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{{page.name: Core Human Resources: Modifying Reports and Filtering - Subscribe-HR Wiki}} {{page.head: Modifying Reports and Filtering}} __TOC__ ==Modifying Human Resources 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> Example: We are modifying the '''Employee Details''' report, which belongs to the '''Employee''' Object. <br> The Database Tables and Fields that are available to me are limited to anything in the '''Employee''' Object and this would include Employee, Employee Medical, Employee Property and so on. <br><br> We would not be able to add any fields from the '''Jobs''' Table because Jobs is its own Object. We can however add fields from the '''Employee Jobs''' Table. <br> # After logging into the Subscribe-HR either select Tools > Reports > ‘Standard’ or ‘My Reports’ SubTabs, <br>Or select '''List Reports.''' on the '''Quick Link Bar'''. # Select the area the Report is in. This will be one of the following SubTabs: '''Standard''', '''My Reports''', '''Shared Reports''' and '''Custom'''. <br>Each TAB is explained below. # Select the Report you wish to modify. # You will see 3 or 4 SubTabs: General, Join Tables (if option selected), Fields and View Report. <br>Each TAB is explained further below. ===Report Groupings=== All the Reports are grouped into the following 4 areas: ====Standard SubTab==== This is a list of all the Standard Reports in the Subscribe-HR System. They can be modified or deleted as required. ====My Reports SubTab==== This is a list of all the Reports created by the User. ====Shared Standard Reports SubTab==== This is a list of all the Standard Reports, My Reports & any other reports created by other users and Shared using the '''+''' symbol next to the report. Only available for Standard Reports. Not Advanced Reporting. ====Custom SubTab==== This is a link to the Custom Reports which have been created by Subscribe-HR for the client. ===General=== # Select the General SubTab. # Select the '''Public''' check box. <br>By selecting the Public check box you are making this report available to all users. <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 dropdown, such as ‘Human Resources’, ‘Recruitment’, etc. # Enter '''Report name'''. The name of the report should be descriptive in what data it shows. # '''Object''' is not changeable when modifying a report. The Object defines what Tables and Fields are available for your report. # '''Join Tables (Advanced)''' is not changeable when modifying a report. # '''Display Empty Records''' is where you can specify to make all entries in an object to sub-object relationship to be displayed even if the entries in the object does 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)'''. # '''Report Description''' is where you can make notes on the report and describe the data it shows. # Enable the '''Report Scheduler''' if required. <br>If Report Scheduler is selected, then you will get the following options: # 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 # '''Save''' Report before moving onto Joining Tables or setting up fields. ===Join Tables=== # 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 look-up 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 look-ups, 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. 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. 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''' SubTab 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 Field 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. ====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 Subscribe-HR, select <b>Reports</b> from the <b>Tools</b> menu. # Select <b>Standard</b> or <b>MyReports</b>. # Select the desired report. # Tick the <b>Enable Scheduler</b> checkbox. # 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 user from the multiselect. 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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