13.3 Creating a new report

Creating reports

You have the option of creating custom made reports from scratch or based on an existing report.

On this page you will find out how to:

Create a Basic Report

  1. From the main navigation menu click New->Report

    Alternatively in the reports & dashboards' main view click Add->Report

    The Report editor screen opens
  2. In the Report Name field, type your name for the new report
    By default the folder in which the report is saved is the folder in which you are in
  3. To change the folder in which the report is saved, click Change...
  4. Set the sharing permission level:
    Note:

    Users who have access to the folder are “inherited” into the newly created report

    1. Click the Sharing field
    2. Click
      The Share With window opens
    3. Select specific users, user groups, profiles, and special groups (such as super user, administrators, etc.) to add (or remove) them from the list of people with access rights.
      Tip: 'Click and drag' for selecting list items is supported.
    4. Click the and controls to add or remove from the list
      Tip: Double-clicking to add or remove list items is supported.
    5. Set the Role for each of the selected entities.
    6. Click
  5. Set the Data you wish to report on from the Report On list
  6. Click Apply to Save the report created keeping it open for further editing.
  7. Click Save and Run  to Save the report created and run it

Edit an Existing  Report

  1. In the reports & dashboards' main view select a report
  2. Click Edit to open the Report Editor
  3. Make the required Changes
  4. Click Apply to Save the report keeping it open for further editing.
  5. Click Save and Run  to Save the report and run it
  6. Change the name and Click Save As to save the newly edited report as a new report

Add Additional Data

Add related data in the Include related data filed.

Open the Select Class Relation window, select the desired data relation and click OK

Note:

you can connect three related data objects to combine into a single report

In the screenshot, you see a report created for Request, with two (2) related data objects:

  • Resolved in Project – Shows projects referenced in requests
  • Time Entries – Displays timecard entries on the “Resolved In Project”

Add Filters to a Report

Add filter parameters either on the report entity or the related data

  1. Click Filters to open the filter window
  2. For objects with a role (work items, cases, etc.) you can set the role filter
    By default the role is set to “Not Relevant” which shows all objects, the role can be filtered for a specific role - such as project manager, reviewer, etc. or to Any role the user has.
  3. Add filter Parameters and set their conditions and values.
  4. Filters can be simple or advanced
    Note:

    Simple filters simply mean that each filter criteria is separated by an “and” while advanced allows you to add an “or” between parameters

    1. Click Advanced Filter Logic to activate it
    2. Define the filer logic
    3. Click Check Syntax to check the filter logic you created
  5. Select the “show at runtime” option to allow the running user to set/edit the filter values.
    When “show at runtime” is selected, you can leave filter values blank or set a default value.
  6. Click Save to save the filter settings and close the window.

 

 

Using Shortcuts in Date Filters

The following shortcuts are supported for date filters:
 
@Today
@ThisWeek
@NextWeek
@ThisMonth
@NextMonth
@ThisYear
@NextYear
@ThisQuarter
@NextQuarter
@NextDay
@PreviousDay
@PreviousWeek
@PreviousMonth
@PreviousQuarter
@PreviousYear
 

Create Multiple Pivot Reports

One report can contain several pivots or dimensions on the same data, allowing you to quickly view the data in different perspectives, for instance, a report on running projects can be viewed grouped by project manager in one pivot, profitability in another, and overall success rate on the third

To add an additional pivot:

  1. Click Add pivot tab
    Once created, click the menu icon to:
    1. Duplicate – allows you to duplicate a tab for quick changes
    2. Rename – allows you to rename the selected tab
    3. Delete – allows you to delete the selected tab
    4. You can also reorder the various tabs using drag and drop
  2. Add business questions to each of the tabs to clearly define what the pivot tab represents.

Add Report Highlights

Clarizen reports allow you to create on-the-fly KPIs, aka Highlights, onto each pivot tab of a report, these highlights allow you to quickly view the most critical data of a report

You can add up to three highlights per pivot tab.

