Difference between revisions of "Reports for New AgileApps User Interface"

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Unlike Views, where data is restricted to a single object, Reports can present data from any [[Object]] or from multiple objects ([[Database Views]]). Β 
Unlike Views, where data is restricted to a single object, Reports can present data from any [[Object]] or from multiple objects ([[Database Views]]). Β 
{{Note| For the Legacy user interface, see [[Reports]].}}


==About Reports==
==About Reports==
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Each application in the platform includes a group of standard reports. You can modify an existing report, or build new custom reports on an ''ad hoc'' basis. In addition, these presentation features are included:
Each application in the platform includes a group of standard reports. You can modify an existing report, or build new custom reports on an ''ad hoc'' basis. In addition, these presentation features are included:


:*Build a tabular or matrixed report and optionally group information by rows and columns
:*Build a tabular report and optionally group information by rows Β 
:*Provide basic computation functions with optional row/column count
:*Provide basic computation functions with optional row/column count
:*Color coding
:*Color coding
:*Chart data in a variety of graphic styles
:*Chart data in a variety of graphic styles
<!--:*[[#Schedule a Report|Schedule Reports]] for automatic delivery-->
<!--:*[[#Schedule a Report|Schedule Reports]] for automatic delivery-->
:*Email reports to team members
:*Join and present data from multiple objects to form ad-hoc reports ([[Database Views]])
:*Join and present data from multiple objects to form ad-hoc reports ([[Database Views]])
:*Display reports on the [[Dashboard]] as a [[Widget]] (chart-based widgets are especially powerful)
:*Display reports on the [[Dashboard]] as a [[Widget]] (chart-based widgets are especially powerful)
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:*Bar Chart
:*Bar Chart
:*Meter Gauge
:*Meter Gauge
When you click on a chart segment, several options appear:
:* '''Filter -''' See how the chart appears for selected records.
:* '''Drill Down -''' Select a record field and use it to subdivide the chart segment.
:* '''Group -''' Collect records that share the same value for a selected field.
:* '''Reset -''' Go back to the original chart.


''Learn more:'' [[Charts]]
''Learn more:'' [[Charts]]


===Tabular Reports===
===Tabular Reports===
{{:Tabular Report}}
Tabular reports display data in rows and columns, as a table, with optional [[Color Code]] to highlight significant rows.


===Reports in PDF Format===
===Reports in PDF Format===
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===Run a Report===
===Run a Report===
To run a report:
To run a report:
*Click the Reports tab to display the list of available reports
#Click the Reports tab [[File: Report.png|20px]] to display the list of available reports
*A series of options are available for each report
#A series of options are available for each report
*:;Edit:Modify the report and Save it, or Save As a new report
#:;Edit [[File: Edit.png|20px]] :Modify the report and Save it, or Save As a new report
*:;Delete:Delete the report
#:;Delete [[File: Delete.png|20px]] :Delete the report
*:;Report Name:Run the Report
#:;Report Name:Run the Report
*Click the Report Name to run the report
#Click the Report Name to run the report


=== Report Actions ===
=== Report Actions ===
When a report is viewed, a series of action buttons become available:
A series of action buttons become available on viewing a report.
*'''Click [[File: Action button.png|20px]] icon to:'''


:;Customize: Edit report options
:;Customize: Edit report options.
:;Save: Save the report
:;Excel Print: Save the report as an Excel .xls file. (This option has been removed in the new user interface).
:;Save As: Save the current report with a new name
:;HTML Print: Display the report in a browser window; it can then be printed or saved from the browser.
:;Excel Print: Save the report as an Excel .xls file
:;HTML Print: Display the report in a browser window; it can then be printed or saved from the browser
:;Export: Save the report as a .csv file. Only summary or overview of the report is available but not the record details.
:;Export: Save the report as a .csv file. Only summary or overview of the report is available but not the record details.
*'''Other Action buttons'''
:;Save: Save the report.
:;Save As: Save the current report with a new name.
:;Filter report [[File: Quick filter.png|20px]]: Give the user the ability to select the data that appears in the report.


