Creating personalized reports (Business solution)

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Creating personalized reports (Business solution)

Access: Reports > Report Generator > Reports list

With this procedure you will be able to create customized reports. You can create a new report, but also copy a report from an existing version and adapt it to your needs.

This function is optional. To obtain this service, please contact customer service (Docum > Contact us).

Warning Before creating a report model, it is preferable to identify some of your requirements, such as:

✓the format of the report

✓the fields to show on your report

⇨Be sure to note the exact field titles

✓the fields on which filters will be applied

hmtoggle_plus1Step 1: create or copy

To create a report: Under the Report list heading, click on the Create a report hyperlink located in the list header.

⇨The hyperlink is available as soon as the advanced optional solution is activated for your company.

To copy a report from an existing report: Under the Report list heading, click on the Copy hyperlink of an existing report.
Only reports in the system group or whose availability is “Public” can be copied.

Warning The base table cannot be modified when creating a new report from an existing report.
hmtoggle_plus1Step 2: Defining Base Parameters

In this step, you will define the following parameters: name, availability and report type (with or without column calculation) as well as the base table selection.

✓ the name of the report

⇨When creating a report, the name of the report corresponds to the values entered in the French report name and English report name fields.

⇨Subsequently, the report name will show according to the user’s language.

⇨If no name has been entered in the French report Name field, the default name will be the one entered in the English report Name field.

✓ the availability of the report

You will have 3 choices:

⇨Limited : The report can be used by all users but modified by you only (recommended).

⇨Private : The report can be used and modified by you only.

⇨Public : The report can be used and modified by all users. All the users will be able to modify the report, even deleting it.

✓ the type of the report (with or without column calculation)

⇨The report type cannot be modified once it has been created, i.e., once you have clicked Finish.

⇨The “with column calculation” report type will allow you to configure the fields that you want displayed in columns as well as the arrangement of the totals. If the Report with column calculation box is not checked, the report layout will be determined by our application.

⇨You will also be able to configure the calculated fields, or several calculated fields, the calculation type, and the sub-total level in step 4. It is therefore important to select all the fields required to design your report in step 2.

✓ The selection of the base table

⇨ Make sure to select the base table that meets your needs. It is the selected base table that will determine to which data you will have access.

⇨ Generally, the tables and fields available from the base table reflect the fields of the application menu. It contains several categories which have their own tables. Your selections will determine the list of fields available for creating the report.

⇨The base data table cannot be modified in a report that has been copied or modified.

How to do?

1Under the Model identification heading, enter the report name in the English report name field and, if you wish to do so, enter a french name in the French report name field.

2From the Availability dropdown list, select the model’s availability level.

3To include the report in a group, select the group (if it already exists) from the dropdown list of the Group field or select “Add item...” to create a new group.

✓You can group together your reports according to your needs in the Group field..

✓For example, you can gather reports with similar contents or functions, which will optimize the search of a report.

4To configure the fields displayed in columns and the position of the totals, check the Report with column calculation box.

5Under the Base table selection heading, select a category from the left-hand panel and select the required base table from the right-hand panel.

6Click on Next to proceed to step 3.

Important - about tables

✓The categories and fields are related according to the solutions selected by your business.

For example, if your business has the General Ledger Interface solution, the Ledger category will be displayed..

✓Make sure to select the base table that truly meets your needs.

⇨Since only one category and table can be selected at a time, it is possible to choose a category that includes data from the previous one. For example, the HR-Employment profile category contains personal information data. By selecting the HR-Employment profile category, you will be able to use the personal information fields to configure your report.

⇨To create an employee list with their dates of birth, select the HR – Employment profile category and then the Employment and compensation table.

⇨To create a report that will display the vacation bank by employee, select the HR – Employment profile category and then the Banks table.

⇨To create a report that will display the amount paid in overtime by division, select the HR – History category and then the Payments history table.

✓Generally, the tables and fields available from the base table reflect the fields of the application menu.

✓Consult the Categories and related tables to see available catergories and most frequently used tables for each category.
hmtoggle_plus1Step 3: Defining the content

This step will enable you to specify which fields will be used to create the report.

 

1Under the Selection of report fields heading, select a table from the Available tables panel (left-hand panel) and select the corresponding fields from the Available fields panel by double clicking on the field names. The selected fields will be added to the Selected fields panel.

✓Click on the ActionAdd icon to to view all the tables available.

✓To use a field as a filter only (to filter data without showing it on the report), from the Selected fields panel, select the required field and click on the filtericon.

✓It is possible, in the Selected fields panel, to change the order of the fields by clicking on the Up and Down, icons, and to delete a selected field by clicking on the RemoveItem icon.

✓It is recommended to use only one of the following HR tables at a time: ‘’Work experience’’, “Education”, “Skills”, “Affiliated persons”, “Emergency contacts” or “HR absences”. If you use to plan to use more than one table, you must select all the available fields in each of them to avoid having duplicates in the report. Otherwise, you can use the Delete duplications button available in Excel.

✓Repeat the operation for each required table, as needed.

Things to remember

The order in which the selected fields are presented corresponds to the order of the fields (left to right) in the report heading. By default, the fields containing text or a date are lined up on the left, as the numerical fields are lined up on the right side and totals are lined up on the left.

