Create Performance Review Custom Report

A Human Resources Manager (HRM) would like to view the status of the organization's 2016 Annual Performance Review Task for each Division Organizational Unit (OU) to which the task has been assigned.

To create the report, the HRM performs the following steps in the Custom Report Builder:

1. Access the Custom Performance Review Report via Reports > Custom Reports.
2. Add the following fields:
   1. User Section
      1. User Full Name
      2. Division
   2. Performance Review Step Section
      1. Step Assigned To
      2. Step Title
      3. Step Submission Date
      4. Step Reviewer Name
      5. Step Due Date
   3. Performance Review Task Section
      1. Task Name
      2. Task Status
3. Filter the report by the Task Name field and set the filter to Contains "2016." By adding this filter, the report will only show data for the 2016 Annual Performance Review Task.
4. Summarize the report by the Task Status field. Then, summarize the report by the Division field. This breaks the report data into status groups. Within each status group, the data will be summarized by Division OU. These summaries helps the HRM to quickly view the task status for each user in each division.
5. Click Refresh. The report preview updates to display the data.
6. Click the Actions drop-down and select Print Preview or Excel Preview to open a printable version of the data.

A Human Resources Manager (HRM) would like to generate a list of employees who declined to sign their performance review. The list will help her assess the reasons that the employees choose not to sign their review. She intends to use the information in the report to create an anonymous manager review survey that will be sent to all employees who declined to sign their review.

To create the report, the HRM performs the following steps in the Custom Report Builder:

1. Access the Custom Performance Review Report via Reports > Custom Reports.
2. Add the following fields:
   1. User Section
      1. User Full Name
      2. User Manager Name
      3. User Indirect Manager Name
   2. Performance Review Task Section
      1. Task Name
   3. Performance Review Sign-Off Section
      1. Sign-off Comments
      2. Sign-off Declined
3. Filter the report by the Sign-off Declined field and set the filter to "True." Filtering the report by the Sign-off Declined field constrains the data to only users who declined to sign the review. Users who signed the review will not be included in the report output.
4. Click Refresh. The report preview updates to display the data.
5. Click the Actions drop-down and select Print Preview or Excel Preview to open a printable version of the data.

Additional Field Options

The HRM could also choose to add the User Email, User Manager Email, and User Indirect Manager Email fields so that she has quick access to each user's contact information.

Naming the report in the Report Designer is required in order to save the report. The Save button is not enabled until a report title is entered. The report name should be descriptive and meaningful.

To name the report:

1. Enter a title in the Report Title field in the upper-left corner of the page. The field accepts alphanumeric characters and the following special characters:
   • -
   • _
   • (
   • )
   • "
   • '
   • .
   • ,
   • [
   • ]

2. Once a report title is entered, the Save button is enabled.
3. Click Save to save the report title. The also saves the report. The report title will display at the top of the page and can be entered or edited at any time during the report configuration process.

Selecting a storage folder is optional. The report folder drop-down displays the custom reports folder hierarchy and enables you to move reports into a designated folder. By default, the Custom Reports folder displays in the drop-down.

To select a folder:

1. Click the report folder drop-down. This opens a list of available folders.
2. Click the folder name. This adds the report to the folder.

The Show drop-down enables you to select the types of fields that you would like to display in the Fields panel. You can filter by standard and custom fields, as well as by Text, Numeric, Date, or Yes/No data types.

To filter by type, click the Show drop-down and select one or more of the following options:

• Standard Fields - Checking this box displays all applicable standard fields for the report type.
• Custom Fields - Checking this box displays all applicable custom fields for the report type.
• Text - Checking this box filters the standard and custom fields that display in each field type section to display only text fields.
• Numeric - Checking this box filters the standard and custom fields that display in each field type section to display only numeric fields.
• Date - Checking this box filters the standard and custom fields that display in each field type section to display only date fields.
• Yes/No - Checking this box filters the standard and custom fields that display in each field type section to display only Yes/No fields.

