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The [[SmartSimple]] reporting system, an integral part of our business operating system, allows you to manipulate both the contents and the presentation of data contained in one or more of the SmartSimple tables. Unlike a table, reports present only the data that meets the criteria you define - they can also aggregate and display summarized data information.
You can utilize the functionality of reports in your [[SmartSimple]] [[instance]] without additionally buying or installing software. Reports are completely created from within the standard [[Interface|interface]] and are viewable from any [[Browser|browser]], as well as via '''Microsoft Word '''or '''Excel '''with the appropriate SmartSimple [[Exporting Reports|plug-in]].
'''Benefits of Reports: '''
* Display data from one or more tables in one place
* Group-aggregate data from one or more tabletables
* Display the grouped data in a variety of different types of graphs
* Export the data into any file format that you wish OR
** Designate [[Internet Enabled Reports|Internet-enabling]] so that the reports can be linked to public websites
* Group reports together as '''tabs''', allowing similar topic-based reports to be found together
* Copy and modify built-in reports as the basis of your customized reports
Access to the '''report-creation''' features is controlled by the [[User Role|role]]-based manager permission. So you must be in a [[User Role|role]] associated with this feature in order to create reports.
<pre> Users who will only need to view reports do not need these manager permissions. </pre>
You must be a member of a [[User Role|role]] with manager permission for '''Reports''' if you wish to do any of the following actions:
||Clicking this icon will cause the system to run the report and display the results to you.
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||'''Custom Export '''{{CustomExportIcon}}</span>
||Clicking this icon will allow you to configure the information that you wish to export from your SmartSimple report to external applications such as '''MS Word, MS Excel, '''or '''Quickbooks. '''
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||'''Export File '''{{FileExportIcon}}</span>
||Clicking this icon will allow you to export your SmartSimple report to external applications in a standard file format such as '''MS Word, MS Excel, PDF, HTML '''or more. There is less configurability available with the '''Export File '''function than the '''Custom Export '''function.
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||'''Roles'''
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This will display a list of [[User Roles|roles]] that will be able to display the report. You must add the required roles to this list in order to make it available to other users (to learn how to, see [[Reports#Report Tabs|Report Tabs]] - the '''View Report '''field is under the '''Security '''tab.
* If you are in a role with [[Reports#Permissioning Reports|manager permissions for reports]], you are able to see all reports, even though the '''Roles '''field may be blank.
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||'''Category'''
||The category you wish you associate with this report. Entering a unique category name will consequently create a new entry in the '''Category '''field in the main Reports list view. Entering an existing category name will display this report in the existing category. When you view the main [[List View Overview|list view]] of reports, you will see a drop down at the top right with all of the system's available report categories.
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||'''Lock'''
:: [[File:Editing reports.png|800px|border]]
The '''Builder Type '''will no longer be modifiable once you have saved your new report. Furthermore, the main report information will now include the '''Created By, Last Modified, '''and '''Last Modified By '''auto-populated fields.
To the right of the page will be the [[Notes Overview|Notes]] tab that allows you to make new notes or see any existing notes that have been made on your report.
You will also be able to see the following new buttons at the bottom of the page: '''Save, Save As, Delete, '''and '''Preview. '''
* If you have not yet selected any table(s) nor fields from tables in your '''Report Builder, '''you will not be able to see a preview of the report.
<pre style="white-space: -o-pre-wrap; word-wrap: break-word;">When a report is copied, the configurations made in the Report Builder and on the Advanced, Security, File Export, Custom Export and Report Template tabs will be copied over to the new report. Sub-Report settings and Charts will not, however, be copied.</pre>
===Report Tabs===
If you selected '''Classic Builder Type '''for this report, the following tabs will appear after the '''General '''settings tab.
==Launching the Report Builder==
Once you have '''Saved '''your new report with the '''Builder Type - Classic '''selected, a a '''four square icon '''will appear at the top left of your page above the report name.
:: [[File:Report builder icon.png|120px|border]]
Clicking on this icon will launch a modal window that displays the the '''Report Builder, '''either in '''[[Reports#Report Builder Neo - Column Settings|Neo ]]'''or '''Classic .''' <pre> It is highly recommended for all users to use the Report Builder Neo for easier and more intuitive functionality. </pre>* Ensure that your '''Builder Type '''is selected as '''Neo '''in order to launch the '''Report BuilderNeo. '''
==Classic Report Builder - Column Settings==
'''Note: '''Since the '''Report Builder Neo '''is recommended for all users, please see the [[Reports#Report Builder Neo - Column Settings|Report Builder Neo - Column Settings]] section of the page. This section will only focus on the '''Classic Report Builder. '''
[[File:Classic report builder.png|800px|border]]
Each column will consist of the basic construction of the report by selecting the required fields and setting the way that the field should be used within the report.
Checking this option will show the specific field data. An example of when you might not want to enable '''Show '''is if you wish to produce a list of salaries over $100,000 a year and use the salary as criteria, but not show the result.
'''[[Changing the Column Display Order in a Report|Left/Right Move Arrow Icons]]''' - These icons are displayed on the left and right of each '''Show '''check box and can be used to change the column order.
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* A more intuitive interface with higher degree of configurability
* Saving time and effort in creating targeted, impactful reports
* Uses your organization's language (the terminology related to your {{UTA}})
The primary upgrade in '''Neo '''is that it streamlines the process of '''finding, selecting, '''and '''setting up your information. '''
<pre>The Report Builder Neo can only be used to create new reports; any existing reports with the Classic Report Builder will not be able to switch to Neo. </pre>
1. Click on the '''four-square '''icon on the top left of your page to launch the '''Report Builder Neo. '''
:: [[File:Report builder neo search field box.png|200px|border]]
===Report Builder Neo Help Panel===
See the [[Reports#Classic Report Builder Help Panel|Classic Report Builder Help Panel]]. ==Deleting a Report==<pre>The user must be permissioned to be able to delete a report in order to do so. </pre> ===Batch Delete Reports===1. Click on the 9-square menu icon on the top right of your page. :: {{Icon-Menu}} 2. Under the heading '''Tools, '''select '''Reports.'''3. Check the box on the left of all report names for the reports that you wish to delete. 4. A '''trashcan '''icon will appear in the top left row of buttons once at least one report has been selected. Click on this button to '''batch delete '''all of your selected reports. :: [[File:Batch delete repeorts.png|250px|border]]5. A confirmation message will pop-up on your screen. Click '''Yes '''to confirm the deletion. The reports will be deleted and your list view of reports will refresh to display these changes. ===Individually Deleting a Report===1. Click on the 9-square menu icon on the top right of your page. :: {{Icon-Menu}} 2. Under the heading '''Tools, '''select '''Reports.'''3. Click on the '''pencil icon '''next to the name of the report that you want to delete to go into '''Edit '''mode for that report. 4. The report details will be displayed, and at the bottom will be a '''Delete '''button among a row of other buttons. Click on the '''Delete '''button. :: [[File:Delete report.png|800px|border]]5. A confirmation message will pop-up on your screen. Click '''Yes '''to confirm the deletion.The report will be deleted. Your page will refresh and you will be brought back to the list of reports, now updated to reflect your deletion. ===View Deleted Reports===In order to see which reports have been deleted from your system, either by you or another user, you can always click onto the last tab in the '''Reports '''section of the system, titled '''Deleted Reports.''' :::* '''Note: '''Only a user with [[Global System Administrator|System Administrator]] privileges can view the '''Deleted Reports '''tab. :::*: [[File:Deleted reports section.png|900px|border]]
'''<strong> '''</strong>
The list of deleted records will have columns that include '''who '''deleted the report ('''Deleted By '''column) and '''when''' ('''Deleted Date '''column, presented as a date and time stamp).
===Restore or Purge Deleted Reports===
<pre> You must have SysAdmin privileges in order to view or modify already deleted reports. </pre>
1. Click on the 9-square menu icon on the top right of your page.
::::: {{Icon-Menu}}
2. Under the heading '''Tools, '''select the hyperlink '''Reports.'''
3. The list view of reports will be displayed. Click into the last tab, labelled '''Deleted Reports. '''
4. The list of deleted reports in your system will be displayed.
5. Select the checkbox on the left of the report name of the report that you would like to either '''Restore '''or '''Purge.'''
Once you click this checkbox, two buttons will appear on the top left of your page underneath the tab labels. The '''reload '''button will allow you to restore the deleted report so that it will once more be accessible, viewable, and modifiable in your system. The '''trashcan icon '''will allow you to permanently delete this report, so that it is not accessible even from the '''Deleted Reports '''tab.
::::: [[File:Restore or purge deleted reports.png|150px|border]]
:::
:::* '''Note: '''If you choose to permanently delete a report, a pop-up confirmation message will appear. Click '''Yes '''to go through with this purge.
<pre> Any reports that have been deleted for over one year will be automatically purged. </pre>
=Configuration - Advanced=
==Advanced Settings of Reports==
The second tab on the '''New Report '''page is labelled '''Advanced. '''This tab will display all the advanced settings that can be configured for the report.
::::: [[File:Advanced report functions.png|400px|border]]
The options for the '''Advanced''' tab are described in the table below:
Toggling on this option will use Open Data Protocol to simplify data-sharing across disparate applications in enterprise, Cloud, and mobile devices.
:::* This feature will only appear for '''Neo Reports'''; it is not available for new '''Classic Reports. '''
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||'''Interactive View Display'''
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'''None - None '''
'''Display Link to Interactive View - '''
||Provide a name for the '''Total '''column. See [[Using Total Group Options in Report Builder]] for more./
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||'''Other OptionsEnable Translation'''
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|-||'''Enable Straight Join'''||See [[Straight Join]].|-||'''Enable Pivot View - '''Enables || Enables pivot functionality; this means that when grouping by two different columns, you now have the option to perform an aggregate function and pivot the grouped columns across the x-/y-axis.
[[File:2019-05-ticket-85865-1.png|thumb|none|500px|This example report is using "Pivot View" with the data grouped by "type" and "status". The user can choose which group options they wish to view via the drop down.]]
|-||'''Merge Sub-Reports - '''See ||Merging of two [[Merge SubClassic Report Builder -ReportsColumn Settings|Classic builder type reports ]]. |-||'''No Name URL Parameter - '''See ||See [[Enable URL Parameter Encryption]]. |-||'''Hide Custom Export - '''||This will hide the ability for a user to to [[Custom Export]] this this reportby hiding the custom export icon {{ CustomExportIcon }}.|-||'''Hide File Export - '''||This will hide the ability for a user to to [[File Export]] this this report. by hiding the export icon {{ FileExportIcon }}
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===Report and Field Caching===
Scrolling further down the '''Advanced Settings '''tab will allow you to modify the functionality of caching for reports and field.
::::: [[File:Report more advanced.png|500px|border]]
{| class="wikitable"
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'''Caching Options: Enable - '''Enabling caching is a useful function that can help improve loading time and reduce the processing load on the server. This function is best for complex reports and reports that are accessed regularly.
:::* '''Do not '''enable general caching for reports that [[Prompting for Criteria in Reports|prompt the user for criteria]].
'''Caching Options: Cache By User - '''Caching by user'' must be used for'' when a report includes [[:Category:Criteria|criteria]] to filter based on the user that opens the report (i.e. =@userid@).
'''Cache Life Span - '''Enter an appropriate cache life span in minutes. Therefore, rather than re-creating the report each time it is run, caching stores the results for the duration specified in this field. The first time a report is viewed, it will be created by querying the database and live data will be displayed. Anyone viewing the report after this and ''within ''the life span will see a snapshot of the report from the cache.
:::* Changes to underlying data will not be reflected in the report during the '''Cache Life Span. ''':::* The report will be updated only once the life span has expired. :::* In general, [[Building Sub-Reports|Sub-Reports]] should not be cached, though the parent report can be cached if appropriate.
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'''[[Field Caching]]'''
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'''Frequency - '''The frequency of field caching (what is also referred to as '''[[Scheduled Reports]]''') can be set as follows: * '''''Disabled: '''''Default setting; indicates a report will not run on an automated schedule* '''''Daily: '''''The report will run every morning. * '''''Weekly: '''''The report will run every Sunday.* '''''Monthly: '''''The report will run on the first of every month.
:::* '''''Disabled: '''''Default setting; indicates a report will not run on an automated schedule
:::* '''''Daily: '''''The report will run every morning.
:::* '''''Weekly: '''''The report will run every Sunday.
:::* '''''Monthly: '''''The report will run on the first of every month.
'''Identifier Column - '''Select a report column from those available in the [[Report Builder]] that will uniquely identify the record to update. This is the ''match field ''as it indicates the field that allows the system to know which record to update.
The ability to '''Internet Enable '''a report is useful because it will make that report public, presenting real-time reports on the Internet - it generates a [[URL]] relating to that report that can then be linked to your website, or sent as a link in an [[Email|email]] or [[Overview of the Email Broadcast Application|email broadcast]] or other communication method.
:::* The person who clicks the link does ''not ''need to have login access to your [[SmartSimple]] system. :::* Once the link is clicked, the report is processed and the results are displayed accordingly.
<pre>The following steps are for reports made with Report Builder Neo, although the Classic Report Builder undergoes a very similar process for Internet Enabling reports. </pre>
3. Look for the field '''External Access. '''Toggle ''on ''the '''Internet Enabled '''feature.
::::: [[File:Report internet enable.png|800px|border]]
{| class="wikitable"
|-
If you want to password-protect your Internet-enabled report, write in a customized access key that the user must have in order to see the results of the report, even if they have access to the URL.
:::* The access key will append itself to the URL of the report. :::* By allowing people to view an Internet-enabled report specifically with an access key, you can remove access easily by simply changing the access key.
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||This URL, when inputted into a [[Browser|browser]], will enable the report to be downloaded onto the receiver's computer in an [http://en.wikipedia.org/wiki/XML XML]''' '''format.
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:::* The [[URL]]s for reports that are Internet-enabled are automatically generated. Simply copy and paste them to use it.
4. Click '''Save. '''
:::* '''Note: '''You can always tell whether a report is properly Internet-enabled if it has a '''black dot '''in the '''Internet-Enabled '''column on the main reports list view, found from '''Tools > Reports. '''See screenshot below. :::*: [[File:Internet enabled report.png|900px|border]] ===Language Translation for Internet-Enabled Reports===Users can now add a parameter to the Internet Enabled URL of all reports so the results and column headers can be made language-specific, if corresponding translations have been configured for the fields. The parameter used is ''lang'' followed by the ID of the [[Language|language]] that the report should be translated into. In the example below the parameter '''lang=2''' is used to translate the report into French. <pre>https://test.smartsimpleqa.com/ex/ex_viewreport.jsp?key=&token=%40GgUNSxoaeFxbSxRdSRxRRVdQZFB3H3Q~&lang=2</pre>==Reports vs List Views==In terms of displaying data, [[SmartSimple]] offers numerous methods to do so. In particular, '''[[List View Overview|list views]] '''and '''Reports '''are two of the most popular and highly configurable functions. A critical question is therefore ''when ''is it appropriate to use a list view, and when is it appropriate to build a report? For more in-depth information, see our [[List View and Reports - Why?]] page. {| class="wikitable"|-||'''Benefits '''||'''Things to Note'''|-||A report is needed if your situation includes ''at least one ''of the following criteria: * You need more than 30 columns* You need formulae or calculations * You need more complex aggregations than a simple total (e.g. count distinct, maximum, sum, group by, total by) * You need an [[Odata Overview|OData]] connection or you need to link multiple datasets that are not automatically connected (e.g. multiple {{UTAs}}s) ||Reports are more sensitive because of the following: * Only 5 criteria are permitted compared to the limitless criteria on a [[List View Overview|list view]] * Requires more knowledge of SQL and reporting - although if a user is familiar with '''MS Access '''or '''Tableau, '''this is definitely sufficient, as the programs use the same principles * Less dynamic visibility |}==See Also==* [[List View and Reports - Why?]] [[Category:Reports]]
