Reports
MAIN MENU > Report
Many useful reports are available by using the built-in templates. These templates can be customized with specific information, sorted in either ascending or descending order, saved, and shared with other employees.
The primary criteria for a report is the time period that the report covers, such as a day, a week, a month, the year-to-date, or a specific period between a start and end date. Reports can be filtered to display specific columns, include sub-totals and totals, and combine columns of information into data groups.
Finished reports are saved as PDF files and can be emailed to management and other employees. After a report is saved, it can be reused to create a report with updated information, or modified and saved as a new report.
| Report Tab |
| FIELD |
DESCRIPTION |
| Template |
Choose a Template from the drop-down. |
| Time Period |
This field is the primary filtering criteria for the report. Select the time period this report is to cover. In most cases you want to choose a relative time period such as Last Week, This Pay Period, Last Month, This Year, rather than a static Custom time period, to avoid having to change the time period each time the report is run. Using relative time periods is especially important for scheduled reports. For example, if you choose Last Week and run a report every Monday each time the report is run it will display data for the previous week. However, if you choose a Custom time period such as 01-Jun to 07-Jun each time you run the report it will display data for that same week. Custom time periods are more often used for one time reports. |
| Display Columns |
Expand the Display Columns drop-down, choose the columns you want to display on the report, move them to the right, and re-order them into the sequence you want to see on the report. |
| Group By |
Expand the Display Columns drop-down, choose the columns you want to group on the report, and move them to the right. This field allows you to establish data groups of one or more key columns. To Group By an item it also has to be included in Display Columns. If an item is selected in Display Columns and is available in the Group By and you are using grouping, the item should be included in the Group By box, otherwise it won't be displayed. |
| SubTotal By |
Expand the Display Columns drop-down, choose the columns you want to sub-total on the report, and move them to the right. |
| Sort By |
Expand the Display Columns drop-down, choose the columns you want to sort on the report, and move them to the right. Choose how to sort the report columns, either ascending or descending. |
| Page Break On |
Used to force page breaks to occur at specific areas on PDF reports, such as after each Employee, Branch, or Department. |
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| Setup Tab |
| FIELD |
DESCRIPTION |
| Fields |
Fields act as data filters in reporting. You can further configure a report by adding other fields that are not part of the template. Expand the Fields drop-down, choose the fields you want to display on the report, and move them to the Selected Items box on the right. |
| Page Orientation |
Choose how the report should be displayed or printed from the drop-down box.| PAGE ORIENTATION | DESCRIPTION |
|---|
| Portrait | The report is taller than it is wide. | | Landscape | The report is wider than it is tall. |
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| Font Size |
Select the size of the font by selecting a percent less than 100% to reduce the font, or greater than 100% to enlarge the font size. |
| Disable Grand Total |
Check the box to disable the grand total, and it will not appear on the report. |
| Show Duplicate Values |
Check the box to show duplicate values, (such as names) on the report. If the box is not checked, a blank space in the row is the same as the last value above. If the row displays a hyphen (-). the field does not contain any data. |
| Maximum Pages |
This field specifies the maximum length of the report. By default, the number of pages is set to 100. If you want to limit the size to fewer than 100 pages, enter a lesser number. If the report exceeds the number of pages, you will see an error message on the last page. NOTE: If this field does not contain a number of maximum pages and the time period is long, the report could be several thousand pages. |
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| Chart Tab |
| FIELD |
DESCRIPTION |
| Enable |
Check the box to enable a chart for the report. |
| Display |
Select an option for displaying the chart from the drop-down box.| DISPLAY | DESCRIPTION |
|---|
| Below Table | Show the chart below the table. | | Above Table | Show the chart above the table. | | Chart Only | Show only the chart and not the table. |
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| Type |
Choose how the bar chart should appear from the drop-down box.| TYPE | DESCRIPTION |
|---|
| Bar-Horizontal | Show the bars in a horizontal chart. | | Bar-Vertical | Show the bars in a vertical chart. |
