Learn how to customize and generate personal reports and company reports, then arrange them into folders.

Screen_Shot_2022-03-27_at_14.03.48.pngIt's time to slice and dice your people data into manageable and functional reports tailored to your organization. Whether you'd like to make personal reports that can only be viewed by you, or post company reports that are public for all to see, creating reports is so straightforward, that you'll be a report-making pro in no time! In addition, you can create folders to organize all your new (and existing) reports. The best part about reports is that they will update automatically as your organization changes.

In this article you will learn how to create a report in several ways:

  1. Via the Reports page (from scratch or a template)

  2. Via the People Directory
  3. By Duplicating an existing report

In addition, you will learn how to create new folders.

Before you begin:

Ensure that the those who need to create reports have the relevant permissions.

 

How to create a report via the Reports page

Do you need to quickly review a list of employees who took leave in the last month? Or the total number of promotions in the London branch? In no time, you can build a report from scratch, hand-picking all the relevant employee or company data you'd like t see; You can use filters,  add or remove employee fields, or take advantage of pre-defined templates. Follow these steps to create a report:

  1. From the left menu, select Analytics > Reports.

  2. Click + Add New. You will be presented with 2 options: Reports and Folders.

  3. Choose Report. You can either:
    - Start from scratch: this option allows you to customize a report by choosing specific fields from the column picker e.g., if you would like to make a report containing salary and job changes, select the relevant fields. As you choose categories, they will be added to a list. You can rearrange the order of categories in the list by dragging them up or down.
    To delete a category, simply hover over a specific row and click the X.
    When complete, click Generate.

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    - Use a template: Alternatively, you can create a report using one of Bob's pre-made templates. Select a category from the list or click on one of the colored reports (colors are grouped by category to easily recognize related reports). Click Generate.

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  4. Both options will lead you to a page containing your report, where you can customize fields as you see fit. Quick filters above the table allow you to view your report via the fields: View by, Lifecycle status, and Employment. Click on the desired field and a dropdown will appear with a list of options. Check the boxes of the criteria you would like to set, e.g., View by > Site > New York, then click Apply to update your report.
    Note: Certain filter types may vary between reports.

  5. For additional filters, click the Advanced option above the table and use the custom filters to apply specific conditions to your report.

    -To add a new condition, click + Add condition and select the desired values in each of the fields. Repeat to add more conditions. Click Apply.

  6. To add employee data, click the column picker on the top right of the table. Select the employee fields that you’d like to add, then click Apply.

  7. To remove employee data, use one of two methods:
    - Column picker: Click the Column picker, hover over the employee fields that you’d like to remove and click X. Click Apply to save.
    - Columns within the table: Hover over the title of a column in the employee table that you wish to remove, then click X.

  8. To change the order of the table columns, drag the title of any column and move it to the location where you’d like it to be in the table.

  9. To sort the table order using the column titles: Click on any column title to sort alphabetical orientation (e.g., names from A-Z or Z-A), numerical orientation (e.g., largest to smallest salary), or date log (e.g., most recent to most distant work changes).
    Note: This action will affect the entire table.

  10. Click Save as once you have reached your desired report. 

  11. You will be prompted to fill in details under Save as Report.
    - Fill in the Name and Description fields.
    - Assign a folder, or create a new one, then click Save.
     
    Note: If you create a New folder you will be prompted to add a Folder Name and save it to either My reports or Company reports.

    My Reports will contain your personal reports/folders that will not be visible to other users, unless they are shared.

    Company reports will hold reports/folders that are visible to anyone in the company (according to permissions to view reports). Click Create.
  12. Click Save.

Note: You can customize column settings by clicking on the cog icon and then rename or change the date format. The renamed column/s will be italicized and hovering over them will the original field name will appear via a tooltip. When you download or schedule the report to SFTP or S3 server, it will show the updated, renamed column names, making it easy to transfer the data from Bob to other systems in your organization's tech stack.

 

How to create a report via the People Directory

Use the People Directory to build a report by using filters and adding/removing employee fields.

Note:The filters that you set will only effect the view. They will remain after you exit this page, but can be reset and configured at any time to return to the initial view or create a new view for a new report.

  1. From the left menu, select People > Directory

  2. Configure the Directory to include all the fields you wish to include in the report.
  3. Click the save icon to generate a report. Fill in the following fields:
    - Name 
    - Description
    - Save to Folder: Select My reports, Company reports or Create new folder.
    If you click My reports or Company reports, a dropdown will appear listing all the existing folders within those report sections. Select the report of your choice.
    If you click Create new folder, you will be prompted to enter a folder Name, and then Save to either My reports or Company reports. Choose the report type of your choice and click Create.

  4. On the Directory page, click Save. Your customized report is now saved in the Reports section on the Reports page.

Directory_report_GIF.gif

 

How to create a report by duplicating an existing report

Why work harder when you can work smarter? If you'd like to create a new report that is similar to an existing one, then simply duplicate the report and add minor customizations:

  1. From the left menu, select Analytics > Reports

  2. Click on either My reports or Company reports, then click on the desired folder from the dropdown.

  3. Check the box in the row of the report you’d like to duplicate.

  4. Click Actions > Duplicate.

  5. Under Duplicate Report, you will see the same Name (with the word "copy"), Description and Folder location as the original report. Edit these fields as you see fit.

  6. Click Save.

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    Note: In addition to duplicating a report from the Report page, you can also duplicate a report while viewing the actual report. Simply click on More above the report table, and follow steps 5-6 of the instructions in the section above.

How to create a new folder

It takes less than a minute to create a new report folder:

  1. From the left menu, select Analytics > Reports.

  2. Click + Add New > Folder.

  3. Fill in the Name field and then choose to Save to either My reports or Company reports.
  4. Click Create. Your new folder will be listed under the selected report type.

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Congratulations, Now you know how to create reports!