To add a highlight:

  1. Click Add Highlight
    The Set Highlight window opens
  2. Se the highlight's name in the Caption filed
  3. Select the field or formula you wish to highlight
  4. Define the summary type, you can even add formula functionality by selecting custom
  5. Filter related items
    1. Activate the filter option by selecting the checkbox
    2. Define the filter formula values
  6. Set the Display options
    1. Define the display units to use
    2. Select whether to display results as values or as a gauge chart
    3. With results as Values  you can add conditional Formatting or use custom CSS as a visual aid
    4. With results as a gauge chart define the the different values and colors
  7. Click Save to save and close the window or Save and New to save the highlight and immediately add another one

Adding Charts to the Report

A chart can be added to each pivot tab of a report in order to provide a graphical display of the received results,

Clarizen offers eight (8) different graphical charts with multiple options:

  • Bar – includes stacked and cluster bar chart
  • Horizontal-bar – includes stacked and cluster horizontal bars
  • Pie
  • Starburst – a unique radial scatter chart
  • Scatter
  • Bubble
  • Gauge
  • Line
Note:

The charts can be zoomed into, providing a better view on specific information by selecting a wedge in the pie chart, using the zoom slider in the Starburst, Scatter, and Bubble charts, or selecting a region in the various bar and line charts.

 

To add a chart:
  1. Click Add Chart , and define the display options, different for each of the charts
  2. Standard Vertical and Horizontal Bar charts
    1. Set the X-axis (mandatory)
    2. Add an optional Y-axis
  3. Stacked and Clustered Vertical and Horizontal Bar charts chart types:
    1. Set the X-axis (mandatory)
    2. Define the Grouping parameters (mandatory)
    3. Set either the optional Y-Axis,
      or
    4. Enable Multi-Dimension grouping
  4. Pie chart
    1. Set the X-axis (mandatory)
    2. Set the Y-axis (mandatory)
  5. Startburst and Scatter charts
    1. Set the X-axis (mandatory)
    2. Set the Y-axis (mandatory)
    3. Select the optional color field
    4. Enable data point grouping by selecting the Allow grouping data points checkbox
  6. ​ Bubble Chart
    1. Set the X-axis (mandatory)
    2. Set the Y-axis (mandatory)
    3. Select the optional color field
    4. Select the optional size field
  7. ​Gauge Chart (all fields are mandatory except Display Units)
    1. Set the Gauge Value​
    2. Define the display color for the Low, Medium and High ranges
    3. Define the minimum and maximum values
    4. Define the first and second break points
    5. Define the optional display unit
  8. Line Chart
    1. Set the X-axis (mandatory)
    2. Enable Multi-Dimension grouping
    3. Set either the optional Y-Axis,
      or
    4. Define the multi-line parameters

Advanced Formula Fields

Clarizen enables you to create on-the-fly formula fields for any report allowing you to easily analyze the required data without creating custom fields.

These formulas can even be used to check the number of items that fit a certain criteria by using the count summary type.

Formula fields can be used as a filter, as a chart parameter, and can be displayed in the results table.

Note:

This functionality is only available for Enterprise and Unlimited editions.

To create a formula Column:
  1. In the filter parameter window or the Manage Column window, click Add formula column
  2. Give the column a name
  3. Select the field type
  4. Either write the formula or use the formula options popup window to define the formula
  5. Be sure to check the formula validity by clicking the Check Syntax link.
  6. Click Save to save the filter column and close the window or Save and New to immediately create another formula field
  7. Once created the field is available for use in the related data list, as a chart parameter or as a filter.
To create formula fields for use in highlights:
  1. Define the summary type, you can even add formula functionality by selecting custom
  2. Set the field type
  3. Add one or more calculation variants
  4. Use the Formula Options to create advanced formulas
  5. Click Check Syntax to test your formulas and variants

Creating Snapshots (scheduled reports)

Every report can be defined to run based on a predefined schedule, at a specific time to create snapshots by an Administrator provided that he has editing permissions on the report.

