Creating Online Reports within Accolade

Online reports provide an on-demand reporting option and can be added to the Charts & Reports page within Accolade. Any Accolade user assigned All Reporting Rights can create online reports. Generated content can be added as a report in a project by adding a Report pod to a layout, and then adding the layout to a process model.

Use the Report Privacy Warning Text system parameter to add a notification within the report to indicate the content is private or confidential, and should not be forwarded to others.

To create an online report within Accolade:

1. From the Workspace menu, select Charts & Reports.

To narrow the list, search by the report name or category.

Note:  Process Designers can also create or edit charts, reports, and related configuration by navigating to the System menu and selecting Content Sources > Charts & Reports Manager.

2. Do one of the following:

• To add a new report - Click Add New and select Online Report from the drop-down list.
• To copy an existing report - Locate the report you wish to copy on the Charts & Reports page.
  • Click in the Copy column. Select, add, or rearrange the columns you wish to keep. You can also add filters and advanced matrix settings. Click OK to save changes and progress to the next step. Give your newly copied report a name, a system name, a category, and a description. Decide if you wish to transpose the column and row data. Click Save to create the report.
• To edit an existing report - Click the name of the report on the Charts & Reports page to open it for editing, Click to edit the report columns, or click to edit the report details.

Only users assigned as report owners and Process Designers with All Reporting Rights can edit report columns and details.

3. Select a subject from the drop-down list, such as Projects or Users, to display the column sets available within that subject.
4. Double-click or drag and drop the column names from the left side of the dialog to any area in the Selected Columns tab to include the column in the report.

• To search for a column, enter search criteria in the Find field after selecting the subject.
• Use the and options to expand or collapse the subject data sets in order to select specific column options.
• To include an entire column set, drag and drop the column set to the Selected Columns tab.
• To change the column order of selected columns, drag and drop a column into a new location within the list.
• To display the totals for number columns, check the Show Totals option to indicate that you would like to sum up a number column into a Totals row at the bottom of the report.
• To remove a column, click in the corresponding row.

5. (Optional) Refine the content of the report as necessary using one or more of the following options. More...

   • Rename columns - Click in one or more selected columns and enter a new column name that is more appropriate for the report you are creating.
   • Set column sorting - Click next to one or more selected columns to indicate whether the column is sorted in ascending or descending order. If you select more than one column to sort by, indicate the order in which the columns sort; 1 being the primary sort, 2 the secondary sort, and so on.
   • Create project links - If the Project Name report column is selected for inclusion in the report, select the Is Link check box to make the project name in a report linkable to the project's home page.
   • Define column properties - In the Properties area, define the column display and behavior including grouping items together to aggregate them and Excel date intervals. Aggregate selections are only available for number metric columns.

   For example, to summarize the total costs for all projects within a brand, select Sum as the aggregate value in a column that represents the total costs for a project. The aggregation displays automatically when the report is selected to display in a chart.

   • Data Format - If the column contains a date or a number, select how the data should be displayed. The currency symbol that displays for numbers is defined in the Currency Symbol system parameter.
   • Hide columns - Make a selection in the Show check box to show or hide columns within the displayed report.
   • Add Count Column - If you select to summarize values within the report, click Add Count Column to add a column that shows how many rows of source data are combined in the summary row.

   You can order and rename the added column as you can other columns; however, you can add only one Count column to the report.

   • Add Calculated Column - Click Add Calculated Column to add a column to the report that displays a calculation based on other column data.
6. (Optional) On the Selected Filters tab, double-click or drag and drop the column name from the left side of the dialog to any area in the Selected Filters tab to use it as filter criteria that data must match to be included in the report.
7. On the Advanced Matrix Settings tab, if more than one matrix was selected in the report columns, click Add to add the matrix join definitions.

8. Click OK to exit the dialog and return to the report settings.

9. Enter the following information to identify the report:
   
   Required fields display with red text and an asterisk * if the field is empty.

