Reports - Overview of the Custom Reports Feature

Introduction

This article provides instructions for working with Reports, a custom reporting feature which takes data from three existing R Reports for Reward and Recognition (R&R):

• R57 Detailed Nomination
• R86 All Instant Awards by Program
• R94 Awards Issued

It shows the process of handling basic controls and setting up custom reports. This information is useful to clients globally. This article also provides a quick look into the key features and the report types that are available with this release. The information is intended for clients globally.

Background

Reports is our client-facing solution that allows clients to create customized reports. It is designed to enable clients to self-serve configurable reporting, to create custom line item reports resulting in reports tailored to their specific use cases. This significantly reduces the time required to manually manipulate reports, for client admins.

Prerequisites

In order to create or view a report, you must have the Reports Viewer role in Reward Manager. 

Key Features

The following capablities are included;

• Select your desired report columns
• Reorder the report columns
• Set filters so that the exported results are constrained
• Download reports as a spreadsheet
• Save custom reports

Note: There is currently a file size limit of 10MB for reports generated

How To Access Reports

Client users with the Reports Viewer role can access the Value Statement through Platform Insights (Insight Hub).

> Log in to your platform and navigate to Account > Platform Insights:

> On the Platform Insights landing page, locate the Reports tile, and select See Reports:

Using Reports

'Report Templates' Tab

Basic Controls

The Edit button will create a new custom report based on the standard report you chose.

The Run button will let you run the standard report you chose.

'Custom Reports' Tab

Basic Controls

The Edit button will let you modify the custom report you chose.

The Run button will let you run the custom report you chose.

The Additional Options menu (three dots) menu additionally shows the delete option, which allows you to delete a custom report.

For convenience, the Create report option allows you to create a new custom report from a standard report. Clicking on this button shows a menu of the reports that you can choose to use as a new customized report.

'Edit Custom Report' Page

Report Details

The Report Title allows you to set the title of the report. This title will appear on the Custom Reports Tab.

The Report Description allows you to enter additional details about this report. This description will appear on the Custom Reports Tab below the report title.

Customizing Columns

You are presented with two lists showing:

• Available Columns: These are the columns that you can add to your custom report. These columns would be the same columns that you get from the standard R Reports you chose as the basis for customization.
• Selected Columns: These are the columns you have added to your custom report.

For more information on the available columns, see the reference article: Reports - Column Descriptions

To add columns, first, tick the columns you want from the Available Columns list. You can choose multiple columns at once. Then, add these to the Selected Columns list using the Right Arrow button. You can repeat this step as many times as necessary.

To remove columns, first, tick the columns you want from the Selected Columns list. You can choose multiple columns at once. Then, remove these columns using the Left Arrow button. You can repeat this step as many times as necessary.

Note that you can only add a column once to the custom columns, so each column will only appear either in the Available Columns or Selected Columns list.

You can also reorder these selected columns by dragging them around the Selected Columns list. The exported report will follow the column order you specify here.

'Add Filters'

The filters here allow you to constraint the results you see in the custom report. For example, you might only want to show results for a particular department.

To add a new rule to the filters, click the Add rule option.

Each rule comprises of three sections, represented by the three drop-down menus. From left-to-right, these are:

• Column: The column that you want to filter on. You can filter from all columns in the report, regardless of if they are selected to show or not in the custom report.
• Comparator: This allows you to choose the comparison logic
  • Text: is equal to, is not equal to, contains, does not contain 
  • Numbers: is equal to, is not equal to, contains, does not contain, is greater than, is greater than or equal to, is lower than, is lower than or equal to
• Value: The value which you are comparing to. This list is populated by values that exists in the columns for your report (based on activity on your scheme / R&R Programme).

Default Rule: You must choose the R&R Programme for each report.

To delete a rule, click on the trash icon to the right of the rule.

Report Controls

Save Report will save the report configuration and bring you to the Reports home page.

Save and Run Report will save the report configuration and bring you to the Report Export page, where you can run the full report.

Preview Report shows a preview of the report that could be exported. This is useful to check if the columns and filters configuration is showing the intended results.

Export Page 

On this page, you can export the report you have chosen.

First, select the date range by setting both the Start Date and End Date, and clicking Apply.

A preview of the report is shown, to give an indication of what the final report would look like.

Click the Export report button to generate and download the report.

File Size Limits

Note: There is currently a file size limit of 10MB for reports generated. Should your report exceed this limit, you will be presented with an error notification, and the report will fail to download.

This error condition would likely be reached when there is about 70,000 rows in the report (depending on the number of columns).

Should you reach this limit, our suggestion is to; 

1. reduce the date range of the report (applies to either standard reports or customised reports,
2. reduce the number of columns in a custom report, or 
3. add filters to reduce the scope of the report.