===Add or Edit a Report===
===Add or Edit a Report===
*From any application, click the Reports tab and choose one of the following options:
#From any application, click the Reports tab [[File: Report.png|20px]] and choose one of the following options:
**Add a new report, click '''[Add New Report]''' Β 
#*To add a new report, click '''[Add New Report]''' Β 
::In the Category tab, select the desired Report Category
#::In the Category tab, select the desired Report Category
::*See [[Database View]] for more advanced report category options
#::*See [[Database View]] for more advanced report category options
:*Navigate to an existing report and click the ''Edit'' link
#:*Navigate to an existing report and click the ''Edit'' icon [[File:Edit.png|20px]]
*Specify the Report Settings, described below.
#Specify the Report Settings, described in the '''Report Settings''' section below
*Click '''[Preview]''' to see how the report will appear
#Click '''[Preview]''' to see how the report will appear
*Click '''[Save]'''
#Click '''[Save]'''
*Select the [[Visibility]] option to specify who can view the report.
Β 


Repeat the process to create new reports from existing reports, building on the established data.
Repeat the process to create new reports from existing reports, building on the established data.
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<blockquote>
<blockquote>
====Select data====
====Select data====
:Click the '''Select data''' tab and select the fields to include in the report. Refer [[Report Fields|Fields]]
:Click the '''Select data''' tab and select the fields to include in the report. Refer [[Report Fields|Fields]].


:In this tab, click '''+''' in '''Formula field''' to define a calculation for this report. Use the [[Formula Builder]] to create it, and take advantage of [[Formula Functions]].
:In this tab, click '''+''' in '''Formula field''' to define a calculation for this report. Use the [[Formula Builder]] to create it, and take advantage of [[Formula Functions]].
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:Optionally, click the '''Define criteria''' > '''Sort by''' tab to select the order of the columns in a tabular report, and/or to define the sort order for records in the report. Refer [[Order]].
:Optionally, click the '''Define criteria''' > '''Sort by''' tab to select the order of the columns in a tabular report, and/or to define the sort order for records in the report. Refer [[Order]].
*'''Filter'''
*'''Filter'''
:Optionally, click the [[Report Filter|Filter]] tab to filter the records used for the report
:Optionally, click the [[Report Filter|Filter]] tab to filter the records used for the report.
Β 
:Click '''Show Quick Filter Layout Configuration''' to give the user the ability to select the data that appears in the report. Then define the user's options in the '''Quick Filter''' tab.


====Color Code====
====Color Code====
:Optionally, click the [[Color Code]] tab to create conditional color-coding of report rows
:Optionally, click the [[Color Code]] tab to create conditional color-coding of report rows.


====Grouping====
====Grouping====
:Optionally, click the '''Grouping''' tab to group records into collections based on the values in selected fields. Use these options to create both ''tabular'' reports and ''matrix'' (cross tab or pivot table) reports. Refer [[Report Group|Group]].
:Optionally, click the '''Grouping''' tab to group records into collections based on the values in selected fields. Use this option to create ''tabular'' reports. Refer [[Report Group|Group]] for more details.


====Computing====
====Computing====
:Use the '''Computing''' tab to summarize data for records included in the report. Record counts can always be produced, but other options like total, average, max, min, mean, median, and standard deviation can be calculated for numeric and currency fields. Refer
:Use the '''Computing''' tab to summarize data for records included in the report. Record counts can always be produced, but other options like total, average, max, min, mean, median, and standard deviation can be calculated for numeric and currency fields.


====Chart====
====Chart====
:If Grouping options were selected, click the [[Charts|Chart]] tab to select charting options
:If Grouping options were selected, click the [[Charts|Chart]] tab to select charting options.
</blockquote>
</blockquote>


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#Click OK in the confirmation. The report is removed from the Reports page.
#Click OK in the confirmation. The report is removed from the Reports page.


===Email a Report===
===Change report view===
Reports can be emailed to other team members or any other recipient.
Reports saved can be viewed in '''List view''' or '''Card view'''. Click '''Change report view''' icon [[File: report view.png|30px]] to change the view of the reports.
Β 
:;List view: Displays the reports in a grid.
Reports can be attached to email messages in any of these file formats:
:;Card view: Displays the reports in card.
:* HTML
You can store the report view preference in your browser's local storage.
:* CSV
:* PDF
Β 
{{permissions|Export Views and Reports|Email a Report}}
Β 
'''To email a report:'''
#From any application, click the '''Reports''' tab
#Click the '''Email''' link next to the report you want to send. If the report is not visible, make sure the folder containing that report is selected in the Folders drop-down list.
#In the Send Report By Email page, complete the information under Receiver Details
#;To:Enter the name of one or more email recipients, or click the Lookup button to select team members
#;Subject:The report title appears by default, and can be edited
#;Message:The text that will appear in the body of the email message
#In the Choose Reports to be delivered section, complete the following information:
#Reports:The selected report is included by default
#:Optionally, select additional reports to be attached to the email message
#;Print Format:HTML is the default format
#:Choose from: HTML, CSV or PDF
#Optionally, click the checkbox to Print in Landscape format
#Click the '''[Send]''' button to send the email message


