en-US/Automate-Evolve-User-Guide/Reports?tocId=1RaGXg8w9yOvy7IfFCLbtQ
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Neha Datta
*Precisely Software Inc.
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