Running and Publishing Reports

Supervisor / Administrator Support

How to run a report

  1. Go to the Reports > Report Generator Page

  2. Click a Report Template on the left

  3. Adjust the properties if necessary

  4. Click the Preview tab…

Report templates we most commonly recommend

  • Time & Attendance > Summary Report.TA – Use this report template when you need totals and do not need to see detail (i.e. punch times)

  • Time & Attendance > Detail Report.TA – Use this report template when you need detail for each timesheet record as opposed to simply totals

  • Human Resources > Employee Listing – Use this report template to create listings. You can select any field from the employee record and sort by any field you select

TIP: running this report with an Output Format of “Excel” is a great way to quickly review employee records to ensure that everyone is assigned to the correct rules, etc.

  • Labor Costing > Summary Report.TA – Use this report template when you need totals by cost center (i.e. department), reflecting breakdown totals by where employees actually worked and not by their home department

TIP: When trying a new report template, preview it first without adjusting the properties. This will help you to know whether you need to make adjustments at all.

Properties

NOTE: The Properties sections available will differ slightly from report template to report template, depending on the purpose of each template. Although some sections appear on multiple report templates, they will have different options from report template to report template.

  • Definition – gives you the purpose/use for the report template

  • Output Format – allows you to specify the file type, such as Adobe PDF (.pdf) or Excel (.xls)

  • Primary Filter – typically answers the question “Which employees are included?”

NOTE: Labor Costing reports are an exception to this rule

  • Additional Filter – typically allows you to further narrow that data itself as opposed to considering which employee records should be included

  • Data Selections – allows for selection/exclusion of data related columns.

TIP: We recommend starting with the default set of values

  • Date Range – consider using date presets as opposed to a “Custom Date Range” in order to make the report meaningful when published for future runs

  • Primary Sort – creates groupings in a sequence

  • Additional Sort – the selections for this section vary from report to report.

TIP: the Employee Listing report allows an Additional Sort for any field you first select in the “Fields to Display” section. If you select “Last Name” in the Fields to Display” section, you can then also select that field as an “Additional Sort.”

  • Additional Options – the options for this section vary from report to report.

TIP: The option we most commonly recommend on the “Summary Report.TA”, is the “Sort Items shown as Columns.” This controls the behavior of the Primary Sort, controlling whether the Primary Sort reflects sorting by creating groupings of headers and totals or whether the Primary Sort reflects sorting order in columns.

  • Publish To – Publishing does not mean saving report results. Publishing means saving a set of Properties for a report template and giving that set of Properties a name for future use. When you publish your first report template, you will see a new “Published” section of report templates at the top of the page.

  • Private Reports - We typically recommend publishing reports to “Myself.” This publishes a private report. You can edit the properties at any point on Private reports, and those changes automatically stick for the future.

  • Public Reports – Public reports are those reports that you share with at least one other system user.

    • Properties for these reports cannot be edited. This is by design. Since multiple people are relying upon the published report, everyone needs to know that no one else is tampering with the properties. They need to know that they can reliably produce the report again and again without having to review the properties first.

    • However, by clicking the plus sign button in the Publish To section you can save a copy of the public report template as a private report template. And of course, you can then edit the private report and republish it again as a public report if necessary.

  • Report Schedule Options – Once a set of properties is published, you can then schedule that report to be produced on a schedule and emailed automatically to you or to other system users.

How to publish a report

As shown below:

  1. Name the report

    • Recommendation: Describe in the Publish Name field the properties you have defined. For instance, if you have configured the report with an Additional Filter for Pay Code 0 [WKHR] and with a Date Range of Previous Week, you might give the report a Publish Name of “Hours Worked Last Week”

  2. Select “Myself” to publish privately or one of the other options to publish to other users in addition to

yourself.

   3. Click the “Publish” button

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