As filters are selected, the fields in each field type section update to display only the fields that meet the filter criteria.

Tip: Clicking the Field type section name selects all filters in the Field Type section. Clicking the Data type section name selects all filters in the Data Type section.

The search bar allows you to filter the Fields panel to only display fields that match your search criteria.

To search for fields, enter a full or partial search term in the Search bar. Each section in the Fields panel updates when you stop typing to display the fields that match the search criteria. The number of matching fields in a section displays in parentheses to the right of the section name.

There are multiple ways to add fields to the report. Do one of the following to add a field:

• Click the field name in the Fields panel. The field only needs to be clicked once to add it to the report.
• Drag and drop the field from the Fields panel to the report preview panel.
• Type a full or partial field name in the Type or drag a field here box in the report preview panel. When text is entered, the drop-down in the Type or drag a field here box filters to display the matching field names. Select the desired field from the drop-down to add the field to the report.
• Click in the Type or drag a field here box in the report preview panel and select the desired field from the list.

In addition, there are two areas to which fields can be added:

• Report preview panel
• Field Filters tab - Note: Fields can only be added to this tab by dragging and dropping the field name from the Fields panel or by selecting the field from the field selection drop-down on the Field Filters tab.

When you click a field name, the field is automatically added to the report preview section as a separate column. Any report data associated with the field displays in the preview section.

Each field type section displays the fields associated with the field type. Each field is identified within the section as text , numeric , date , or True/False .

Add Calculated Field

The option to add a calculated field displays in the Calculated Fields field type section. Clicking the plus icon opens the Calculated Field Wizard. Once the field is created, the field is added to the list of fields in the Calculated Fields field type section and adds the field to the report preview.

Note: Calculated fields can only be used in summarized reports.

Edit/Copy/Remove Calculated Field

The options to edit, copy, or delete a calculated field still appear in a drop-down but are now available by hovering over the right arrow icon at the end of the field row. This enables the following options to appear:

• Edit - Click Edit to open the Edit/Copy Calculated Field Wizard. When editing a calculated field, the report preview does not automatically update to show the changes to the report results. You must click Refresh to update the report preview.
• Copy - Click Copy to open the Edit/Copy Calculated Field Wizard. When copying a calculated field, the field is added to the list of fields in the Calculated Fields field type section and adds the field to the report preview. You must click Refresh to update the report preview.
• Remove - Click Remove to delete the calculated field from the field type section.

See Create Calculated Field.

You can update the results in the preview pane by clicking the Refresh button. When the report data is out of date, an Exclamation icon displays in the Refresh button to indicate that the report data needs to be refreshed.

When filters in the Field Filters panel are added or modified, the report results must be manually refreshed in order to view the updated data.

Enter the maximum number of records that should be returned in the report. The default value is 75,000. The maximum value that can be entered in the field is 999,999. Enter a value of zero to not have a limit.

An Excel output accommodates 65,000 rows. The HTML Printable Version is only recommended when viewing less than 20,000 rows.

As with existing functionality, the value in the Maximum number of records field must be a positive whole number.

The following options are available in the Options button drop-down. The options are only available if the report is summarized and only apply to the printable and Excel versions of the report, as well as when the report is run.

• Show/count unique rows only - Select this option to filter the summarized report results not to repeat report rows that display identical summarized information. For example, if a Transcript report only contains the field User Full Name, and the report results include 50 different users with the name Sample User, then checking the Show/count unique rows only will only display one row of name Sample User in the report.
• Show record counts in report - Select this option to create a report that displays the record count for each combination of fields selected. For example, to determine the total number of active versus inactive training types in the catalog, check the Record Count box, then include the Training Active and Training Type fields in the report. The report displays a total count of inactive and active training types, listed by type.
• Show report headers in report - Select this option to show the name of the fields in the header row of the report output.

