About reports

The information compiled by your organisation over time can be accessed through reports, which can be used to make informed decisions.  Reports can take a few seconds or up to several minutes to generate, depending on the size of the data set.

Tip: For particularly large data sets we recommend you use the Save to my reports function. 

Accessing reports

A user must belong to the Reporting security group in order to view and run reports.  See What is a security group and Users security group - add or remove users.

Types of reports

There are two ways you can generate reports:

• Run: This runs your report in real-time and displays it on your screen, then download it to Excel. You can only filter data on the last 100 days.
• Save to my reports: This generates your report and once compiled, saves it to your My Reports for download to Excel.  Reports can be generated on-demand for any specified time and are suitable for large data sets of information. 

Run a report

To run a report, find it on the Reports menu in the main navigation bar, and click the report name.

Click on the arrow button down to view the report description.

The report description is displayed.  Click on the more link to go to the Knowledge Base article.

Select your filters and run the report by clicking on the Run button.  The data will be processed in real time and displayed on your screen. 

To download your report to Excel, click on the Excel icon.

Note: The report is restricted to the last 100 days and is suitable for a small dataset.

Save to my reports

Save to my reports is used when you have a large data set that you want to report on and require an unrestricted timeframe. Due to the length of time the report may take to generate, it does not display on your screen.  Once it has been processed it is added to the My Reports for download.

Find your report on the Reports menu in the main navigation bar, and click the report name.

Select your filters and generate the report by clicking on the Save to my reports button.

Once the report is generated, it will be available for download in the My Reports menu option.

To download your report to Excel, click on the download button.

Note: Reports are available for 7 days for download.

Show/hide report columns

Some times users want report columns to be hidden if they are not useful.  Once the report is "run" click on the report columns icon.

Check/Uncheck the columns you want displayed, and click on save.  This will save the setting for the next time you run this report.