This guide will cover the basic steps required for creating a new report with the Report Studio tool. These options should also be helpful for editing a report that is already in your account.
Creating a Report
After clicking "Open Report Studio" from the Company >> Preferences page, click "Create New Report":
This will take you to an empty report.
Report Studio Data
When creating a new report, all available fields can be viewed in the Datasets panel.
The following fields are available for reporting, if applicable for your user and company. Use the search bar to quick find a field you are looking for.
Supported Fields
Client, Project, and Task Fields
- Client Accounting ID
- Client Active Status
- Client Name
- Client Notes
- Client Number
- Client Short Name
- Project Accounting ID
- Project Active Status
- Project Default Billing Rate: If a company has a Project based billing rate mode, this value is the default rate for each project.
- Project Name
- Project Notes
- Project Number
- Project Manager Full Name
- Project Manager Email Address
- Project Start Date
- Project End Date
- Project is Billable
- Task Accounting ID
- Task Active Status
- Task Default Billing Rate: If a company has a Task based billing rate model, this value is the default rate for each Task.
- Task Name
- Task Code
- Task Notes
- Task Is Billable
Person and Division
- Person Accounting ID
- Person Active Status
- Person Email Address
- Person Employee Number
- Person Employment Type
- Person Full Name
- Person Notes
- Person Role
- Person Start Date
- Person End Date
- Person Default Billing Rate: If a company has a Person based billing rate model, this value is the default rate for each Person.
- Person Cost Model
- Person Hourly Cost Rate
- Person Salary Timesheet Cost: If a Person has a Salary Cost Model, this value is the timesheet cost rate.
- Person Security Level: Notes if a Person is a Standard, Manager, or Administrator in ClickTime.
- Person Timesheet Approver
- Timesheet Approver Email Address
- Person Expense Sheet Approver
- Expense Sheet Approver Email Address
- Person Time Off Approver
- Time Off Approver Email Address
- Person Hourly Completeness Requirement: The number of hours to be considered complete for a day or week.
- Person Time Period Completeness Requirement: People are analyzed either Daily or Weekly for complete time.
- Person Monthly Max Hours: The total number of hours that could be worked for a particular person in a particular month.
- Person Total Working Capacity: Person Monthly Max Hours - Approved Time Off.
- Unworked Capacity: The amount of Person Working Capacity that has not been worked.
- Person Billing Goal Percentage
- Person Monthly Billing Goal Hours
- Division Accounting ID
- Division Active Status
- Division Name
- Division Notes
Worked Time and Timesheet
- Time Entry Billable Amount: The currency amount that can be billed based on your billing rates and structure.
- Time Entry Billing Rate: The billing rate structure determines which entity (or entities) billing rate are determined by. For example, billing rates can be determined by Projects with exceptions for People. These rates are burned into time entries at the time they are recorded.
- Time Entry Billable Rate: Whether your billing rate can be applied to a time entry is determined by if the time entry's Project or Task is billable.
- Time Entry Break Time
- Time Entry Cost Amount
- Time Entry Cost Rate
- Date
- Time Entry End Time
- Time Entry Hours
- Time Entry Billable Worked Hours
- Time Entry Non-Billable Worked Hours
- Time Entry Is Billable
- Time Entry Note
- Time Entry Start Time
- Timesheet Start Date
- Timesheet End Date
- Timesheet Status
- Timesheet Submit Date
- Timesheet Submit Note
- Timesheet Approved By
- Timesheet Approved Date
Time Off & Leave Type
- Time Off Hours
- Time Off Note
- Leave Type Category
- Leave Type Accounting ID
- Leave Type Active Status
- Leave Type Name
- Leave Type Notes
- Time Off Approved Date
- Time Off Approved By
- Person Leave Type Balance
- Person Leave Type Monthly Accrual
Expenses
- Expense Sheet Date
- Expenses Sheet Title
- Expense Sheet Tracking ID
- Expense Sheet Description
- Expense Sheet Status
- Expense Sheet Submit Note
- Expense Sheet Approved By
- Expense Sheet Approved Date
- Expense Sheet Check Number
- Expense Sheet Is Paid
- Expense Sheet Enable Foreign Currency
- Expense Item Description
- Expense Item Comment
- Expense Item Amount
- Expense Item Has Receipt
- Expense Item is Billable
- Foreign Currency Name
- Foreign Currency Symbol
- Expense Item Foreign Amount
- Expense Item Foreign Exchange Rate
- Expense Item Mileage Quantity
- Expense Item Mileage Rate
- Expense Type Name
- Expense Type Active Status
- Expense Type Accounting ID
- Payment Type Name
- Payment Type Description
- Payment Type Accounting ID
- Payment Type Reimbursable
Resource Management
- Project Lifetime Budget
- Lifetime Budget Remaining
- Monthly Budget
- Monthly Budget Remaining
- Allocated Hours
- Allocated Billings
- Allocated Costs
- Unallocated Capacity
Custom Fields
Custom fields can be added to the Report Studio dataset. By default, ClickTime supports up to 5 custom fields per object in Report Studio. That means up to 5 custom fields on the Person, 5 custom fields on the Leave Type, etc. To add custom fields, please contact our Support Team: support@clicktime.com.
