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Report Manager

The Report Manager contains 3 types of report:

  • Standard Reports
  • Published Reports
  • Saved Reports

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The following functionality is available for all reports:

  • Sort by any available column
  • Hide / show columns
  • Group by columns with sub-totals
  • Apply filters
  • Drill-down where appropriate
  • Export report output to an Excel spreadsheet

Saved Reports

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When a standard report is Copied, the copy is placed into the Saved Reports section. Reports in this section are private to you, and cannot be seen by other users. You may assign a new name to a Saved Report and customise the Report Options (visible columns, filtering, grouping, sort orders). At any point you may choose to Publish the report, which will create a copy of the customised Saved Report in the Published Reports section where it will be available for use by other users within your organisation.

Published Reports

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When a saved report is Published, a copy is placed in the Published Reports section. This copy will include any customisations made to the Report Options of the saved report (visible columns, filtering, grouping, sort orders). Reports in the Published Reports section of the Report Manager will be visible to and can be used by other users within your organisation. If you wish you may also create a private copy of a report that another user has published.

Report Options

The first screen displayed is the Report Options screen.

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Every available column in the report is represented by a row on the Report Options screen and has several selectable icons next to it. In addition, if the report is sorted by a row then the row will have a number displayed to the left of it which indicates the sort order.

The meaning of the icons is as follows:

Icon Name Description
Group By If highlighted, the report output will be grouped by this column. Total fields will be sub-totalled for each grouping. Selecting Group By for a column will also automatically highlight the Sort Ascending icon if sorting is not already selected.
Sort Ascending If highlighted the report output will be sorted by the column in ascending (low to high) order. The report output can be sorted by multiple columns and the sort order for each column is displayed to the left of the column name. This setting and ‘Sort Descending’ are mutually exclusive.
Sort Descending If highlighted the report output will be sorted by the column in descending (high to low) order. The report output can be sorted by multiple columns and the sort order for each column is displayed to the left of the column name. This setting and ‘Sort Ascending are mutually exclusive.
Column Visibility If highlighted the column will be visible, i.e. shown in the report output. If not highlighted the column will invisible, i.e. not shown in the report output. Note that it is still possible to specify grouping, sorting and filtering for a column that is invisible.
Expand Column If highlighted the column will be expanded in the report output to show additional information, e.g. the description field will be displayed as well as the name field.
Column Filters If highlighted, then this indicates that the default filters for the column have been changed. Tapping the Column Filters icons will take you to a Report Filter screen for the column. The type of filter will vary dependant on the type of column.
Reset Column Clicking the Reset Column icon will reset the Group By, Sort Ascending/Descending, Column Visibility, Expand Column and Column Filters back to their default values for the selected column only.

Action Menu

The following Action Menu items are available from the Reports Options screen:

Action Description
report_manager_reset Reset the Group By, Sort Ascending/Descending, Column Visibility and Column Filters back to their initial values for ALL columns.
report_manager_copy Copies and saves the current report options settings. You will be prompted to specify a name for the new report definition.
report_manager_save Saves the current report options, overwriting the current saved report definition. This option is only available when working with a report in the Saved Reports section of the Report Manager. Standard and Published reports must be copied to a new Saved definition.

Report Output

Once you have completed the Report Options settings, selecting the tick in the top right-hand corner will run the report and display the output. The following is an example of an Expense Summary report, grouped by user:

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Excel Reports

All reports may be downloaded in Microsoft Excel format. The resultant spreadsheet will be sorted and filtered as per the current Report Options settings. If the report is grouped, then a separate Excel page will be produced for each individual grouping. Below is an example of an Expense Summary Excel report grouped by User (one page tab per user).

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Item Menu

Copy Report

Selecting the Copy Report option from the item menu against a report will create a copy of the report definition which will be placed into the Saved Reports section. You will be prompted to assign a new name to the saved report.

Action Menu

The following Action Menu items are available from the Report Output screen:

Action Description
report_manager_filters Returns to the Report Options screen to enable further changes to be made.
report_manager_download Download the report output as an Excel spreadsheet.