2Click on one of the buttons below:

⇨Previous: To cancel the selected data and return to the preceding step;

⇨Next: To go to the next step;

⇨Finish: To complete the procedure and save the report. You can produce the report later;

⇨Produce: To produce the report right away and view it on this screen.

Things to remember

Steps 4 and 5 are optional if you did not select the Report with column calculation type and if you do not wish to include filters, groups, sorting or equations.
hmtoggle_plus1Step 4: Defining Default Filters

With this step, you will be able to define default filters.

 

Tips and tricks - things to perform beforehand

✓If your business covers more than one company, please note that the tables include data from an entire business. To create a report that will produce a report containing data from a single company, add a filter on the Company number or the Company short description field. To apply a filter on a field, this field must have been previously selected.

✓A filter can be composed of a single condition (with a criteria or a value or a comparison operator *) or of many conditions related by one or more logical operators (AND/OR);

✓Logical operator “And” implies that all the conditions will be complied with. Logical operator “Or” implies that one condition or another will be complied with;

✓Operator precedence applies on logical operators: Operators are processed according to the following standard: “and” before “or” and the conditions level before the filter level.

* equal to (=), greater than (>), lesser than (<), etc.

1There is, by default, a filter so that terminated employees from previous years will not be included in the report. If you wish to include those employees in your report, you may remove this condition by clicking on the RemoveItem icon by indicating “= yes” when producing the report.

2To define additional filters in the Default filters section, click on Add to add a condition and go to point 3. Otherwise, click on Next or on Finish or on Produce.

3A window will open, under the Edit a condition heading. Select the desired field using the dropdown list.

4From the Criteria dropdown list, select the relational operator to be applied to the selected field of the previous step.

5In the Value column field, select or enter a default value by clicking on the ImgList icon. Repeat the operation as needed.

✓Filter values can be defined when processing a report so it is not mandatory to specify a value for this field at this stage.

 

Warning If you use the payroll application to process your payroll and you enter a date type field (Accounting date, Payment date, etc.), please refer to the information below. If this does not apply to you, go to step 6.

a.In the window displayed, select a relative date or a partial date.

✓The partial dates are: Year, Month or Day.

✓The other dates are relative (Accounting date – last pay, Start date – current period, etc.).

b.In the second window displayed, select a company if needed. According to the chosen date type, use the (+ or -) operators or enter the search criteria (year, month or day), then click on OK.

c.Once your selection is made, the bouton_fermer icon will appear. Click on it to modify the relative date or the partial date, when needed.

6Add other conditions to the filter by clicking on Add or finish defining the filter by clicking on Confirm. It is possible to modify a condition after its creation.

7Click on Next or on Finish or on Produce.

Warning Reminder : The following step is optional if you did not select the Report with column calculation format and if you do not wish to include groups, sorting or equations..

hmtoggle_plus1Step 5: Defining Other Parameters

With this step, you will be able to define other parameters, if needed, according to the selected report type (report with column calculation or not).

1Under the Column calculation parameters heading, in the Column fields dropdown list, select the field that you wish to be displayed in columns (pivot).

2If needed, check the Display columns even if empty box to display the values specified in the filters in the report produced. In this case, the Column with values other than 0 only boxes will no longer be accessible.

✓The Display columns even if empty box allows for the printing of columns with no data on the report produced. For example, if the Earnings G43 (overtime hours) is configured in your report but no hours have been entered for the pay period selected in the criteria during the production of the report, column G43 will still be displayed. This option is useful for companies that export data to other applications.

✓The box is displayed according to the data sources used and the selected earnings and deductions fields.

3In the Calculated field dropdown list, select one or several fields for which data will be grouped and calculated.

4In the Calculation type dropdown list, select “Sum” to add data or “Count” to calculate the number of elements.

Things to remember

Depending on the data sources used and the selected earnings and deductions fields, the Column with values other than 0 only check box is available for you to control the columns displayed in the report. If the box is checked, the field column will be displayed only if at least one value different from zero exists.

5Under the Sub-total level selection heading, check one or several boxes in which you wish to apply the totals and/or the sub-totals.

6If you wish to insert a page break after each total, check the box to that effect.

7In the Sort section, select one or several fields for which you will apply an “Ascending” or “Descending” sort.

8Click on Finish or on Produce.

If you did not select the “With column calculation” report type, you will be able to define groups, sorting and equations. To do so:

1From the Groups section, in the Available fields panel (left-hand panel), select the fields for which a group is possible by double-clicking on the field names. The fields selected will be added to the Fields selected panel.

⇨The grouping process consists in grouping together the lines of the report that have the same value in a given field.

2If you wish to insert a page break after each group, check the Insert a page break after each group box.

3Under the Sort heading, select one or several fields for which you will apply an “Ascending” or “Descending” sort.

4Under the Equation heading, select one or several fields for which you will apply a “Sum” or “Count” equation (calculates the number of elements).

5Click on Finish or on Produce.
hmtoggle_plus1Deleting a Created Report

1From the Report list heading, click on the report hyperlink.

2Click on Delete at the bottom of the page.

✓It is possible to delete a report depending on the Availability selected on the screen.  

Possible availabilities:

–Limited: The creator or app manager can delete the report.

–Private: Only the creator can delete the report.

–Public: All users can delete the report.

✓The reports created are not automatically cleaned up. You must delete them manually.

For more information

Reports generator - Additional information