Creating and Using Reports

In this section you will learn how to:

To learn about sharing, related panels (discussions and emails), and permissions, see Getting Started with Reports.

Accessing the Reports Module

To access the reports and dashboards:

  • Open the Navigation Panel.
  • Select Reports.

    The Reports and Dashboards main view opens.
    • My Reports – each user in the organization has a private folder that can be used to save personal reports & dashboards
    • All Reports – displays a list of all the reports & dashboards that you have permissions to view
    • Unfiled – a public folder available to everyone in the organization
    • Predefined reports organized in folders - to be used as is, or as templates

Creating a Basic Report

  1. From the main navigation menu, click NewReport, or select the Reports module and click New Report in the ribbon.
  2. In the Report Name field, give your report a name. By default, the report will be saved in the folder you are in. To change the folder in which the report is saved, click Change...
  3. Add report owners if needed.
  4. Set the sharing permission level:

    Note: Users who have access to the folder are inherited into the newly created report.

    1. Click Permissions.
    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 them.
    4. Click the arrows to add or remove from the list. 
      Tip: Double-click to add or remove list items.
    5. Set the Role (Viewer or Editor) for each of the selected entities.
    6. Click Save. ​
  5. Set the Data you wish to report on from the Report On list.
  6. Enable the Editable Report option if you want to edit this report after running it. If disabled the report will be read-only.
  7. Click Apply to save the report or Save and Run to save and run the report.

Copying a Report

To copy a report, open the report for editing and save the report as a new report.

  1. In the Reports list, select the report and click Edit. You can also open a report and click Edit.
  2. Click Save As...
  3. Enter a new name for the report, and then you can continue to edit the report or save it.

Including Related Data

Add related data in the Include related data field.

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

You can set up to three levels of related data, which will be related to the previously added related data.

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

  • Resolved in Project – Shows projects referenced in Requests
  • Time Entries – Displays timecard entries on Resolved In Project

Adding Filters to a Report

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

  1. Click Filters.
  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.

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

    1. Click Advanced.
    2. Define the filer logic.
    3. Click Check Syntax to check the filter logic you created.
  5. Select Show at runtime to allow the user to set/edit filter values on running the report.
    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 

Adding Business Highlights

Add business questions to clearly define what the pivot tab represents.
For example, in a Project Profitability report, you can add the question (highlight) - How profitable are projects by type? This can appear before highlights and charts.

Adding Report Highlights

Clarizen reports allow you to create on-the-fly KPIs or 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.

  2. Enter the highlight's name in the Caption field.
  3. Select the field or formula you wish to highlight.
  4. Define the Summary Type.  You can also add formulas by selecting Other from the Field Type drop-down menu.
  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

Clarizen offers different 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

Drilling down in reports

The charts can be drilled into, providing a better view on specific information. Select a wedge in the pie chart, use the zoom slider in the Starburst, Scatter, and Bubble charts, or select 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
      Define the multi-line parameters

Working with 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.

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 Other.
  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.

Exporting and Sending Reports (Excel and PDF)

You can export and/or send the report in PDF or Excel from the Reports list or from within the report. 

Click Export, and select one of the options, which includes downloading and sending the report. 

Note: Reports exported to Excel with more than 100,000 rows, and up to 999,970 rows, can be sent via email, but cannot be downloaded. This option does not apply to scheduled reports.

Creating Snapshots (Scheduling Reports)

Anyone with editing permissions can schedule a report to run based on a predefined schedule. For these users the Schedule button is available in the ribbon.

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 enterprise and unlimited license editions.

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

To create a scheduled report:

  1. Click Schedule.

    The Reports scheduler window opens
  2. Activate the Enable scheduler toggle.
  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 organization 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 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 related 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 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 Topics link. You can also define the default message to 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.

Tip: To see which reports have schedules, add the scheduling detail columns to the reports list.

Working With the Results Table

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

  1. Click Columns.
    The Choose Fields window opens.
    1. Select the field columns to include in the table.
    2. Use the controls to edit the fields' order of appearance.
    3. You can even create custom formula based columns to be added to the result table.
    4. Click OK. ​
  2. Define the view for each of the fields based on the field type:
    • Choose to see a Value, Icon, or both
    • Conditionally format any fields
    • Show or hide fields with ‘0’ value
    • Show different path options
    • And much more
  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 to set the sorting.

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

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.

Define Groupings

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

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. 

​Notes:

  • In the report results you can switch Show Summary on and off from by clicking th ecog icon.
  • When not in Show Summary mode, the report results will enable you to expand and collapse individual groups.
  • In the report results you can click on the Sum column to sort ascending or descending, when using groups and Show Summary mode.

Example

 

Creating Multiple Pivot Tabs in a Report

One report can contain several pivots or dimensions on the same data, allowing you to quickly view the data from 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. Rename – allows you to rename the selected tab
    2. Delete – allows you to delete the selected tab
    3. You can also reorder the various tabs using drag and drop

To learn about sharing, related panels (discussions and emails), and permissions, see Getting Started with Reports.

 

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