The following actions are available in the Actions button drop-down:

• Print - Click the Print icon to create a printable version of the report. This option only appears for users with permission to preview custom reports. This option does not display when the report output exceeds 30,000 rows.
• Export to Excel - Click the Export to Excel icon to export the report results to Excel. This option only appears for users with permission to preview custom reports.
• Remove All Columns - Click Remove All Columns to remove all of the fields that you have selected for the report. This opens a confirmation pop-up. Click Yes to remove all fields in the report. This clears the report preview panel and all selections in the tabs above the preview. Or, click No to cancel the removal action.

When viewing a printable or Excel version of a report with more than 5000 records, only the first 5000 records display. If your report contains more than 5000 records, be sure to save the report in order to view all of the records. When custom reports are saved, they are subject to 30,000 records for printable version or 65,000 records for Excel.

You can sort columns in ascending and descending order. You can also view the sort order selection.

Ascending/Descending

The columns in the report preview panel can be sorted in ascending and descending order by clicking the arrow to the right of the column name. Clicking the down arrow resorts the column in descending order. Clicking the up arrow resorts the column in ascending order. Note: This option is disabled when the maximum number of sorted fields has been reached on the Sort tab.

View Sort Order

To view the sort order for the column, hover the mouse over the column name. This opens a tooltip that displays "<Field Name> is sorted <Ascending/Descending> and is the <Sort Order Number> sort level."

Options are available in a drop-down for each field that displays in the report preview section.

The following options are available, depending on the field type:

• Filter - This option is available for all field types. Click this option to add the field to the Field Filters panel.
• Sum - This option is available for numeric fields only. This is current functionality that displays the sum of all values for the field.
• Average - This option is available for numeric fields only. This is current functionality that displays the average of all values for the field.
• Minimum - This option is available for numeric fields only. This is current functionality that displays the minimum value for the field.
• Maximum - This option is available for numeric fields only. This is current functionality that displays the maximum value for the field.
• Sort - Click this option to add the field to the Sort tab. Fields display in the tab in the order in which they are added. See Create Custom Report - Sort Tab.
• Summarize - Click this option to add the field to the Summary tab. Fields display in the tab in the order in which they are added. See Create Custom Report - Summary Tab.
• Remove - This option is available for all field types. Click Remove in the drop-down to remove the field from the report. Note: This does not remove the field from the Field Filters, Sort, or Summary tab.

Note: For numeric fields that are already aggregated, the associated aggregate option is disabled. For example, if viewing the Sum Training Hours field, the Sum option is disabled in the drop-down.

The Field Filters tab enables you to filter the report fields in order to narrow down the report results. Once the filters are defined, you can refresh the report preview panel to update the report results.

Add Field Filters

You can add fields as filters by dragging and dropping fields, as well as by manually entering a name in the field text box. You can also add fields by clicking the drop-down to the right of the field text box and selecting the desired field.

Drag and Drop Fields

Fields can be added by dragging the field from the Fields panel and dropping it into a blank field box on the Field Filters tab. An operator drop-down and value field automatically populate to the right of the field name. Select an operator, and then enter a value.

Manually Enter Field Name

Enter a full or partial field name in the blank box in the Field Filters tab. When text is entered, the box filters to display the matching field names. Select the desired field from the drop-down to add the field to the Field Filters tab.

Change Field Selection

You can change the field that is selected in an individual field box on the Field Filters tab in the following ways:

• Clicking the drop-down in the field and select a different field. All fields available for the report display in the drop-down.
• Enter a different field name in the field box.

Changing the field selection clears any operator or value entered for the previous field.

Fields with Multi-Select Values

For fields that have multi-select options for the field value, the options display in a drop-down. One or more values can be selected by clicking the box to the left of the value. Click the Check all option to select all values for the field. Click Uncheck all to deselect all values for the field.

Refresh Report Preview

Once the filters are defined, click the Refresh button to update the report results. The report preview panel updates to display all report results that match the filter criteria.

Remove Field

You can delete a filter by clicking the Remove icon to the right of value field.

The Sort tab enables you to define the sort order of the fields you selected for the report. By sorting the report fields, you can define which column displays first, and so forth, in the report output.