==Report Schedules==
==Report Schedules==
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;Considerations:
;Considerations:
:* The Schedule Title is used as the email subject
:* The Schedule Title is used as the email subject.
:* Scheduled reports are submitted for processing at the time you request. However, processing and delivery of the reports depend on the current system load, so response time may vary. Please schedule reports '''well in advance''' of your need.
:* Scheduled reports are submitted for processing at the time you request. However, processing and delivery of the reports depend on the current system load, so response time may vary. Please schedule reports '''well in advance''' of your need.
:* Multiple reports can be selected for scheduling
:* Multiple reports can be selected for scheduling.
:* Reports can be sent to groups of [[Users]], [[Teams]] or users based on their [[Role]]
:* Reports can be sent to groups of [[Users]], [[Teams]] or users based on their [[Role]].
:* At least on recipient must be specified.
:* At least on recipient must be specified.


===Working with Report Schedules===
===Working with Report Schedules===
#Click the '''Reports''' tab
#Click the '''Reports''' tab [[File:Report.png|20px]].
#Click '''[Schedules]'''<br>A list of report schedules is displayed.
#Click '''[Schedules]'''<br>A list of report schedules is displayed.
#Click an existing schedule or click '''[New Schedule]''' to create a new one.
#Click an existing schedule or click '''+ Create schedule''' to create a new one.
#Fill in the schedule settings.
#Fill in the schedule settings.
#Click '''[Save]'''.<br>A confirmation message appears in the list of report schedules.
#Click '''[Save]'''.<br>A confirmation message appears in the list of report schedules.
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'''Schedule Information'''
'''Schedule Information'''
:;Schedule Title:The name for this report schedule.
:;Schedule Title:The name for this report schedule.
:;Select Reports to Run:Click the Lookup [[File:lookupicon.gif]] icon to select the reports to run
:;Select Reports to Run:Click the add icon [[File:Plus.png|30px]] to select the reports to run.
::Click the remove [[File:deleteicon.gif]] X to take a report out of the schedule
::Click the remove X to take a report out of the schedule.
:;Print Format:Choose one of the following formats:
:;Print Format:Choose one of the following formats:
:::*PDF (the default setting)
:::*PDF (the default setting)
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'''Select Users'''
'''Select Users'''
:* Click the Lookup [[File:lookupicon.gif|link=]] icon to select the email addresses of the recipients
:* Click the add icon [[File:plus.png|30px]] icon to select the email addresses of the recipients.
:*Recipients can be groups of [[Users]], [[Teams]], or [[Roles]]
:*Recipients can be groups of [[Users]], [[Teams]], or [[Roles]].
::*If a Team is selected, an ''Include Subteams'' checkbox option appears
::*If a Team is selected, an ''Include Subteams'' checkbox option appears
:::*Unchecked by default
:::*Unchecked by default
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'''Schedule Reports'''
'''Schedule Reports'''
:;Run Date:Enter a date or click the Calendar button to select a date on which to run the report(s)
:;Run Date:Enter a date or click the Calendar button to select a date on which to run the report(s).
:;Recurrence:How often you want to run these reports; The default option is Does Not Recur
:;Recurrence:How often you want to run these reports; The default option is '''Does Not Recur'''.
:;Run Time:Select the hour and minutes when to start running the report(s)
:;Run Time:Select the hour and minutes when to start running the report(s).
:;Stop Date:Select Until and select an ending date to run the reports at the designated time and recurrence interval, or accept the default No End Date to run the report(s) at the selected time and recurrence interval endlessly
</blockquote>
</blockquote>



Latest revision as of 08:35, 12 July 2022

Reports function like Views to organize your data for display and analysis, and provide a visual representation of your data, customized to present Performance Indicators as a Dashboard view of your business.

