13.2 Getting Started

Getting Started

This section provides an overview of the Modules main view, as well as basic information on how to run reports, manage folders, and permission levels as detailed below:

Report Module GUI Overview

The Reports & Dashboards module's main view consists of the available reports and dashboards divided into folders listed on the left panel.

Folders

Folders can be used to divide or group all the reports and dashboards created in the system.

The available folders are:

  • Out of the box folders (Budget, Cases, Customer, etc)
  • Folders created by the user
  • Special folders:
    • All reports – displays a list of all the reports & dashboards that you have permissions to view
    • My reports – each user in the org has their own “my reports” folder, that acts as a private folder only for the current user which can be used to save personal reports & dashboards
    • Unfiled – a public folder available to everyone in the org

Out of the Box Reports and Dashboards

The central panel consists of the reports/dashboard list.

The Report & Dashboard module comes with several reports and dashboards covering some common use cases to help users when getting started.

These reports and dashboards can also be used as a basis in order to create your own customized reports and dashboards.

  1. Administrators will view all Out Of The Box Reports and can set sharing permissions on each report per profile or user or on the Projects folder as described in Creating a Basic Report
  2. Users will only view the reports that the Administrator grants them permission to view.
  3. Each of the Reports can be edited easily to suit your business needs as described in Edit An Existing Report
  4. Each of the Dashboards can be edited as described in Creating a New Dashboard

For a complete list of reports see 13.5 Standard Reports List

Related Panels

The Reports & Dashboards include the following out of the box relations, which appear on the right:

  • Scheduled runs (reports only)
    • The scheduled report runs automatically and is displayed in the Scheduled runs relation panel
    • The exported data can be saved and attached either as PDF or Excel allowing you to access and analyze past results
  • Discussions
    • Allows you to collaborate with all team members around reports/dashboards and their results using social
Note:

If the user does not have permission on the report he will receive discussion notifications but will not be able to access the results themselves.

Search and Filter

Much like any other module, the reports in each folder can be quickly filtered to find the relevant item.

You can easily locate the report you want using the search field, if the item you are searching isn’t found in the selected folder a link expanding the search to all of the available folders will be shown on the screen.

Running a Report and other Actions

Once you found the report (or dashboard) you are interested in, click on it to run it.

Alternatively, once selected, depending on your permission level, you can perform several actions from the action menu:

  • Add – Click to create a new report or dashboard (from dropdown menu)
  • Edit – Click to open the Report/Dashboard Editor
  • Delete – Click to delete the selected report, you will need to confirm the deletion for security reasons
  • Mark an item as favorite, click again to remove the item from your favorite list
  • Follow discussions on an item
  • Export – open the dropdown menu and send or download the report in Excel or PDF formats, dashboards can only be sent and downloaded in PDF format

Create and Manage Folders

You can create New folders to create your own hierarchy

Arrange your reports and dashboards by dragging and dropping the reports and dashboards from the viewing list to the folder you wish to place it in

To create a folder:
  1. Click the + icon located under the list of folders
    The Add New Reports Folder opens
  2. Give the folder a name
  3. Define the owner of the folder (by default that would be you)
  4. Add users, groups, profiles etc. you wish the folder with, you can define the sharing rights for each of the entities added
  5. Click Save to save and close the window, or Save and New to save the folder and create an additional folder immediately

Sharing and Permissions

Each of the reports and folders have sharing permissions. the folder's sharing permissions are inherited based on the reports/dashboards within.  The folder permissions can also defined in the Folder property popup screen

Sharing permissions can be defined for Users, User groups, special groups, and profiles in several levels:

  • Owner – Usually the person who created the Folder or report/dashboard, can add/remove/edit reports and dashboards and the folder itself
  • Editor – can add/remove/edit reports and dashboards and the folder itself
  • Contributor – can add/remove reports and dashboards
  • Viewer – can run relevant reports and dashboards

 

Sharing Reports 

Reports can be shared easily with licensed and unlicensed users as links or widgets. Links can be shared only with licensed users because Clarizen permissions are necessary to view information.

Widgets are read only real time information which can be shared with licensed and unlicensed users without Clarizen permissions.

Sharing as Links

  1. Select one or more report(s)
  2. Click on More > Share in the Ribbon 
  3. Select Link to send the report(s) link in an email to licensed users who have access to the specific reports.
    For more information see Sharing Links

Sharing as Widgets

  1. Select More > Share > Widget to send report widget links in an email to licensed or unlicensed users. Widgets are read only so users can view real time information without having Clarizen permissions.
  2. Select a view of the report(s): Entire view or Selected items. Entire view is the default
  3. Click on Options to customize the widget
    1. In Expires you can define an expiration date for the widget
    2. Define whether to Show the Related items panel
      1. Deselect items: Show More Info, Snapshots, Discussions, and Emails as needed
      2. Clear All clears the checkboxes for Snapshots, Discussions, and Emails
    3. Define whether to Require a password
    4. Define whether to Enable links
    5. Click Next to send the widget
    6. Email the widget to licensed or unlicensed users who can view real time information
    7. The widget can be sent with iframe tags so it can be embedded in a webpage
    8. For more information on sending the widget review Sharing Links.

 

Dashboard Module Overview and Actions

Dashboards allows you to create a one glance view of reports spanning multiple data objects.

For example, you could have a dashboard consolidating different reports on timesheets, expenses, project status, requests, and resources – where each report could be displayed in a different format (chart, grid, or highlights).

Just like in the Reports editing feature, you can define sharing permissions for each dashboard

You also have the option to download or send a PDF via email

  1. From the Recent Dashboards menu, select the Dashboard you wish to see.
    Note:

    Selecting All Dashboards, takes you to the full Reports and Dashboards screen.

    You can also:
  2. Click Edit, to access the dashboard editing screen
  3. Add (or remove) the dashboard to your favorite list.
  4. Follow/unfollow the dashboard thread on social
  5. Delete the dashboard
  6. Refresh the Dashboard data
    Note:

    The reports displayed in the dashboard are true to the time the dashboard was  created or last refreshed (rather than showing the current data).
    This means that when drilling down into a report from a dashboard, the report data may not be the same as the data displayed in the dashboard.

    The last refresh time and date is displayed at the top right side of the dashboard.

 

Sharing Dashboards

  1. In the Dashboard Ribbon click Share to share dashboards by sending an email with a link or a widget
  2. Select Link to send a dashboard link to Clarizen licensed users only. For more information about sending a dasboard link review Sharing Links.
  3. ​Select Widget to send a dashboard widget to licensed and unlicensed Clarizen users. Widgets are read only so users can view real time information without having Clarizen permissions.
    1. You can define an expiration date for the dashboard by clicking on the calendar icon
    2. Define whether or not to enable password protection
    3. Define whether or not to Enable Links
    4. Click Next to email the widget
    5. Email the widget to licensed or unlicensed users who can view real time information
    6. The widget can be sent with iframe tags so it can be embedded in a webpage
    7. For more information on sending the widget review the Share page.
Note:

Sharing links can only be accessed by Clarizen users who have Read & Write sharing privileges on the selected dashboard

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