ScheduleSource provides a flexible report design interface. You can use the design window to view many different types of information and combinations of data. While this is an ad hoc tool that you can configure to address a specific need or purpose, it is also a tool that allows you to plan, build, schedule, distribute, and manipulate report data so that it provides a view into every aspect of your organization. You can also share report designs from the Enterprise portal with the Location portal by selecting the check box for: Shared with Locations. The following provides an understanding of:

Creating a Design to Build a Report

Begin building a report by thinking about the information you would like to pull. Let's look at a simple example of learning how many shifts you have at each location and the total number of hours. To build a report for this example:

  • Go to Designs and click the Add button. Settings display and you must give this report a name. You can always change it later, but for now, it may help you focus on the information you are pulling. In this example, let's call it Hours by Location.

  • Identify the Source from which you are going to pull data. In this example, we scroll through the drop-down list to Scheduling, and select Schedule Shifts. Remember, we want to know how many shifts we have at each location and the total number of hours we have scheduled. See Data Sources and Data Fields.

  • Select the Type of report. You can select Crosstab or List. In this example, let's keep it simple and select List. Remember to Save your report. Then, you can add information under Columns. For more information on using the Type: Crosstab, see Understanding Crosstab Reports.

  • If you are going to make this report available in the Location portal, select the check box Shared with Locations. If you check this box, the report displays in the Location portal for all locations. Click Save.

  • Under Columns, you identify the field names of the data you are pulling. This tells the report what information you want to display. Click Add and a window displays with the selections from the data source you identified in the initial settings. Let's click Add and select BusinessName.
    Explanation: When you set up your Enterprise portal information, you added the names of all your locations. BusinessName is the field that holds the name information. And when you started designing this report, you selected Schedule Shifts as the data source. BusinessName is a field that is included in the data. See Data Sources for a complete list of fields available.

  • Since our example is pulling information by Location, it would be more convenient to have that column named Location. To do this, click on BusinessName and the Properties window displays. You use this window to change the name to Location. Remember to Save this information.
    Explanation: Notice that the name changes to Location on your Columns window, although the original field name [BusinessName] still displays in brackets.

  • Under Columns, let's continue to identify report information we want to pull. These are the header names that display across the top of the report. Click Add and a window displays with the selections from the data source we identified. In this example, we want to find the field names that indicate how many shifts we have and total hours or hours scheduled.
    Note: ScheduleSource provides us with calculated fields that contain automatic formulas. Scroll down the window to the fields identified with a Gear_icon.png

  •  gear. This gear indicates it is a calculated field. By the field names Gear_icon.png ShiftCount and Gear_icon.png HoursTotal, we see that these fields are being summed.

  • Let's select Gear_icon.png ShiftCount and Gear_icon.png HoursTotal and click Add. Since they both have the gear icon in front of them, we know they display summarized data. Remember, we can easily rename them if that makes it easier to read the report. Click on the field name to display the Properties window and give it a new name. Let's change the names to Shifts and Hours and Save the information.
    Note: By default, values display in the table on the left. If it is easier to read another way, you can use the Properties window to change how values display, i.e., centered or right-justified.

  • We can view the way this report looks at any time in the design process. Click Save and click View. If it is not what we are looking for, or if we would like to make changes and additions, simply do so, and click Save and View again. From the View window, we can make many additional changes. See Viewing a Report and Creating Report Filters.

  • We can even select more information for this report. Let's add the station. From the View window, click Edit to return to the Design Settings window. Under Columns, click Add, select the StationName, and click Add. Change StationName to Station using the Properties window.
    Note: Notice that there are check boxes selected next to each of the fields in the Column list. When there is a check, it means we want to display that data. If we clear the check box from a field, the information does not display on the report.

  • Now, let's tell the report how to Group or Sort the information on the report. Under Group / Sort, click Add. Since we are asking for Hours by Location and we've added Station, let's group the information by StationName. We can change the name from StationName to Station again using the Properties window if that makes the report easier to read. We can also tell it to list or Sort the Stations in Ascending or Descending order. Let's choose Ascending. Click Save.
    Explanation: Notice that the name changes to Station on your Group / Sort window, although the original field name still displays in brackets. ASC is appended to the name to indicate that the order is ascending.