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| Chart Sub-totals |
Check the box to show sub-totals on the chart. |
| Consistent Axis Scales |
By default the charts are dynamic and adjust their size depending on the data. To have charts of the same size, check the box to show them with consistent axis scales. |
| Combine Columns |
Check the box to combine columns one after another on the chart. If this box is not checked, each column will be plotted separately, and you will not be able to compare them side-by-side. |
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| Custom Columns Tab |
| FIELD |
DESCRIPTION |
| Type |
Choose the type of custom column from the drop-down box.| TYPE | DESCRIPTION |
|---|
| Selection | This is a quick way to add or subtract numeric columns. If selected Include Columns and Exclude Columns drop-down fields will appear. Include adds and Exclude minuses the selected columns. The columns must be in numeric format. | | Formula (Pre-Group) | Custom mathematical calculation prior to grouping. | | Formula (Post-Group) | Custom mathematical calculation after grouping. | | Filter (Pre-Group) | Shows or hides rows prior to grouping. A value of 1 shows the row and a value of 0 hides the row. | | Filter (Post-Group) | Shows or hides rows after grouping. A value of 1 shows the row and a value of 0 hides the row. |
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| Format |
Choose the format for the custom column from the drop-down box. The following examples may appear different depending on the preferences you've set.| FORMAT | EXAMPLES |
|---|
| Numeric | 98.05 | | Time Unit | 01:30 | | Report Date | 01-Jan-2021 | | Currency | $40.78 | | Percent | 50% | | Date | 01-Jan-2021 | | Time | 10:30 AM | | Date/Time | 01-Jan-2021 10:30 AM | | Boolean | Yes or No | | Time Since | 4 Days Ago, 18 Hours Ago | | String | A group of characters which may include letters, numbers, and special characters. |
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| Formula |
Where a custom formula is created or edited. The Formula Builder can be used to easily create a formula by selecting fields and functions from drop-down lists. | FORMULA BUILDER | DESCRIPTION |
|---|
| Custom Variables | Select a field to be used as a variable within the formula | | Formula Functions | Select a formula function such as "if", "or", "and", "round" or "string contains". |
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Custom Column Examples:
TimeSheet Reports -> TimeSheet Detail
Custom Column Name: Non-Regular Time
Description: Worked Time Subtract Regular Time
Type: Formula (Pre-Group)
Format: Time Unit
Formula:
#worked_time# - #regular_time#
TimeSheet Reports -> TimeSheet Detail
Custom Column Name: Worked Time (>78 hrs)
Description: Only show employees who have worked timed greater than 78 hrs
Type: Filter (Post-Group)
Format: Time Unit
Formula:
if( #worked_time# > ( 78 * 3600 ), 1, 0 )
TIP: When calculating time units use seconds, i.e. the number of seconds in a hour = 3600. When filtering a final value of 1, shows the row and a value of 0, hides the row.
Employee Reports -> Employee Information
Custom Column Name: New Hires (<30 days)
Description: Only shows the employees hired in the last 30 days
Type: Filter (Post-Group)
Format: Time Since
Formula:
if( #hire-date_time_stamp# > ( time - ( 86400 * 30 ) ), 1, 0 )
TIP: When calculating time units use seconds, i.e. the number of seconds in a day (60 seconds x 60 minutes x 24 hours) = 86400. When filtering a final value of 1, shows the row and a value of 0, hides the row.
Saving and Sharing Reports
After you create reports and view them, they can be saved for future reference, edited to create a new report, or shared with other employees.
When a saved report is shared, a copy of the report is sent to the designated employee through the easy two-step Share Report Wizard.
- The first step is to select the report from the drop-down box.
- The second step is to select the employees to receive the report and then click the white checkmark on green circle
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The wizard then sends a copy of the report to the employees' Saved Reports tab.
Sample Report
The example below is the basis for creating and saving all types of reports. To create a report with Employee information, do the following:
- Click Report, click Employee Reports, then click on Employee Information in the main menu.
- An inset page will appear that contains several tabs: Report, Setup, Chart, Custom Columns and Saved Reports.
- Make selections from the drop-down or check boxes in each tab.
- If you want to sort the report, expand the Sort By drop-down option and apply either ASC (ascending) or DESC (descending) sorting to the columns.
- Click View in the button bar to display the report.
- If you want to save the report, click Save in the button bar.
- Enter a Name for the report.
- If you want this to be the default report, check the Default box.
- Enter a Description for the report.
- Click Save in the button bar again. Your saved reports will appear on the Saved Reports tab.