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Reporting


Reporting

Analysing The Data Using Reports


Analysing The Data Using Reports

Filtering Reports

Viewing your Report

Changing the Report Filter

Printing a Report


Filtering Reports

The filter tab is used to sort and filter the information that will appear on the report.

Although the options available will vary slightly according to the type of report that you are generating, the methods used to set the options remain the same.

Being able to cross-reference information is vital and by using a combination of all or some of the options available you can control not only the amount and type of information being displayed but also how it will be grouped and summarised.  This provides you with the flexibility to produce a wide variety of different reports using the same basic format ensuring that the information provided is tailored to its recipient.

We can individually examine the options available to us for filtering the information.

Related Topics

Display Dates

Selecting Records

Report Title

Group Data By

Show

Include


Display Dates

To and From Dates are used to control the date range governing which entries will appear on the report.  In other words, an entry must fall between the dates set here in order for it to be displayed.

Select the date in the usual manner.

Alternatively, you may wish to see all relevant information irrespective of date - to do this click the All box until a cross appears.

You will notice that when the All box is selected you cannot access the calendar or enter a date manually into the text box.  When you wish to return to a specific date range, click the All box again to make the cross disappear and select the dates you require as described above.


Selecting Records

To the left of the filter tab is a series of tabbed panels.  These are used for selecting which records will be included in the report.  To select a record simply remove the check in the no filter check box at the bottom of the relevant tab.  For example, if I wanted to select the projects to include in a report, I would remove the check from the No Project Filter checkbox.

Once you have removed the check from the No Filter checkbox click the select button.

The following dialog appears:

Using your mouse select the available records use wish to filter on and move then into the Filter List using one of the methods outlined below.

•	Keep your mouse button depressed and drag the records into the filter list.

•	Use the buttons provided to move records between lists

To make multiple selections use your Ctrl or Shift keys.

Advanced Options

If want to filter the information even further there are some additional options available.  These options are based on any Custom Fields that you have set up for your records.

Click Advanced, the Filter dialog expands.

The advanced filter contains 4 columns.

Logical.

The first column is Logical.  This allows you to specify whether you wish the filter you are specifying to work in addition to any others that you have defined in this dialog or as an alternative to the others.

Custom Field.

This is where you select which field is to be used as the basis for the filter.

Operator.

This is where you select how the match has to be made between the Custom Field and the Value you wish it to contain.

Value.

The numbers, text or symbols that are to be used as the criteria to establish a match for this selection.


Report Title

Each report can be given a title of up to 253 characters.  The title should be used to provide the recipient of the report a brief description of what the report has been produced to explain.  Click in the Report Title text box and type in some descriptive text.


Group Data By

Group Data By is a panel which allows you to group the entries that will make up your report by a variety of different categories.  This enables you to ensure that relevant information is grouped together to make the report easier to read and understand.  Up to four different categories may be selected so if you are preparing a report that will contain a large amount of information, you can group and then subgroup the data for further clarification.

All the group categories are specified in the same way:

Click on the down arrow to the right of the First Group combo box.

A list of available categories appears for you to make a choice.

Scroll down the list to locate the category you require.

Once you have found it...

Select it using your mouse.

The category you have selected appears in the combo box and the data on the report will be grouped and subtotalled accordingly.


Show

Having decided on how your information will be sorted, there may be up to six check boxes (depending on the report type selected) that control how much of the information is displayed in the report:  These are Hours, Cost, Charge, Utilisation, Show as Percentage and Multiple by Confidence.

Hours

If selected, this option ensures that the amount of time associated with your selected data will be shown on the report.

Cost

If selected, this option allows you to see cost amounts on the report for your selection.

Charge

If selected, this option means that the actual charge amounts of the selected data will be displayed.

Utilisation

If selected, this option allows you to see utilisation on the report for your selection

Show as Percentage

If selected Hours, Cost, Charge and Utilisation will be displayed on the report for your selection as a percentage.

Multiply by Confidence

If selected, cost and charge figures for the report selection will be multiplied by the confidence factor, a confidence factor is placed against a project when it is entered into the system and can be amended at any point.


Include

This panel allows you to further filter the type of information that you wish to have included in your report.  You are provided with the choice of including chargeable or non-chargeable work, invoiced or un-invoiced work, confirmed or provisional time blocks and approved, disapproved and unapproved entries.

Simply, place a check next to the items you wish to include.

When you are satisfied that your report information will be sorted and is filtered as you require, you can produce the report.  To do this click the Report Tab.


Viewing your Report

Once you have selected your filter options, if you click on the Report Tab it will be displayed.

At this point, you can review the contents of the report before you choose to print.  In addition, further information about the report is available from the Report Toolbar.


Changing the Report Filter

If at any stage you require to change your filter selections simply click on the Filter Tab, you will be returned to the Report Filter Tab where you can make the necessary changes.

If you wish to leave this report and generate a different one entirely...


Printing a Report

To print your report simply select the print icon from the file toolbar or select print from the file menu.  The Print Icon will only become active when you are viewing the report.