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Environment:
All Versions, Analytics
Resolution:
This answer addresses steps for creating a simple report that displays data without grouping or drill-down levels.
Reports are interface specific. If you add a new report while logged in to an interface, you can only access that report from that same interface. When you copy a report, you can save the copy to a different interface. In order to edit the copied report, though, you must access it from the console for the interface the copy is saved to. Copying reports: All releases come with many standard reports. To copy a standard report, right-click on the report in the Reports Explorer and select Copy. If you have created a custom report that is close to the report you would like, you can copy that report to provide a solid starting point for your new report.
Report Builder: Creating a basic custom report is all done from within the Report Builder. You can customize reports based on your organization’s needs using the Report Design Center Ribbon, Data Dictionary, and Design Surface.
The high-level steps in creating a new report are listed below.
Each of these steps is described in more detail below.
When adding a new report, you must select which type of report to add: grid, standard, or standard with chart. Grid reports are most commonly used for use within the console to list multiple records which can then be opened for editing. After selecting the report type, the Report Builder opens to allow you to define your report.
To add a new report:
OR
Filters are used to restrict and define which records should be returned in your report. This allows you to run a report that returns a manageable amount of data or return records that are of specific interest to your business operations. If the record matches your filter definitions, then that record is included in the report.
For example, a Support manager is interested in reviewing unresolved incidents assigned to her group. Two report filters to define are:
Incident status type equal Unresolved Incident Assigned Group equals Support
When configuring a filter, you must include a database field, an operator, and a value or values of interest.
Filter types: When setting up a report, you can set two types of filters: fixed and run-time selectable filters.
For example, you can configure a report that lists all of your public answers. Then you decide that you would like a report to list all of your proposed answer. Instead of copying the report, you can simply include the Answer Status field as a run-time selectable filter in your existing report. That way, when you run the report, you can select the specific status to use for the report output. This allows you to have one report to maintain, but you have the added flexibility of generating the report based on values you specify at the time the report is run.
Adding filters to your report:
In a basic report, each record is displayed as a row in your report. You define the columns of the report by dragging and dropping database fields onto the design surface. You can also right-click in the design surface and select Add Column.
The Data Dictionary section allows you to easily select fields to include in your report. The options below are available when working with the Data Dictionary. To view a description of a table, right click on it and choose View Data Definition.
When you click on a table name, the fields for that table display alphabetically in the Fields section. Drag the fields for your report to the design area. You can reorder your columns by dragging and dropping the fields relative to one another. You can also reorder your columns by right-clicking on the column and selecting Move Column Right or Move Column Left.
Editing options: You can further format each column by right clicking the column and selecting from the edit options below:
Sorting the output:
If you are only using one field to sort the records in your report, you can right click on that output column and select either Sort Ascending or Sort Descending. For example, in a list of answers, you could sort by the Answer ID field. Simply, right click on the Answer ID column and select Sort Ascending.
You can define up to four levels of sorting for your report.
In the pop-up window define the primary, secondary and additional sort criteria and indicate whether the sort is to be ascending or descending for each level.
You can grant permission based on staff profiles to allow other staff members the ability to either run and/or edit your report.
In order for other staff to be able to access the report, you must save the report in a Public Reports folder. Reports saved in the My Reports folders are only accessible to the staff member who created and saved the report.
Staff members whose profiles have the Analytics - Administer permissions enabled are automatically granted permission to open and edit all reports saved in the public folders.
To grant access for other staff to run or edit your report, use the steps below via the report designer or directly from the profile editor:
To save your custom report:
To generate your report: You can open the report from the Reports Explorer.
For further information, refer to the online documentation for Overview of Custom Reports and the Creating a Custom Report video.