Field	Description
Name	Enter a name, up to 64 characters long, which identifies the report.
System Name	Enter a unique, shorter name that identifies the report in queries, reporting views, field codes, and other places in Accolade. The name must be unique among online reports and can contain only letters (English alphabet), numbers, and the underscore.
Category	Enter or select the group to which this report belongs. More... Use categories to organize like reports together. For example, if there are a large number of reports that the IT department uses to track user logins, use a category to group those reports together. Leave this field blank to add to the Default category. To define a new category, select New Category and enter the category name. To delete a category, remove every item from the category. Empty categories are deleted automatically.
Description	Enter a description of the purpose or nature of the report. This description helps other users identify the report throughout the system.
Transpose	Select this check box to transpose the column and row data when the report is rendered.
Owners	Click and select the additional users who can edit the report configuration. To filter the list of users, enter one or more search criteria to filter by name, login name, email address, function, or extended field. More... Clicking Select current user will assign the role to the current user (if they have the appropriate rights). Selecting a Function in the drop-down will display available users that are assigned to the function. The current selection defaults to the function to which you are assigning a user, however depending on the project configuration, you can assign any user. Clicking the Show advanced filters check box displays or hides the additional filter options. Clicking Clear removes the current user assignment and displays [None] to indicate that no user is assigned. An assigned owner with All Reporting Rights can view, update, delete, or add additional owners to the report. An assigned owner who has Refresh Workbook Data rights will only be able to view the report. To make the report available for all users or for configuration setup, you must have a Process Designers with All Reporting Rights as an assigned owner.

 

10. (All optional, available in configuration only) Enter the following information to make the chart publicly available. More...

     

    Field	Description
    Override project filtering	Select this check box to include the entire report set from within a project. The report will not filter to project-specific data when viewed from within a project, and will display all projects in a portfolio regardless of security.
    Available to Charts & Reports	Select this check box to make the report publicly available for users to access and view the report. Users with one or more matching user roles and either Refresh Workbook Data or All Reporting Rights will be able to view the report in the Shared Charts & Reports section on the Charts & Reports page.
    Available to Configuration	Select this check box to make the report available for use in configuration.
    Roles	Select the user roles that have access to view the report. Users with one or more matching user roles and either Refresh Workbook Data or All Reporting Rights will be able to view the report on the Charts & Reports page.
    Configuration Access Groups	When either Available to check box is selected, access groups must be defined for the report. The access groups displayed are based on the current user's access group permissions and the access groups the report belongs to. Additionally, Process Designers with matching permissions will be able to edit and view the report.
    Process Model Usage	Click the Process Model Usage button to see a list of process models that the online report is associated with. The list includes all process models the report is included in, as well as links to the process model's component tree pages you have Edit access to.

    Note:  Clicking either Available to check box will place the report in the Shared Charts & Reports section of the Charts & Reports page. If neither check box is selected, the report will only be available to the assigned owners in their My Charts & Reports section.

11. (Optional, available in configuration only) Set up the report for export.
12. (Optional) Click in the upper right corner to display a preview of the report contents prior to saving, or click to download the report to a spreadsheet file.

13. Click Save to create a new report, or to save changes to an existing report.

Notes:    To delete a saved online report, click the name of the report on the Charts & Reports page and click Delete at the bottom of the page. Only the report owner, users assigned as owners with All Reporting Rights, and Process Designers with All Reporting Rights can delete the report. To include a project's thumbnail image in the report, add the Project Thumbnail column available in the Project Details column set. A reference table must also be added to Accolade as an online report in order to be available to use in reporting. The reference table information is included by selecting the Reference Tables option when selecting columns to be included in the report. The process model determines whether the report is available at the project level. When viewed through a project, only data that pertains to that project displays in the report, unless Override project filtering is set in the report configuration. Non-project related information displays identically in both locations. Click on the Reports page of the project to print the list of charts and reports that display. Using filters that reference data with square brackets may not return correct results. It is not recommended to use square brackets in naming projects or other Accolade data, as these characters are not supported in filtering and calculation functionality. Use the Currency Symbol system parameter to specify the currency symbol that displays in the Data Format field when creating charts and reports.