The report can only be sorted into a maximum number of four fields. Once the maximum number is reached, the report cannot be sorted into additional fields.

Add Fields

To sort fields on the report, the fields must be added to the Sort tab. Fields are added by dragging and dropping fields from the Fields panel to the blank sort boxes on the Sort tab.

You can also add fields by clicking the name of the field in the Report Preview panel, which automatically places the field in the next available sort box, up to the maximum of four fields. Once you have reached the maximum number of sorted fields, an additional field cannot be added until at least one field is removed from the Sort tab.

Each sort row in the tab can only contain one field.

Reorder Fields on Sort Tab

If multiple fields are added to the Sort tab, you can define the sort order by dragging and dropping the fields into the desired order on the tab.

Show All Items

The Show All Items drop-down displays to the right of each sort box. Clicking the drop-down shows all fields that are available for sorting, as well as the "None" option. You can select one of the fields from the drop-down to add the field to the sort. Or, select "None" to not sort the report by additional fields.

Sort by Ascending/Descending Order

The data in the sorted fields can be sorted in ascending or descending order by clicking the Ascending or Descending icon to the right of the field.

Delete Sorted Field

You can delete fields from the Sort tab by clicking the Delete icon to the right of the field name. This deletes the field from the Sort tab but does not delete the field from the report.

Update Report Results

To update the report preview panel with the new sort order, click Refresh. This updates the sort order number of the column in the report preview.

The Summary tab enables you to summarize the data in the report based on certain fields.

Summarize Fields Example: A Human Resources Manager would like to create a report that displays all direct reports for all managers in the organization. She creates a custom User report that includes the User First Name, User Last Name, and User Manager Name fields. On the Summarize tab, she selects User Manager Name in the Summarize By field. She also sorts the report on the Sort tab by User Manager Name, then by User First Name, and then by User Last name. The first column in the report results displays all of the managers in the organization who have direct reports and also groups each manager's direct reports under each manager's name. This allows the Human Resources Manager to quickly view all of the direct reports for each manager in the organization in a single report.

Summarize Fields

To summarize fields for the report, the fields must be added to the Summary tab. Fields are added by dragging and dropping fields from the Fields panel to the blank summary boxes on the Summary tab. Up to four fields can be summarized. Once you have reached the maximum number of summarized fields, an additional field cannot be added until at least one field is removed from the Summary tab.

Each summary row in the tab can only contain one field.

The following options are available for each field:

• Ascending/Descending - Click the Ascending/Descending icon to the right of the field to put into ascending or descending order.
• Delete - Click the Trash Can icon to delete the field from the Summary tab. This does not delete the field from the report.
• View as Hierarchy - If an OU criterion is selected from the Summarize by drop-down list, then a View as hierarchy option is available to the right of the field. If this option is selected, the report data is automatically displayed in a hierarchical manner. The Then by drop-down option is automatically set to User Full Name and cannot be modified. If the View as hierarchy option is not selected, the Then by drop-down is active.
• Include Percentage summary column - Check the box to display the percentage in the report. The percentages only display in the report output. The percentages in the report output display based on the value in the Maximum number of records field.
• Overall Percentage - Select this option to display percentages relative to the total record count of the report.
• Hierarchical Percentage - Select this option to display percentages relative to the parent level in the hierarchy or summary. These percentages are a flexible percentage that is configurable at different levels of the report. For example, if Division A has a Transcript status of Completed, the percentages are calculated based on the total number at the Division level. If Division A has 500 people and Completed has 50 people, the hierarchical percentages are calculated out of 500 people (10%).
• Include grand summaries at bottom - Select this option to include a grand summary row at the bottom of the report for all summarized fields. Note: This option is only available if the data is summarized.

Reorder Fields on Summary Tab

If multiple fields are added to the Summary tab, you can define the sort order by dragging and dropping the fields into the desired order on the tab.

Update Report Results

To update the report preview panel with the new summary order, click Refresh. The report preview panel is updated to display the summary view of the report results.

