Custom Reports Overview

Custom Reports is the custom reporting tool that allows users to develop reports that are tailored to your needs. Custom reports can be created from hundreds of available data points in one comprehensive report. The data that is included in the report can be taken from different areas of the system and filters can be applied to present a precise view of the appropriate information. These reports can be easily shared with other users in the organization and the data contained in the report can be refreshed as needed.

Permissions are required to view and create the various reports within Custom Reports. Because a unique permission is required to view or create the various types of custom reports, information is more secure as the functionality can be applied on an as-needed basis. The information is protected and can only be viewed by users with access to those report types.

To access custom reports, go to Reports > Custom Reports.

The following list indicates the permission needed to create the custom report type; to view the available output requires the corresponding "View" permission. To give an administrator access only to the results of the report created, select only the appropriate "View" permission for the report type chosen. "View" permissions are selected automatically when the appropriate "Create" permission is chosen for a Security Role.

Real Time Data Warehouse

Custom reports are refreshed in real time via the Real Time Data Warehouse (RTDW). Once a custom report is refreshed, the report output will run using the RTDW. This means that the data in the report is just a few minutes old. The data warehouse will refresh every 10-20 minutes.

Custom Report Folders

Custom reports are organized into folders. All reports must be within a folder and a report can only belong inside one folder at a time. The same report cannot exist in multiple folders. Note: For users using Internet Explorer, this functionality is only supported by Internet Explorer 6 and newer versions.

Create, Copy, Edit, or Move a Custom Report

From the Reports page, users with the appropriate permissions can create, copy, edit, or move a custom report. See Manage Custom Reports.

Create, Rename, or Delete a Custom Report Folder

From the Reports page, users can create, rename, or delete a custom report folder. See Create/Manage Custom Report Folders.

Share Custom Reports within a Folder

From the Reports page, users can share the reports that are within a custom report folder. See Share Custom Reports within a Folder.

For additional information about sharing reports, see the following topics in Online Help, which also include frequently asked questions about sharing and scheduling reports:

View Existing Reports

Reports Table

By default, reports appear in the Reports table in alphabetical order. However, all columns are sortable.

The following information is displayed for each report in the Reports table:

  • Title - This displays the name of the custom report, as specified during creation. The reports are listed in alphabetical order. If the report is a summarized report, you can click the report title to open the View Report page.
  • Type - This displays the report type.
  • Creator - This displays the user who created the report.
  • Folder - This displays the folder in which the report is currently located. You can move the report to a different folder by dragging and dropping the report from the Reports table to the appropriate report folder within the Folders panel. Note: Reports cannot be dragged and dropped into the All Folders folder.
  • Last Run - This displays the date on which the report was last run. This date is only updated for the individual user that refreshes the report.

The following actions appear within the Actions drop-down list:

  • Copy - Click this icon to copy the custom report. You are taken to the Select Fields page to begin copying the custom report. See Create Custom Report - Overview. Note: When you copy a report that has been shared with you, any settings that were configured on the User/OU, Share, or Schedule tabs are not copied.
  • Delete - Click this icon to delete the custom report. Published Widget Note: If a custom report that includes a published widget is deleted, then the widget is also deleted from the Published Widgets category for dashboards and any dashboard containing that widget. The widget is deleted for both the report creator and shared users.
  • Edit - Click this icon to edit the custom report. You are taken to the Select Fields page to begin editing the custom report. See Create Custom Report - Overview. Note about Deleting Custom Charts in a Report: When editing a custom report, if the chart for a custom report is deleted in the report, then the widget is also deleted from the Published Widgets category for dashboards and any dashboard containing that widget. The widget is deleted for both the report creator and shared users.
  • Excel - Click this icon to export the report to Excel.
  • History - Click this icon to view the Run History pop-up for the report. This pop-up displays the date and time for the past three instances of the report along with the number of records that were returned in the report. You can export each instance to Excel or to text.
  • Refresh - Click this icon to refresh the report data and generate an updated version of the report. This option is only available if the report has already been run. A user can refresh a custom report independently of other users with different permission constraints. Each user with unique report constraints can refresh, view, and preview a custom report independently. If the report is processing for another user, all other users sharing the report that have different constraints can still access and refresh the report themselves. Note: Users sharing a report with the same permission constraints cannot refresh the report independently.
  • Print - Click this icon to export the report to a printable version. This option does not display when the report output exceeds 30,000 rows.
  • Text - Click this icon to export the report to text. This output is ideal when the report results are larger than 65,000 rows of data.
  • View - This option is only available for the report creator. Click View to open the report viewer page. This page show the fields that were selected for the report, as well as the filters that were used. The report results also display. You can edit the report by clicking Edit Report. Options are available from the Actions drop-down, depending on your permissions and the functionality that is enabled in your portal. You can share or assign the report, as well as create a goal. You can also launch a performance review and award compensation. See Analytics - Summarized Report View. Note: If the report has more than 10,000 records, the report will not display the "View" in the drop down actions list.

Search Reports

To search for an existing report by report name, enter a search term in the search box and click the Search button. The system searches all available custom reports for a custom report with a matching title. After a search is performed, the Custom Reports folder is selected.

Permission Filter

By default, the Custom Reports page displays all reports that are available to you. Use the permission filter drop-down next to the search field to change the reports that are displayed. When a new filter option is selected, the system automatically updates the list of displayed reports to match the search criteria. The following Permission views are available:

  • All Reports - This option is selected by default and displays all available reports, regardless of who created the report.
  • Shared with Me - This option displays reports that have been shared with you.
  • Created by Me - This option displays reports that you have created.
  • Published by Me - Select this option to filter the list by reports that you have published. The name of the Last Run column changes to Last Published, which displays the most recent date on which the report/widget was run.
  • Published with Me - Select this option to filter the list by published reports that have been shared with you. The name of the Last Run column changes to Last Published, which displays the most recent date on which the report/widget was published.

Runtime Filter

By default, the Custom Reports page displays reports that were ran at any time. Use the runtime filter drop-down next to the permission filter to change the reports that are displayed. When a new filter option is selected, the system automatically updates the list of displayed reports to match the search criteria. The following Runtime views are available:

  • Ran Anytime - This option displays all available reports, regardless of when the report was last run.
  • Running now - This option displays reports that are running currently and are in the queue.
  • Ran past hour - This option displays reports that were run in the past hour.
  • Ran past 24 hours - This option displays reports that were run in the past 24 hours from the current time.
  • Ran past week - This option displays reports that were run in the past week from the current time.

Folders Panel

By default, the All Folders folder is selected on the Folders panel. This selection displays reports from all reports folders that match the selected filters. To view only reports from a single folder, select the appropriate reports folder. When a new folder is selected, the system automatically updates the list of displayed reports to match the selected folder.

If a reports folder has sub-folders, an arrow appears to the left of the folder name. Click the arrow to expand and collapse the folder.

Expand/Collapse Reports List

The list of reports in the table can be expanded and collapsed by clicking the Close/Open arrow in the left-center of the panel.

Custom Field Descriptions

Custom field descriptions are available for certain custom field types in the OnDemand Support folder:

User's Direct Subordinate Constraint

For detailed information about the User's Direct Subordinate constraint, see the User's Direct Subordinate Constraint topic in Online Help.

See Also

See Custom Report Types.

See Create Custom Report - Overview.

For reports troubleshooting, see the Reporting Troubleshooting Guide in the OnDemand Support folder.

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