Creating Reports

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==Creating Reports==
 
==Creating Reports==
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The Subscribe-HR Software system is Object orientated and this is the same for 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.
 
The ability to add particular fields into a report solely relies on that field being part of the object.
 
<br>
 
<br>
 
<br>
 
<br>
−
 
+
* After logging into Subscribe-HR, Select Tools > Reports > ‘My Reports’ SubTab.
−
# After logging into Subscribe-HR, Select Tools > Reports > ‘My Reports’ SubTab.
+
 
[[File:Report-Create.jpg]]<br>
 
[[File:Report-Create.jpg]]<br>
−
& Select the '''Create''' button.
+
:& Select the '''Create''' button.
−
- Or click on New Report on the Quick Link bar.
+
:Or click on '''New Report''' on the '''Quick Link Bar'''.
 
[[File:Report-NewReport.jpg]]<br>
 
[[File:Report-NewReport.jpg]]<br>
−
# 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 '''Public''' check box.
−
# Select the '''Report Type'''  from the dropdown, such as ‘Human Resources’, ‘Recruitment’, etc.
+
:By selecting the Public check box you are making this report available to all users.
−
# Enter the '''Report Name'''. Ensure the report name is descriptive.
+
:By removing the check from the Public check box you are making this report private and only available to users with permissions.
−
# Select the '''Object''' this Report is to be based upon.
+
* Select the '''Report Type'''  from the dropdown, such as ‘Human Resources’, ‘Recruitment’, etc.
−
# If you want to retrieve data from more than one Object (Table), tick the Join Tables (Advanced).
+
* Enter the '''Report Name'''. Ensure the report name is descriptive.
−
# 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.
+
* Select the '''Object''' this Report is to be based upon.
−
# Enter a report '''Description''' if required.
+
* If you want to retrieve data from more than one Object (Table), tick the '''Join Tables (Advanced)'''.
−
# Enable the '''Report Scheduler''' if required.
+
* 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.
−
# Select the '''Format''' you want the report delivered in.
+
* Enter a report '''Description''' if required.
−
# Select the '''Frequency''' you would like to send report.
+
* Enable the '''Report Scheduler''' if required.
−
# Select the '''Recipients''' by selecting the user.
+
: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.
 
[[File:Report-Sched.jpg]]<br>
 
[[File:Report-Sched.jpg]]<br>
−
# '''Save''' Report before Joining Tables or setting up fields.
+
* '''Save''' Report before Joining Tables or setting up fields.
 
[[File:Report-SchedSaved.jpg]]<br>
 
[[File:Report-SchedSaved.jpg]]<br>
  
 +
===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.
 +
[[File:Report-Join-Search.jpg]]<br>
 +
* Click on table, then drag line to next table to join them.
 +
[[File:Report-Join-Link.jpg]]<br>
 +
* Then you will be prompted to select required '''From Field''' & '''To Field''' to join, then the '''Join Type''':
 +
:'''LEFT JOIN''' shows all records from left table regardless of the existence of matching records in the right table.
 +
:'''RIGHT JOIN''' means opposite of LEFT JOIN. It shows all records from the second (right) table and only matching records from first (left) table.
 +
:'''INNER JOIN''' shows all records where there is at least one match in either table.
 +
* Click '''OK''' & repeat process for other Tables to include.
 +
[[File:Report-Join-Done.jpg]]
 +
* '''Save''' changes, before moving onto the Fields SubTab.
  
−
Select the Fields TAB<br>You should see a Report Object drop down. In the drop down are all the Tables that are available under the selected Object.<br>[[File:report_object.gif]]<br>On the left is a list of all Fields available from the selected Table in the Report Object drop down.<br>[[File:report_tf.gif]]<br><br>In the centre of the screen you should see 2x headings '''Fields''' and '''Groups'''<br>The fields that appear under the '''Fields''' heading are fields that you are showing on your report.<br><br>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.
+
===Fields===
−
# Add a field to the report by selecting the [[File:F.gif]] next to the desired field.<br>To group by a field select the [[File:G.gif]] next to the desired field.<br>To remove a field select the [[File:X.gif]] next to the desired field.
+
* Select the Fields SubTab.
−
# Select the '''Save''' button.
+
* 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.
 +
[[File:Report-Fields-Search.jpg]]
 +
* Optionally select the field(s) to '''Group''' the Report by.
 +
[[File:Report-Fields-Done1.jpg]]
 +
* '''Save''' changes.
  
−
===Adding a field from a related Object===
+
====Totals & Aggregate Functions====
−
# 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.
+
* Click on the '''Pencil Icon''' [[File:Report-Fields-Pencil.jpg]] on the right of the Field. Select from the dropdowns, the '''Basic Function''' (Average, Count, Max, Min or Sum).  
−
# Add a field to the report by selecting the [[File:F.gif]] next to the desired field.<br>To group by a field select the [[File:G.gif]] next to the desired field.<br>To remove a field select the [[File:X.gif]] next to the desired field.
+
[[File:Report-Fields-Function.jpg]]
−
# Select the '''Save''' button.
+
* The '''Calculate Total''' field is populated with a check box when a numeric field is added.
−
 
+
[[File:Report-Fields-Calc.jpg]]<br>
−
====Total====
+
: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.
−
The '''Total''' column is populated with a check box when a numeric field is added.<br>[[File:numeric.gif]]<br>
+
* '''Save''' changes.
−
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====
 
====Formatting====
−
The '''Formatting''' column is populated with a drop down when a date field is added<br>[[File:date_field.gif]]<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
+
* Click on the '''Pencil Icon''' [[File:Report-Fields-Pencil.jpg]] on the right of the Field. The '''Date Formatting''' field is populated with a drop down when a date field is added.
 +
[[File:Report-Fields-Formating.jpg]]
 +
: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====
 
====Sorting====
−
The '''Sorting''' column is populated with a drop down for all fields.<br>[[File:sort.gif]]<br>Selecting the sort order of '''Descending''' for a field will cause the report to output the data in descending order highest to lowest.  
+
* Click on the '''Pencil Icon''' [[File:Report-Fields-Pencil.jpg]] on the right of the Field. The '''Sorting Order''' field is populated with a drop down for all fields.
 +
[[File:Report-Fields-Sort.jpg]]
 +
: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===
+
====Condition====
 
Conditions are used to filter your report based on a criteria.
 
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.
+
* Down the bottom of the '''Fields''' SubTab there is the '''Condition''' section.
−
 
+
* Select the field you wish to filter by.
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# Select the Condition TAB.
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* 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'''.
−
# We will see '''Add condition''' drop down.
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* Select or Enter the value you are filtering on.
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# Select the field you wish to filter by.
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* For more than one Condition an '''AND''' or a '''OR''' operator can be selected.
−
# 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
+
* You can select multiple results for some fields by clicking on '''Options''' (if available) as shown below.
−
# Select or Enter the value you are filtering on.
+
[[File:Report-Fields-Options.jpg]]
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# Select the '''Save''' button.
+
* To group Condition clauses together, brackets can be used. This is done by clicking on the Greater Than icon [[File:Report-Fields-Bracket.jpg]] to the right of the Field in the Condition clause. Clicking on the Less Than icon will remove a Bracket.
 +
:The below Condition clause can be written as:
 +
::IF ('''Leaver''' = No OR '''Last Day of Work''' is Last Week) AND '''Department'''=”''???list of Department???''”
 +
[[File:Report-Fields-Done2.jpg]]
 +
* '''Save''' changes.
  
 
===View Report===
 
===View Report===
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<br>
 
<br>
 
Only reports that are '''Grouped'' by can generate a Graph, otherwise a plain table of results will be generated.
 
Only reports that are '''Grouped'' by can generate a Graph, otherwise a plain table of results will be generated.
 +
* Select the '''View Report''' SubTab.
 +
[[File:Report-View1.jpg]]
 +
[[File:Report-View2.jpg]]
  
−
# Select the View Report TAB.
 
 
====Graph Types====
 
====Graph Types====
 
The Graph type option will not be shown if a report has not been '''Grouped''' by.
 
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.
 
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.
 +
[[File:Report-View-RecCount.jpg]]
  
 
====Export Options====
 
====Export Options====
−
Selecting an export option and then selecting the Export link will cause the report to be exported into the chosen format.
+
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====
 
====Do Not Export Graph====

Revision as of 00:09, 24 January 2013

Currently Under Construction for Report Writer Modifications

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.

  • After logging into Subscribe-HR, Select Tools > Reports > ‘My Reports’ SubTab.

Report-Create.jpg

& Select the Create button.
Or click on New Report on the Quick Link Bar.

Report-NewReport.jpg

  • 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.
  • Select the Report Type from the dropdown, such as ‘Human Resources’, ‘Recruitment’, etc.
  • 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.
  • Enter a report Description if required.
  • Enable the Report Scheduler if required.
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.

Report-Sched.jpg

  • Save Report before Joining Tables or setting up fields.

Report-SchedSaved.jpg

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.

Report-Join-Search.jpg

  • Click on table, then drag line to next table to join them.

Report-Join-Link.jpg

  • Then you will be prompted to select required From Field & To Field to join, then the Join Type:
LEFT JOIN shows all records from left table regardless of the existence of matching records in the right table.
RIGHT JOIN means opposite of LEFT JOIN. It shows all records from the second (right) table and only matching records from first (left) table.
INNER JOIN shows all records where there is at least one match in either table.
  • Click OK & repeat process for other Tables to include.

Report-Join-Done.jpg

  • 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.

Report-Fields-Search.jpg

  • Optionally select the field(s) to Group the Report by.

Report-Fields-Done1.jpg

  • Save changes.

Totals & Aggregate Functions

  • Click on the Pencil Icon Report-Fields-Pencil.jpg on the right of the Field. Select from the dropdowns, the Basic Function (Average, Count, Max, Min or Sum).

Report-Fields-Function.jpg

  • The Calculate Total field is populated with a check box when a numeric field is added.

Report-Fields-Calc.jpg

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 Report-Fields-Pencil.jpg on the right of the Field. The Date Formatting field is populated with a drop down when a date field is added.

Report-Fields-Formating.jpg

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 Report-Fields-Pencil.jpg on the right of the Field. The Sorting Order field is populated with a drop down for all fields.

Report-Fields-Sort.jpg

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.
    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.

Report-Fields-Options.jpg

  • To group Condition clauses together, brackets can be used. This is done by clicking on the Greater Than icon Report-Fields-Bracket.jpg to the right of the Field in the Condition clause. Clicking on the Less Than icon will remove a Bracket.
The below Condition clause can be written as:
IF (Leaver = No OR Last Day of Work is Last Week) AND Department=”???list of Department???”

Report-Fields-Done2.jpg

  • 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.
Only reports that are 'Grouped by can generate a Graph, otherwise a plain table of results will be generated.

  • Select the View Report SubTab.

Report-View1.jpg Report-View2.jpg

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. Report-View-RecCount.jpg

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.

Subscribehr logo.gif

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