Creating Reports

Revision as of 02:45, 16 June 2011

Creating Reports in the Human Resources Module

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.

Example: We want to create a report that lists all Benefits grouped by department.
I would not get very far if I created this report under the Benefits Object, as the Benefits Object only provides me limited information on the benefit itself and not who has the benefit assigned.
It is important to know what type of report you want to create and what Object the data is found in.

1. After logging into the Subscribe-HR portal, select the Human Resources TAB.
2. Select New Report.
   
3. Select the create button.
4. Select the Public check box
   By selecting the Public check box you are making this report available to all users.
   By removing the check from the Public check box you are making this report private and only available to users with permissions.
5. Enter the Report name. Ensure the report name is descriptive.
6. Select the Object
7. 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.
8. Enter a report description if required
9. Select the Save button.
10. Select the Fields TAB
    You should see a Report Object drop down. In the drop down are all the Tables that are available under the selected Object.
    
    On the left is a list of all Fields available from the selected Table in the Report Object drop down.
    
    
    In the centre of the screen you should see 2x headings Fields and Groups
    The fields that appear under the Fields heading are fields that you are showing on your report.
    
    The Groups heading allows for a Group By function, where by adding a field under the Groups heading would cause all fields to show on the report and be in groups by the field that appears under the Groups heading.
11. Add a field to the report by selecting the next to the desired field.
    To group by a field select the next to the desired field.
    To remove a field select the next to the desired field.
12. Select the Save button.

Adding a field from a related Object

1. To add a field from a related object Select the Object from the Report Object drop down. The Fields on the left of the screen will refresh.
2. Add a field to the report by selecting the next to the desired field.
   To group by a field select the next to the desired field.
   To remove a field select the next to the desired field.
3. Select the Save button.

Total

The Total column 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 the total is placed at the bottom of each grouping.

Formatting

The Formatting column 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

Sorting

The Sorting column is populated with a drop down for all fields.

Selecting the sort order of Descending for a field will cause the report to output the data in descending order highest to lowest.

Condition

Conditions are used to filter your report based on a criteria. Example: You have created a report that lists all employees names, age and its grouped by department, but you only want to see data for 2x locations.

1. Select the Condition TAB.
2. We will see Add condition drop down.
3. Select the field you wish to filter by.
4. Select the filter type. The filter type varies depending on what field you are filtering on.
   The most common are Equals To, Not Equals To, Is Last, This Last, Is Next
5. Select or Enter the value you are filtering on.
6. Select the Save button.

View Report

The View Report TAB allows us to generate and view the report. We can export to PDF or Excel file formats.
Only reports that are 'Grouped by can generate a Graph, otherwise a plain table of results will be generated.

1. Select the View Report TAB.

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.

Export Options

Selecting an export option and then selecting the Export link will cause the report to be exported into the chosen format.

Do Not Export Graph

Selecting this checkbox will cause the graph to be excluded when exporting the report to the chosen format.

<iframe width="425" height="349" src="http://www.youtube.com/embed/IhMhZWlsUNY" frameborder="0" allowfullscreen></iframe>