Report Builder

Report Builder (Legacy) lets you create and share custom reports using filters, sorting, groupings, subtotals, charts, and crosstabs (pivot-style summaries). It’s a flexible, classic reporting tool you can tailor to your organization’s needs.

Who this is for: Administrators and Managers who need custom reports beyond the standard Reports page.

In this article:

• Access legacy Report Builder
• Create a new legacy report
• Understanding the Report Builder menu
• Formula help
• How to edit existing reports
• How to save a report as a new report
• How to share a report
• How to view and copy a shared report
• How to delete reports
• Known issues and limitations
• Report Builder video

Access legacy Report Builder

If you previously saved custom reports using the legacy Report Builder, those reports are still available. You can open them from:

• The Company → (Legacy) Dashboard page, in the reports panel:

• The Company → Reports page, in the Report Builder (Legacy) panel on the right:

Create a new legacy report

If you need to create a new report using the legacy Report Builder:

1. Go to Company → Reports and expand the Miscellaneous section.
2. Scroll to the bottom of the category, then click Report Builder (Legacy) to open a new legacy report.

Any new reports you save here will appear in the Report Builder (Legacy) panel on the right side of the Reports page and in the dashboard panel.

You can also click Create a New Report in the Report Builder section.

This opens a new Report Builder page.

Clicking any button in the Report Builder toolbar opens a contextual panel for that option (for example, filters, layout, grouping).

After you add filters, sorting, groupings, subtotals, charts, or other tools, click Save to save your report.

Understanding the Report Builder menu

The toolbar icons in Report Builder let you control your report layout and logic. You can:

• Add a formula column
• Choose which columns appear (Report Layout)
• Set sort order
• Add filters
• Add groupings
• Add subtotals (Aggregate)
• Create charts
• Create a crosstab (pivot-style table)
• Specify report paging

Add formula column

When you open Report Builder to create a new report, you start with a default set of commonly used columns. From there, you can customize the report by adding new columns, including formula columns.

For example, you might want an Amount column that multiplies hours by billing rate. Use the Formula Column icon:

• Click the Formula icon.
• Enter a name for your new column.
• Select a column from the drop-down list and click Insert to add it to the formula.
• Type the rest of your formula using standard symbols (similar to Excel).

You can also specify the data type and format for the new column. Click Add to add the column to the report.

To change a formula column later, use Modify. To remove it from the report, use Remove.

Create report layout

The Layout icon lets you choose which columns should be visible in the report.

Report Builder supports up to 15 Custom Fields. If you need more than 15 custom fields in a single report, use the Customizable Data Export instead.

Click OK to save your layout changes.

Specify sort order

You can add as many sort levels as there are columns in the report. To add a sort:

• Click the Sort icon.
• Select a data column and a sort direction (ascending or descending).
• Click Add to save the new sort order.

To change or remove an existing sort rule, use Replace or Remove.

Add filters

You can add as many filters as you need. To create a filter:

• Click the Filter icon.
• Select the column you want to filter on.
• Select a comparison operator (for example, equals, contains, not equal).
• Enter a value to match.
• Click Add to save the filter.

To edit or delete a filter, use Replace or Remove.

Example: filter only rows where the Task name is “Research”:

Multiple filters are combined with AND by default (each additional filter narrows the results). To change an AND to OR, click the AND text.

You can also exclude values using the <> (not equal) operator. Parentheses let you combine AND and OR flexibly.

Add groupings

Groupings let you group data by a specific column. The grouped data appears indented and shaded to show hierarchy.

• Click the Group icon.
• Select the column to group by.
• Click Add to save.

Use Replace to edit a grouping and Remove to delete one.

Add subtotals (Aggregate)

The Aggregate option lets you add totals for numeric fields such as Hours or Cost. Functions include Sum, Average, Count, and more.

