Difficulty: starter
Content
Learning Objectives
After reading this article you will:
Use a report
Know what the most commonly used export options are.
Be able to export (a selection) of data to different formats.
Please note that most option shown here are only available for Workplace Management key-users.
Opening a report
When you want to use a report go to the report module and choose one of the following options:
Use the reports option: This is an overview of all the reports that are in the system.
Use the folders option: Here the reports are categorized per object.
Let’s say in this case a report of all requests for a specific location is necessary.
Select the menuoption ‘Folders' under 'Reports’.
Open the folder ‘Requests’
Use the filterbox on the top right to search for ‘location’
Open report “Open requests per location” by clicking on the magnifying glass.
5. The filter page of the report will now show. On this page filters can be used to narrow down the results.
6. When you have set the filters press:
“Search” to get results or,
“Count“, to get an indication of the number of results that the report will find,
“Back”, to close the report and navigate back to the previous page.
For some reports no filter page is shown. A report can also be configured to skip the filters and directly go to the result page.
How to make use of the report results
After applying the filtering, the results are shown. Typically a filter box on the top right of the page is shown that can be used to further specify the results.
it is not possible to influence whether the filter box is shown. In the basis the filter in available on all list pages. However, under certain conditions the filter is not available, for example:
On hierarchy pages
Script report
When the page contain subtotals
When there are more than 1000 results
Expand
When the result page is shown depending on what kind of report is used and what kind of filters are filled in, it is possible that the results are shown collapsed. The expand function button can be clicked to expand the results and show the full list.
Using the results
On a result page the following functions can be used (if they are made available):
Open one of the specific objects by using the hyperlink.
After selecting one or more items: use a specific function.
After selecting one or more items: delete/archive data.
Export the data to Excel, PDF or CSV by using the export function.
Rearrange data by pressing column headers.
Export options
Depending on the type of page and your access rights, certain export options will be available. Below you’ll find a list of the most commonly used export options.
List export function | Description |
|---|---|
PDF list | The result list is exported as a PDF |
Linked PDF’s | The result list is exported as a PDF + all documents that are linked to the objects will also be exported |
Export CSV | The result list is exported as a CSV |
Export to Excel | The result list is exported as an Excel |
Export Word | The result list is exported as a Word-document |
Exporting data from an instance page
Every unique appearance of an object is called an instance. An instance page is a page of a specific object that is opened. When on an instance page it is possible to download or print the page itself. If the user has the rights to download the page, an arrow function on the top right will be shown.
For some pages a specific template exist that only exports the data defined in the set template. If no such template exists, the system default is used. This basically means that all data is exported/ dumped without a (good looking) layout.
Exporting data is done by pressing the export button. If there is more than one format to which the page can be exported, the Export function is shown. This is further explained in the next chapter.
Exporting data from a result list
After finishing your search, the results will be shown on a list (page). These results can than be exported to a variety of formats, such as Word, Excel, and PDF. What formats are available can differ per page.
You can export data as by:
Pressing the ‘export’ button
Select an export option
Difference between een report and include
What is a report
A report is a representation of data from the system. Reports are a collection of objects that meet certain selection criteria, grouped logically. Reports are dynamic, so the list of objects that are displayed can change over time. A good report turns data into information.
Where can I find reports?
Reports can be found in the Reports module in the navigation menu. In this module, all reports available in this environment can be queried via e search screen. Per module several standard reports are available.
In the Reports module, a ‘Folders’ menu option is also available. Here reports are resorted into folder. See screenshot below.
The Reports module is used for all reports, but other modules can also be configured to contain reports. Technically, standard- and advance search pages are also reports, but the usage of them are more easy. These pages allow searching data in a specific module to become more easy so that a report is not always necessary. But one most common usages of reports are on the startBoard as an include.
What is an include
In the basis, an include is a report that is shown on a startBoard or instance page. The big difference between a report and an include is that an includes does not have a search screen. An include is always configured in such a way that it displays the relevant data without the user having the option to change the filter values. This is archived by initializing the filter values. An include that displays the future reservation of a user will for example contain the following (hidden) initialization filters:
the requestor of the reservation is the user that is logged in;
reservation start date is larger or equal to today'.
Where can I find includes
Besides on your startBoard, includes can also be shown on an instance pages and tabs throughout the system. A couple of examples are:
When opening an organization, the person tab is available that will show an include with the persons linked to the organization.
In a property object a related object tab is displayed where an include of requests or other objects that are attached to the property are shown.
Summary
Exercise
- Go the the Report menu option and see the difference between opening the report using the magnifying glass and pressing pressing the colored hyperlink.
- Open an asset and export the page.
- Now also export a list of assets.
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