In the summary view of the report preview panel, a drop-down displays for each summarized field. The drop-down includes the following options:

• Summarize - Click this option to open the Summary tab. This option does not display for fields configured to display percentages.
• Remove <Name of Summarized Field> <Number of Summary Field> - This option displays as a separate option in the drop-down for each summarized field. Clicking the option removes the associated summarized field. Note: If the Hierarchical Percentage view is checked on the Summary tab, then the Remove option displays for the top level summarized field.
• Remove All Summarization - Click this option to remove all summary configurations from the Summary tab.

To share the report:

1. Click the Select Criteria drop-down. This displays the OUs from which you can select to view the report.
2. Select an OU. This enables the Select icon to appear to the right of the Select Criteria drop-down.
3. Click the Select icon . This opens the Select [OU Name] pop-up. Note: If "User" is selected in the Select Criteria drop-down, then the Select User pop-up opens.
4. Click the Add icon to the left of the OU name. Note: If "User" is selected in the Select Criteria drop-down, then select the individual users with whom to share the report.
5. Click Done. This closes the pop-up and adds the selections to the Sharing tab.

For shared reports, the data is refreshed once per day, which is the same rate as the refresh rate for the report that the report creator sees.

The Schedule tab enables you to create a schedule for the report. Reports can be scheduled to run once, daily, weekly, or monthly. By default, reports are not scheduled to run and must be run manually by the user. In order to schedule a report at a specific time or on a daily, weekly, or monthly basis, you must configure the scheduling options on the Schedule tab.

Schedule One-Time Report

Click the Once option in the Schedule drop-down. This enables the options to display below the drop-down for creating a one-time report. Complete the following fields:

• Schedule - Select "Once" from the drop-down.
• Time - From the drop-down, select the time at which to run the report. The default setting is one hour from the current time.
• Time Zone - From the drop-down, select the time zone in which to run the report. The default setting is the time zone of the user configuring the report.
• Start Date - By default, the start date is the current date. You can modify the start date by entering a different date in the field. This is a required field.

The report runs at the specified date and time.

Schedule Daily Report

Click the Daily option in the Schedule drop-down. This enables the options to display below the drop-down for creating a report that runs daily. Complete the following fields:

• Schedule - Select "Weekly" from the drop-down.
• Repeat Every - This field enables you to determine the report interval. For example, if "3" is the value in the field, then the report runs every three days. Enter the number of days in the Repeat Every field. The default value is "1." This is a required field.
• Time - From the drop-down, select the time at which to run the report. The default setting is one hour from the current time.
• Time Zone - From the drop-down, select the time zone in which to run the report. The default setting is the 's time zone of the user configuring the report.
• Start Date - By default, the date on which the report starts running is the current date. You can modify the start date by entering a different date in the field. This is a required field.
• End Date - Enter the date on which to stop running the report. This is a required field.

Schedule Weekly Report

Click the Weekly option in the Schedule drop-down. This enables the options to display below the drop-down for creating a report that runs weekly. Complete the following fields:

• Schedule - Select "Weekly" from the drop-down.
• Repeat Every - This field enables you to determine the report interval. For example, if "3" is the value in the field, then the report runs every three weeks. Enter the number of weeks in the Repeat Every field. The default value is "1." This is a required field.
• On - Select the day on which the report will repeat. The default value is the current day of the week. This is a required field.
• Start Time - From the drop-down, select the time at which to run the report. The default setting is one hour from the current time.
• Time Zone - From the drop-down, select the time zone in which to run the report. The default setting is the time zone of the user configuring the report.
• Start Date - By default, the date on which the report starts running is the current date. You can modify the start date by entering a different date in the field. This is a required field.
• End Date - Enter the date on which to stop running the report. This is a required field.