  • Once again, we can view the way this report looks by clicking Save and then View. Ensure there are check boxes next to all the fields you want displayed.

  • Since we're now sorting the report information by Station, we may not want to display it as a heading at the top of the report. So, click Edit to return to the Design Settings window. Under Columns, we clear the check box next to Station. When we Save and View the report, it categorizes the information by Station and no longer lists it as a header of the report.

  • To make changes and additions, simply do so, and click Save and View again. For more help with reports, see Report How To's.

Understanding the Columns and Group / Sort Windows

Columns - When you design a report, you use the Columns window to tell the report what information it should pull. Once you define your data source, use the Columns window to identify the specific fields of information you want listed in the report. In the previous example, we selected fields for BusinessName, HoursTotal, ShiftCount, and Station. HoursTotal and ShiftCount had a Gear_icon.png gear in front of them, indicating they display summarized data.

Group/Sort - You can use the Group / Sort window to help you group or identify subsets of data within the report. Select the check box to the left of the field name to group the report by that name. In our example, we used Group / Sort to display the Location, Hours, and Shifts by Station.

Configure and reconfigure the report as many times as necessary to ensure you display exactly what it is you are looking for. Make additions, use the arrow keys to move a field up or down in the display, select the check box to group by a field, or use the X key to delete a field. Remember to click Save and then View to view the report.

Understanding the Properties Window

The Properties window provides you with the following capability.

  • Renaming a field from a data source so that it displays in a more recognizable, common term. Simply type the new name in the Name text box.

  • Specifying the order in which data is sorted and displayed in the Group / Sort window. Choose either ascending or descending.

  • Filtering to display less information. Remember to put a specific string of text or dates in single quotes. The filtering information is saved with the report and is useful for items that may not be in generic filters. When you click Save, the reports function tests the syntax you entered and provides an error message in red or an OK in green. Refer to Formula Columns and become familiar with generic filters ScheduleSource provides.

  • Tallying functions are available for sum, count, average, minimum, and maximum. You can select to get a running tally, group, or report. You can also provide ways of manipulating data.

  • Specifying specific formulas by selecting a column name of f(x) [ ]. When you click on f(x) [ ], the Properties window displays and you can enter specific formulas. Formulas display in the column list and are used by the report. Fields a formula uses must be in the column list so they can be used, but they do not have to be selected for display. See Column Formula Quick Reference. For assistance with developing a formula for a report, open a new support case and send it to ScheduleSource Support. See Opening a New Support Case.

Understanding Crosstab Reports

You design Crosstab reports in much the same way as you design List reports, except that you also specify Crosstab Fields and use the Properties window to further define their properties. These reports show the relationship between the data fields you identified. Generally, the values that display in a Crosstab report are calculated data, and information from the fields you identify is combined in the report.

Using Data Sources in Reports

When you design reports, you can choose between reporting fields that tally data and calculated fields that are statistical in nature. Statistical fields calculate information based on the data you select. Therefore, when you select a calculated field, the report becomes a summary of that data. It is grouped based on the fields you identify as well as the calculations you ask to be performed.

The following examples show how you can use these different fields to display the same data in different ways. Example I shows the difference in results when you select tally fields versus calculated fields. Example II shows the difference in results when you select tally fields versus calculated fields and group / sort to categorize results.

Example I Tally vs. Calculated Field

The following shows the difference between using reporting fields that tally data and a calculated field that counts the information in those fields.

Reporting Field Design
Tally Function

Calculated Field Design
Statistical Function

Locations Report for Name, City, and State

Locations Report for Counting Locations in a State

Name

City

State

L1

Denver

CO

L2

Golden

CO

L3

Westminster

CO

L4

Wichita

KS

L5

New York

NY

 

State

Count

CO

3

KS

1

NY

1

 

Example II Tally vs. Calculated Field and Group / Sort

The following shows the difference between using tally fields and a calculated field that counts locations and groups results by city.

Reporting Field Design
Tally Fields

Calculated Field Design
Calculated Field and Grouping Function

Locations Report for Location and City

Locations Report for Location with Gear_icon.pngCount Grouped by City

Location_City.png

Location_Count_by_City.png

Requesting Assistance

For assistance with developing a report design, open a new support case and send it to ScheduleSource Support. Explain the data you would like to report on, and a technician can help you develop a design that produces those results.