Reports Overview

A report represents a point-in-time snapshot of your data presented in a specific layout. A previously run report can be viewed at any time and will always show the same information as it did when it was submitted. Reports differ from a dashboard in that the dashboard always displays a “current” view of the data. Looking at a dashboard several days or weeks later may present different data to what was displayed previously.

Reports can be shared with other users and can be exported into consumable formats such as PDF, Excel and Powerpoint (PPT).

Reports can be run immediately or can be scheduled to run at a specific time. The latter option is useful for running a report when there are less users in the system likely to be making changes resulting in an inconsistent result. For example, a time sheet report might be scheduled for a Tuesday morning at 2am to allow for all users to have completed their time sheet for the previous week by the end of Monday.

• The report library is a library of different report types. Examples might be ‘Time sheet extract report’ or ‘Project Status Report’.

• The report type defines what data is presented in the report and how it is presented. Presentation can include tabulated data, textual commentary, graphical charts (line graph, bar graph) or a combination of one or more of these. The report type also defines the filters for the report, allowing you to select a subset of data. For example a time sheet extract report might include a filter for a specific user or team.

• When submitting a report, the user will be required to choose a report type from the library.

• New report types can be configured by an Administrator.

• To view all previously run reports, navigate to the Reports page or access via the flydown menu under the ‘Analysis’ category. The reports page will show all the previously run reports, when they were created and who created it.

• Use the filter field on the reports page to filter for specific reports.

• Clicking on any one report will display the report. The data shown in the report is based on data at the time the report was run.

• The opened report can be shared with others, exported to PDF or to Powerpoint 

• To run a new report, navigate to the reports page or access via the flydown menu under the ‘Analysis’ category.

• From the reports page click on ‘Run New Report’. This will bring up the report library from which it is possible choose a report to be run. A filter field is available to search the library for a specific report type.

• Select a report to run by clicking on the chose report type/ Parameters for the report will be displayed. The parameters will vary depending on the report type.

• Complete the parameters and run the report by clicking on the right hand arrow to the top right of the screen.

• A preview of the report will be displayed. Some reports may provide fields for additional text to be included in the report. For example, a programme status report might include a commentary box where the person submitting it can add additional comments about the programme.

• The final step in submitting a report is to publish it. From the preview of the window click on the ‘Tick’ icon to publish the report. This is the point at which a snapshot is taken on the data. The report cannot be changed after it is published.

• All published reports can be exported to PDF. Either click on the PDF icon or the page icon with download arrow from the black reports menu at the top of the report.

• If the report supports export to Powerpoint there will also be a PPT icon.

• Reports can either be shared directly with other users as a link or via email.

• Use the black report sub-menu bar that appears above the title of the published report. The 3 connected dots icon allows sharing with one or more other users. Those users will receive a notification that a report has been shared with them.

• Reports can also be shared with an email recipient. From the black sub-menu bar select the ‘envelope’ icon and enter the email address of the recipient. The recipient will receive an email with a link to the report. The recipient must have a licence and login to be able to view the report.

• An audit trail is available listing all the users who have viewed the report.

• Use the black report sub-menu bar that appears above the title of the published report. Click on the clock icon to display the list of people who have viewed the report and when they last viewed it..

• Reports can be set up to require approval from someone belonging to a specific group. The approval becomes required once the report is submitted and has the status ‘Awaiting Approval’.

• To approve a report, find and open the report as described in the section finding previously run reports. If the person logged in is a part of the group required to approve the report, there will be a section at the top of the report when comments can be added and buttons to either Approve or Reject the report.

• Powerpoint or PPT reports also involve taking a snapshot of the data at the point they are submitted. 

• Unlike standard reports, PPT reports export directly to a Powerpoint file without a preview step. This approach could be used for example, to quickly generate a slide deck for a governance meeting.

• To run a new PPT report, use the flydown menu. The option to run a PPT report will appear under the ‘Analysis’ category.

• The ‘Run a PPT report’ page will display the PPT report library from which it is possible choose a PPT report to be run. A filter field is available to search the library for a specific PPT report.

• Select a PPT report to run by clicking on the chosen PPT report type. Parameters for the report will be displayed. The parameters will vary depending on the report type.

• Complete the parameters and run the report by clicking on the right hand arrow to the top right of the screen.

• The PPT file will be downloaded to the download area of your browser.

• Reports can be scheduled to run at a certain point in time either as a one-off or on a recurring basis. This can be used to ensure that a report is run regularly at a specific point in time.

• Only standard reports can be scheduled, not PPT reports.

• To schedule a report, navigate to the reports page or access via the flydown menu under the ‘Analysis’ category.

• From the reports page click on ‘Run New Report’. This will bring up the report library from which it is possible choose a report to be run. A filter field is available to search the library for a specific report type.

• Select a report to run by clicking on the chose report type/ Parameters for the report will be displayed. The parameters will vary depending on the report type.

• Complete the parameters and then click on the ‘Schedule This Report’ link.

• A pop-up window will be displayed allowing the user to select the parameters for the report, the date/time the report should be run, the date/time the report should stop being run and the recurrence frequency. It is also possible to enter a list of users who should receive a confirmation email when the report is run.