Schedule Monthly Report

Click the Monthly option in the Schedule drop-down. This enables the options to display below the drop-down for creating a report that runs monthly. Complete the following fields:

• Schedule - Select "Weekly" from the drop-down.
• Repeat Every - This field enables you to determine the report interval. For example, if "3" is the value in the field, then the report runs every three months. Enter the number of months in the Repeat Every field. The default value is "1." This is a required field.
• On - This field allows you to configure when the report will run.
  • Day - Select "Day" from the drop-down to run the report on a specific day of the month. This enables a numeric text box to display to the right of the drop-down. In the text box, enter the day of the month on which the report will run.
  • First - Select "First" from the drop-down to run the report on the first <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
  • Second - Select "Second" from the drop-down to run the report on the second <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
  • Third - Select "Third" from the drop-down to run the report on the third <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
  • Fourth - Select "Fourth" from the drop-down to run the report on the fourth <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
  • Last - Select "Last" from the drop-down to run the report on the last <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
• Start Time - From the drop-down, select the time at which to run the report. The default setting is one hour from the current time.
• Time Zone - From the drop-down, select the time zone in which to run the report. The default setting is the time zone of the user configuring the report.
• Start Date - By default, the date on which the report starts running is the current date. You can modify the start date by entering a different date in the field. This is a required field.
• End Date - Enter the date on which to stop running the report. This is a required field.

Summary Section

For each report type, the Summary section displays the report schedule. For all but the one-time report, the Summary section displays the date on which the report is scheduled to run next.

Share Report

Check the Schedule report for shared users also box to share the report. The checkbox only displays if the shared user criteria fulfills the requirements for scheduling.

Scheduled Report Idle after 30 Days

For reports that are scheduled to process daily or weekly, If the report output has not been accessed in the last 30 days, then the system stops processing the scheduled report until the user clicks one of the report output options, such as clicking the Excel icon. Once the user clicks the output option, the report will begin processing again on schedule.

Schedule Tab FAQs

Does refreshing the report restore the schedule once the processing goes idle?

No. If you refresh the report, the refresh will process but does not restore the report schedule. The only way to restore the report schedule after 30 days is to click one of the report output options.

If a user I've shared the report with accesses the report, does that maintain the report schedule?

Yes. The report schedule is maintained because reports are processed based on the report ID, which is the same for the report generator and all shared users.

For example, you create a report and schedule it for weekly processing. You share the report with one user. You never look at the report, but the other user accesses it each week. The report schedule is maintained because the shared user accesses the report output.

Does report delivery maintain the report schedule?

Yes. If you create a report and schedule it for delivery, email, or FTP (file transfer protocol), the delivery counts as opening the report, and the report will continue to run.

The report delivery options display on the Delivery tab in the Custom Report Builder.

Note: The Report Delivery options are only available if the report is set to run on a recurring basis.

FTP Delivery

Check the FTP Delivery box to deliver a copy of the custom report to the FTP site specified in the Report Delivery Preferences. If this option is selected, you have the option to send the report in Comma Separated or Tab Delimited format. The maximum file size for this report is 25 MB.

The FTP Delivery option is only available if you have permission to schedule delivery of a report to an FTP site and if the Allow report to be sent to FTP preference is set in Report Delivery Preferences.

How the Report Name Will Appear

The following is the naming convention for reports delivered to the FTP folder:

[Report Title]_[UserID]_[UTC Time in format MM_dd_yyyy_HH_mm]

• Report Title - This is the name of the report as defined when creating the report.
• UserID - This is the UserID of the user who created the report.
• UTC Date/Time - This is the UTC date and time at which the report was created in MM_dd_yyyy_HH_mm format.

Email Me

Check the Email me box to deliver a copy of the custom report to your system email address. Only the creator of the report will receive an email; users with whom the report is shared will not receive an email. If this option is selected, you have the option to send the report in Comma Separated or Tab Delimited format. This option is only available if you have permission to schedule delivery of a report to an email address. The maximum file size for this report is 3 MB. The report is always sent as a .zip file.

Note: The system email address is the address defined by the administrator in the Support Email field on the Corporate Preferences page.