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{{page.name: Reports: Creating Reports - Subscribe-HR Wiki}} {{page.head: Creating Reports}} __TOC__ ==Creating Reports== The Subscribe-HR Software system is Object Orientated and this is the same for Reports. The ability to add particular fields into a report solely relies on that field being part of the object. <br> <br> # After logging into the Subscribe-HR HCM Platform, select "REPORTS" from the left hand navigation located under "TOOLS". # You will arrive on the "STANDARD" Tab. # Click on a Standard Report to open this Report. # You will then arrive on the "GENERAL" tab. # If you want to create a "NEW" Report. You will need to select the "MY REPORTS" tab, when you arrive from the "REPORTS" option when you first click on this option from the left hand side navigation under "TOOLS". # When you are creating a new report: Select the '''Public''' check box. <br>By selecting the Public check box you are making all information in this report available to all users, regardless of Self Service permission settings. <br>By removing the check from the Public check box you are making this report private and only available to users with permissions. # Select the '''Report Type''' from the drop-down, such as ‘Human Resources’, ‘Recruitment’, etc. This selection is to assist in finding the correct type of report, but doe not mechanically affect the report. # Enter the '''Report Name'''. Ensure the report name is descriptive. # Select the '''Object''' this Report is to be based upon. # If you want to retrieve data from more than one Object (Table), tick the '''Join Tables (Advanced)'''. # Select the '''Display Empty Records''' if required. This displays all entries in an object and sub-object relationship, so that all entries in the object can be viewed even if they do not have an entry in the sub-object. # If you do not want headers for columns in your exported reports, select '''Remove Column Headers(Export Only)'''. # Enter the '''Export File Name'''. Any Exports or scheduled Exports will use this name. # Enter a report '''Description''' if required. # Enable the '''Report Scheduler''' if required. <br>If Report Scheduler is selected, then you will get the following options: # Select the '''Send with Group Permission''' drop-down option. This will send the report with this groups specific permission settings to each recipient. # Select the '''Format''' you want the report delivered in. # Select the '''Frequency''' you would like to send report. # Select the '''Recipients''' by selecting the user. # Select any permission '''Groups''' you would like to send the export to. # '''Save''' Report before Joining Tables or setting up fields. '''Reports created in this way, can be found in the standard reports tab, or in the "MY REPORTS" tab, in the Reporting Tool.''' ===Join Tables=== # After ticking '''Join Tables (Advanced)''' & then saving the Report, this will then activate the Join Tables SubTab. # On the Join Tables SubTab, enter Table (Object) name (or part of) you wish to include in the Join. # Click on table, then drag line to next table to join them. # Then you will be prompted to select required '''From Field''' & '''To Field''' to join, then the '''Join Type''': <br>'''LEFT JOIN''' shows all records from left table regardless of the existence of matching records in the right table. <br>'''RIGHT JOIN''' means opposite of LEFT JOIN. It shows all records from the second (right) table and only matching records from first (left) table. <br>'''INNER JOIN''' shows all records where there is at least one match in either table. # Click '''OK''' & repeat process for other Tables to include. # To remove a Link between Object, simply click on the dot where the link connects to the Object & drag & drop it away from the Object. # '''Save''' changes, before moving onto the Fields SubTab. ===Fields=== # Select the Fields SubTab. # To find the required Field (Element), start typing in the Fields section. This will show in a dropdown of all available Fields matching the search criteria. You can reorder the Fields selected by Drag & Drop. # Optionally select the field(s) to '''Group''' the Report by. # '''Save''' changes. ====Totals & Aggregate Functions==== # Click on the '''Pencil Icon''' on the right of the Field. Select from the dropdowns, the '''Basic Function''' (Average, Count, Max, Min or Sum). # The '''Calculate Total''' field is populated with a check box when a numeric field is added. If the check box is selected this will provide a total of all numeric values at the bottom of the report, if the report is grouped by a field, then the total is placed at the bottom of each grouping. # '''Save''' changes. ====Formatting==== # Click on the '''Pencil Icon''' on the right of the Field. The '''Date Formatting''' field is populated with a drop down when a date field is added. <br>If formatting is selected such as Month Name this will only display the Month name in the report and not the dd/mm/yyyy. # '''Save''' changes. ====Sorting==== # Click on the '''Pencil Icon''' on the right of the Field. The '''Sorting Order''' field is populated with a drop down for all fields. <br>Selecting the sort order of either '''Ascending''' or '''Descending''' for a field will cause the report to output the data in either an Ascending or Descending order highest to lowest. # '''Save''' changes. ====Condition==== Conditions are used to filter your report based on a criteria. # Down the bottom of the '''Fields''' Sub option there is the '''Condition''' section. # Select the field you wish to filter by. # Select the filter type. The filter type varies depending on what field you are filtering on. <br>The most common are '''Equals To''', '''Not Equals To''', '''Is Last''', '''This Last''', '''Is Next'''. # Select or Enter the value you are filtering on. # For more than one Condition an '''AND''' or a '''OR''' operator can be selected. # You can select multiple results for some fields by clicking on '''Options''' (if available) as shown below. # To group Condition clauses together, brackets can be used. This is done by clicking on the "Greater Than" icon to the right of the Ffeld in the condition clause. Clicking on the "Less Than" icon will remove a Bracket. <br>The below Condition clause can be written as: <br>:IF ('''Leaver''' = No OR '''Last Day of Work''' is Last Week) AND '''Department'''=”''???list of Department???''” # '''Save''' changes. ===View Report=== The '''View Report''' TAB allows us to generate and view the report. We can export to PDF or Excel file formats. <br> Only reports that are '''Grouped'' by can generate a Graph, otherwise a plain table of results will be generated. # Select the '''View Report''' SubTab. ====Graph Types==== The Graph type option will not be shown if a report has not been '''Grouped''' by. Selecting a Graph type will change the graph drawn on the report. ====Graph Record Count==== Selecting the '''Graph Record Count''' will show the number of records being reported on. <br> ====Export Options==== Selecting an '''Export Option''' and then selecting the '''Export''' link will cause the report to be exported into the chosen format (Excel, PDF, etc). ====Do Not Export Graph==== Selecting this checkbox will cause the graph to be excluded when exporting the report to the chosen format. ==Scheduling Reports== Reports can be scheduled to be sent to user roles or for specific users. These will be sent in an exported format via email to users. <br> If sent to a user, the exported file will only show information that the user has permissions to see within the Subscribe-HR system.<br> To set up report scheduling: <br> # After logging into the Subscribe-HR HCM Platform, select "REPORTS" which is located under "TOOLS". From the left hand navigation. # Select <b>Standard</b> or <b>MyReports</b>. # Select the desired report. # Tick the <b>Enable Scheduler</b> checkbox. # Choose which Permission group to send the report in, using the '''Send with Permission Group''' drop-down. # Choose the <b>Format</b> that the report will be output in. This can be in excel, or as a .csv. # Select the <b>Frequency</b> of the Report emails. Daily, Weekly, Fortnightly or Monthly. # Choose the <b>Recipients</b> of the report. If selecting <b>Specific Users</b>, you will need to select those users from the multiselect. You can also select <b>Groups</b> to send to, instead of or in addition to the users.. If selecting <b>FTP</b>, you will need to select which FTP from those that have been setup in the Maintenance module, [[FTP|here]]. # Select the <b>Save</b> button <br> <br> [[File:subscribehr_logo.gif]]

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