Changing Visualization Type
By default, Report Studio begins each new report with a basic grid. We recommend that you begin building each new report as a grid, and then change the visualization type once you have validated that the fields are displaying the data you expect.
To change your visualization type, right click on the visualization and select "Change Visualization".
Then select the kind of visualization you want. This will convert the current visualization to a new type.
Adding Multiple Visualizations To a Report
To create a dashboard style report with multiple visualizations, click the Visualization icon in the action bar above the Editor Panel.
This will add a second, blank visualization to your report.
You can arrange how the visualizations appear on the page by dragging them around. By default, visualizations are in an Automatic Layout, where objects full the entire canvas and can be repositioned around each other.
To convert your report to a Free Form Layout, click "Convert Free-Form Layout" in the Action Bar.
For a more detailed breakdown of our Grid, Graph and KPI Visualizations, please see our article here.
Creating Calculated Fields
Calculated Fields are metrics that you can create based on existing objects on the dashboard. A derived metric performs a calculation on the fly with the data available on a report. You can save and display derived metrics on the specific report in which they are created.
You can create a simple calculated field and add it immediately to a grid visualization, using a menu shortcut.
- Open a dashboard that contains a grid visualization.
- In the Editor panel, right-click the metric to use to crate the derived metric and choose Shortcut Metric.
- Select the function you want to use to define the derived metric and click OK.
As an example, if you wanted to create a field called Profit, that subtracts Time Entry Billable Amount - Time Entry Cost Amount, you would:
- Add both metrics to your grid.
- Right-click on Time Entry Billable Amount
- Choose "Calculation"
- Choose Subtraction and Time Entry Cost Amount as your second field
- Click "Ok"
This create the calculated field and automatically displays it in the grid. You can rename this field Profit, and now this field is available in your dataset to use anywhere in this report.
For more complex calculated fields, right click on the top of the data set and click Create Attribute or Create Metric.
If you click "Switch to Formula Editor" you have a freeform box to input a calculation. This can also be accessed by right-clicking on existing calculated fields and selecting Edit.
Create Shortcut Metrics
Shortcut metrics are a quick way to add new metrics to a report, based on the metrics in the report. They are available when you right-click on a metric column header or the data in a column of metric data. They only apply to the report in which they are created; you cannot reuse them on another report.
Some options for Shortcut Metrics are ranking, percent of totals or groups, percent changes, or running totals.
In the example below, we want to see the percent of each person's time, broken down by Task.
Using the Shortcut Metric, we see Time Entry Hours represented as a percentage of each person's time.
Filtering Data in a Report
If you have a lot of data in your dashboard or want to focus on a specific set of data, you can filter the data to a limit and customize what appears.
Introduction to Chapters and Pages
Dashboards are organized into chapters and pages. Each chapter contains one or more pages. Each page can contain multiple visualizations and other dashboard object such as text and images. User the Contents panel to view the structure of chapters and pages, within your dashboard, as well as navigate between them. Click on a page to open it. Click on a chapter to open the first page of that chapter.
The structure of chapters and pages allows a dashboard to be filtered in the following ways:
- Each chapter contains its own filters that are applied across all pages and visualizations within the chapter.
- A visualization can contain its own filters, in addition to the existing chapters filters.
- A visualization can be filtered by another visualization or filter.
Create Report and Chapter Filters
Create a dashboard or chapter filter by dragging attributes and metrics from the Datasets panel to the Filter panel.
- Open the report you want to modify.
- Select the chapter to filter.
- Drag the attributes and metrics for filtering from the Datasets panel to Filter panel.
- Click More next to the filter and select options for modifying the filter. The available options vary based on the object you select.
Change The Filter Display Style
One option you have is to change the filter display style. By default, most attributes will be displayed as a check-box list, and most metrics will be displayed as a slider.
To represent a filter as a dropdown, for example, select a different Display Style for your chosen filter.
Create a Dynamic Selection Filter
Filters are used to produce a focused, in-context view of data. With time-based and other ordinal data, a common need is to filter based on conditional logic that represents a time or time-like dimension. For example, in a report on monthly billings, users would like to only see data from the preceding month on a rolling basis. Use dynamic default filters to set a Dynamic Date filter and avoid manual updates to stay up to date.
- Add or edit filters you want to modify. This can be a filter on the Filter panel or an in-canvas visualization filter.
- Click More next to the filter and choose Dynamic Selection.
- Choose minus 1 Month, to filter a month of data, or minus 7 Days, to filter a week of data, based on your requirements.
- Set the end date to a Dynamic Date of today.
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