Unlike Views, where data is restricted to a single object, Reports can present data from any Object or from multiple objects (Database Views).

Notepad.png

Note: For the Legacy user interface, see Reports.

About Reports

The platform's reporting engine provides a full set of options for users to dissect and refine into the format needed to make strategic business decisions or to monitor key performance indicators. Data can be filtered, ordered, color-coded, grouped (computed), and charted to create management reports that give you visual insights into your business.

Each application in the platform includes a group of standard reports. You can modify an existing report, or build new custom reports on an ad hoc basis. In addition, these presentation features are included:

  • Build a tabular report and optionally group information by rows
  • Provide basic computation functions with optional row/column count
  • Color coding
  • Chart data in a variety of graphic styles
  • Join and present data from multiple objects to form ad-hoc reports (Database Views)
  • Display reports on the Dashboard as a Widget (chart-based widgets are especially powerful)
  • Export the report to PDF or to CVS file
  • Build ad hoc fields that support complex data modeling and analysis with Computed Fields and Summary Computed Fields

Charts

A variety of chart formats are available:

  • Pie
  • Funnel
  • Line
  • Bar Chart
  • Meter Gauge

Learn more: Charts

Tabular Reports

Tabular reports display data in rows and columns, as a table, with optional Color Code to highlight significant rows.

Reports in PDF Format

A Single Record can be printed as a PDF file.

Learn more: Print a Record

Working with Reports

This section describes how to run, modify and create new reports.

About [Save] and [Save As]

Considerations:

  • The [Save] and [Save As] actions allow reports to be saved to these folders:
  • My Report
  • Unfiled Public Report
  • Folder(s) created by the User
  • Folder(s) the User can access, as determined by Folder Visibility settings
  • [Save] replaces the original report
  • [Save As] makes a copy of the report to the selected folder

About Report Folders

Reports in Folders can be designated as visible to specific teams, roles, or users. See Report Folders for more information.

If a User has the viewing rights to a specific report, but does not have rights to view all the data, the report will only present the data that the user has permission to access.

Run a Report

To run a report:

  1. Click the Reports tab Report.png to display the list of available reports
  2. A series of options are available for each report
    Edit Edit.png
    Modify the report and Save it, or Save As a new report
    Delete Delete.png
    Delete the report
    Report Name
    Run the Report
  3. Click the Report Name to run the report

Report Actions

A series of action buttons become available on viewing a report.

  • Click Action button.png icon to:
Customize
Edit report options.
Excel Print
Save the report as an Excel .xls file. (This option has been removed in the new user interface).
HTML Print
Display the report in a browser window; it can then be printed or saved from the browser.
Export
Save the report as a .csv file. Only summary or overview of the report is available but not the record details.
  • Other Action buttons
Save
Save the report.
Save As
Save the current report with a new name.
Filter report Quick filter.png
Give the user the ability to select the data that appears in the report.

Add or Edit a Report

  1. From any application, click the Reports tab Report.png and choose one of the following options:
    • To add a new report, click [Add New Report]
    In the Category tab, select the desired Report Category
    • Navigate to an existing report and click the Edit icon Edit.png
  2. Specify the Report Settings, described in the Report Settings section below
  3. Click [Preview] to see how the report will appear
  4. Click [Save]

Repeat the process to create new reports from existing reports, building on the established data.

Report Settings

Select data

Click the Select data tab and select the fields to include in the report. Refer Fields.
In this tab, click + in Formula field to define a calculation for this report. Use the Formula Builder to create it, and take advantage of Formula Functions.
Note: To create a formula that is part of the record, use a Formula Field.

Define criteria

  • Sort by
Optionally, click the Define criteria > Sort by tab to select the order of the columns in a tabular report, and/or to define the sort order for records in the report. Refer Order.
  • Filter
Optionally, click the Filter tab to filter the records used for the report.

Color Code

Optionally, click the Color Code tab to create conditional color-coding of report rows.

Grouping

Optionally, click the Grouping tab to group records into collections based on the values in selected fields. Use this option to create tabular reports. Refer Group for more details.

Computing

Use the Computing tab to summarize data for records included in the report. Record counts can always be produced, but other options like total, average, max, min, mean, median, and standard deviation can be calculated for numeric and currency fields.

Chart

If Grouping options were selected, click the Chart tab to select charting options.

Move a Report

Moving reports involves not only modifying what data is included or excluded from the report, but may involve changing folder properties to include Visibility rights to those reports.

For example: If you have granted visibility rights to Everyone to view a certain report, you cannot move that report into a folder that restricts rights to a certain Team.

To move a report:

  1. From any application, click the Reports tab Report.png
  2. Click the Edit icon Edit.png next to the report you want to edit
  3. Optionally, change the type of information that is generated by this report by modifying the: Select data (Fields), Define criteria (Filter), Grouping (Group), Computing (Compute), or Chart (Chart) options
  4. Finish:
    • Click [Save] to save the existing report
    • Click [Save As] to save the changes as a new report, with a new name
  5. Select a Folder
    • If you save an existing report in a new folder, that report is moved to the new folder
  6. Click [Save]

Delete a Report

Editing or moving reports involves not only modifying what data is included or excluded from the report, but may involve changing folder properties to include Visibility rights to those reports.

For example: If you have given visibility rights to everyone to view a certain report, you cannot move that report into a folder that restricts rights to a certain team.

To delete a report:

  1. From any application, click the Reports tab Report.png
  2. Click the Delete icon Delete.png next to the report you want to remove
  3. Click OK in the confirmation. The report is removed from the Reports page.

Change report view

Reports saved can be viewed in List view or Card view. Click Change report view icon Report view.png to change the view of the reports.

List view
Displays the reports in a grid.
Card view
Displays the reports in card.

You can store the report view preference in your browser's local storage.

Report Schedules

Lock-tiny.gif

Users that have the Manage Global Views/Reports permission can schedule reports. 

If you have reports that you run on a regular basis you can have the platform do the work for you and automatically email the reports to specified users.

Considerations
  • The Schedule Title is used as the email subject.
  • Scheduled reports are submitted for processing at the time you request. However, processing and delivery of the reports depend on the current system load, so response time may vary. Please schedule reports well in advance of your need.
  • Multiple reports can be selected for scheduling.
  • Reports can be sent to groups of Users, Teams or users based on their Role.
  • At least on recipient must be specified.

Working with Report Schedules

  1. Click the Reports tab Report.png.
  2. Click [Schedules]
    A list of report schedules is displayed.
  3. Click an existing schedule or click + Create schedule to create a new one.
  4. Fill in the schedule settings.
  5. Click [Save].
    A confirmation message appears in the list of report schedules.

Warn.png

Warning:
When you click [Delete] to remove a report schedule, there is no confirmation dialog,
and no way to undo the action.

Schedule Settings

Schedule Information

Schedule Title
The name for this report schedule.
Select Reports to Run
Click the add icon Plus.png to select the reports to run.
Click the remove X to take a report out of the schedule.
Print Format
Choose one of the following formats:
  • PDF (the default setting)
  • HTML
  • CSV file
  • HTML with link
Styled like the HTML report, this print format includes clickable links to records in the platform.
Send Empty Reports
Choose whether or not to send reports for which no data was found.
Message Comment
Add a comment to include when recipients are sent an email notification.

Select Users

  • Click the add icon Plus.png icon to select the email addresses of the recipients.
  • Recipients can be groups of Users, Teams, or Roles.
  • If a Team is selected, an Include Subteams checkbox option appears
  • Unchecked by default
  • When checked, includes Subteams (Child Teams)
  • Duplicate email addresses are automatically omitted
  • At least one User must be selected, in addition to any Teams or Roles.

Copy All Reports To

  • Specify email addresses of additional recipients, separated by commas
  • Specify "blind copy" addresses, separated by commas
  • Specify management recipients (1st level management or 1st & 2nd levels)

Schedule Reports

Run Date
Enter a date or click the Calendar button to select a date on which to run the report(s).
Recurrence
How often you want to run these reports; The default option is Does Not Recur.
Run Time
Select the hour and minutes when to start running the report(s).

Views, Reports and Object Inheritance

When creating Views or Reports in objects that are part of an Object Inheritance model, it is important to consider the following:

A Report or View that has no Filters will return all records from the designated object, including records from all parent object(s) in the hierarchy (following the path up to the root level).

To restrict the View or Report to only the desired objects, include the Object Name field in the Selected Fields list, and create a Filter on Object Name field to select only the objects of interest.