Create charts

Report Builder can create basic charts from your data (for example, a pie chart to show the allocation of hours by Client):

• Label Column: Determines the slices (for example, Client).
• Data Column: Determines the measurement (for example, Hours).
• Aggregate: Choose Sum to total the hours.

Click Add to save the chart settings. Example result:

Line charts with regression trends are also supported (for example, hours by month):

Charts do not export directly. To save a chart image, right-click the chart and choose Open image in new tab or Save image as…. You can also export data to Excel and build charts there.

Create a crosstab / pivot table

Report Builder can create crosstab reports (pivot-style tables). In a crosstab:

• Header Values Column defines the columns.
• Label Values Column defines the rows.
• Aggregate Values Column defines the numeric values used in each cell.

Example: hours by Person (columns) for each Client (rows), aggregated by Sum:

The resulting crosstab appears below the main report and can include up to 100 columns. To remove a crosstab, click Remove.

When using Entry Date as your header, you can choose totals by Day, Month, Quarter, or Year:

This option shows daily totals by person:

Specify report paging

Paging controls how many rows appear on screen at once:

• Show all rows: Display the full report on one page.
• Show paging: Break the report into pages and specify how many rows per page. A navigation menu appears at the bottom.

Click OK to save your paging preferences.

Formula help

Use these sample formulas as a starting point when building formula columns.

How to edit existing reports

Save changes to an existing report

To save changes to filters, sorting, subtotals, charts, or other settings on an existing report, click the Save button next to the report drop-down:

Edit report title and description

To edit a report’s title or description, click Edit Title / Description in the report’s drop-down menu:

How to save a report as a new report

You can create multiple versions of a report without rebuilding it from scratch. To save a copy:

• Open the existing report.
• Select Make a Copy in the drop-down menu.
• Rename the new report.
• Click Save for the new report.

How to share a report

You can share any saved report with an Administrator or a Manager who has reporting permissions. Shared reports respect Manager permissions, so if a Manager cannot see billing rates in reports, those values are hidden in any shared report they access.

To share a saved report:

• Click the Share button next to the Save button.
• Use the sharing panel to add or remove people who can view the report.

Viewers of a shared report:

• Cannot edit the original report.
• Can Make a Copy and save their own version.

How to view and copy a shared report

Reports shared with you appear in the Report Builder section of the Reports page:

To make your own copy of a shared report:

• Open the shared report.
• Select Make a Copy from the drop-down menu.

How to delete reports

Deleting a report is permanent. Once deleted, a report no longer appears in your lists and cannot be recovered.

To delete a report:

• Open the report.
• Select Delete from the drop-down menu.
• Confirm by clicking OK.

Known issues and limitations

• When you use the Export option, the download page is blank. Make sure to Save your report before exporting if you want to access it again. If you do not save, you will need to recreate the settings after downloading.
• Changing column order is not currently supported. To change the column order, export to Excel and adjust the columns there.
• Changing the order of charts is not currently supported. Export to Excel and build charts there if you need more control.
• Formatting of the Entry Date field may vary based on your computer or Excel settings. Contact ClickTime Support if this creates issues, and we will assist as best we can.
• You can enter the report date range at any time. The calendar picker is not supported in Internet Explorer. Use another browser if you need to use the calendar picker.
• Start and End Time fields are not available in Report Builder. To include these fields, use the Customizable Data Export and select them there. Start and End Times are also visible in the Horizontal and Vertical Timesheet reports.
• Report Builder can display up to 15 Custom Fields in the Layout tab (more information on Custom Fields can be found here). They are sorted alphabetically by Custom Field Name. You can adjust the internal Custom Field Name to change which fields appear. If you need more than 15 custom fields in one report, use the Customizable Data Export and format the results in Excel.
• When you use the Group option, the CSV export may not match the on-screen format. To resolve this, either remove grouping before exporting to CSV or export to Excel to keep the grouping format.
• Pie and bar charts display up to 10 values. Additional values are grouped into an Other category.

Report Builder video

The following video provides an overview of Report Builder and how to use it to create custom reports: