Reports for New AgileApps User Interface

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).

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 to display the list of available reports
2. A series of options are available for each report

   Edit

   Modify the report and Save it, or Save As a new report

   Delete

   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 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

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 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

   • See Database View for more advanced report category options

   • Navigate to an existing report and click the Edit icon

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
2. Click the Edit icon 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
2. Click the Delete icon 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 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

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 .
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.

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 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 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.