You can specify whether you want the output to be a discussion post or email, containing either an Excel or PDF file with the report data.

In addition you can choose to save the report results as a report’s related data for future review by users with viewing permissions (accessible from the Scheduled Runs panel).

Note:

Scheduled reports are available in the enterprise and unlimited license editions

  • Enterprise accounts can have up to one (1) scheduled report in a selected hour
  • Unlimited accounts can have up to two (2) scheduled report in a selected hour

Creating a scheduled report

An administrator will have the Schedule button available to him in the report.

To create a scheduled report:
  1. Click the Schedule button

    The Reports scheduler window opens
  2. Activate the Enable scheduler switch
  3. Define the Running User – since the scheduler can only be accessed by an Admin, the running user determines under who’s permission the report will run (for example, if you want to run on all org data, then you would use a super user, if you want to run on a specific user that only has access to certain information you would select that user)
  4. Define the export data type:
    • Excel – will export only the highlights and the grid (not including graphic charts)
    • PDF – will export everything
  5. Add an optional start and end date – if not selected, the report will run for the first time on the next frequency period
  6. Define the Frequency of the scheduled report
  7. Set the Preferred time to determine the time of day the report will run
  8. Define the Notification settings:
    1. Select the Link exported data as relation checkbox to attach the scheduled run as a file in the scheduled run relation panel. This allows people with access to the specified report to view the data at a later time, creating a history depository of the selected report
    2. Select the notification type:
      • Select Discussion post to notify followers using Social . you can add users using the notify or topics using the Add topic links. You can also define the default message that would appear on every scheduled run post
      • Select Mail to send out email notifications with the scheduled report. Define the recipients of the email, the email subject and the default message body of the email (optional)
  9. Click OK to complete the process and close the window

Defining the Results Table

You have complete control over the display layout of the result table columns

 

Manage the Result Table Columns

  1. Click Manage
    The Choose Field window opens
    1. Select Fields to add (or remove), use the search field to quickly locate the desired fields
      Tip:

      'Click and drag' is supported.

    2. Click the and controls to add or remove fields.
      Tip:

      Double-clicking to add or remove list items is supported.

    3. In the right-pane, select fields to edit the order of appearance
    4. Use the controls to edit the field order of appearance
    5. You can even create custom formula based columns to be added to the result table
    6. Click
  2. Define the view for each of the fields based on the field type:
  3. Select the Wrap column titles checkbox to wrap column titles
  4. Drag and drop fields in the editor to set their order
  5. Click on a column header in order to set the sorting
Tip:

For multi sort, hold the CTRL key on your keyboard while clicking on a column header

Define the Summary Rows in the Results Table

Within a report you have the ability to set summary columns for date, percent, numeric, duration, and currency fields

When these types of fields are added to the column set you can define the summary (based on the field type)

In the Totals row for each of the relevant columns select the relevant value from the list:
  • None
  • Average
  • Sum
  • Minimum
  • Maximum

These summaries are shown in the grand totals and, if groups are defined, for each individual group level

Note: 

In the Totals row for each of the relevant columns the following values can be conditionally formatted: Average, Sum, Minimum, and Maximum.

For more information on conditional formatting click here

Define Groupings

The “Group by” functionality allows you to group data in the result table for better analysis

Clarizen reports enable you to select up to three levels of groups in the results table

  1. Click Group By
    The Grouping window opens
  2. Select the field you wish to group by
  3. Define the sorting order for the group
  4. Repeat Steps 2 & 3 again to add additional grouping settings
  5. Click Save to save your settings and close the window
  6. Once a group is set, click Show Summary to view only a summary for each group. Click again to show complete details below each group
​Note:
  • In the report results you will have the ability to switch back and forth from “Show Summary” from within the gear
  • When not in “Show Summary” mode, the report results will enable you to expand and collapse individual groups
  • In the report results you have the ability to click on the sum column to sort ascending or descending, when using groups and "Show Summary" mode
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