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Title: Ad Hoc Reports

Brief description:

This page covers a high level overview of Ad Hoc reports.

What’s covered in this document:

What is an Ad Hoc Report?

Ad Hoc reports are customized, tabular reports that can be designed and run by qualified user roles. These reports can then be saved, run, or downloaded as a CSV file.

Example Ad Hoc Project report:

 

Accessing Ad Hoc Reports

Who can access Ad Hocs?

  • Administrators - access to all data areas
  • Managers and HR Administrators - access to the People data areas as defined in their person permissions
  • Project Administrators - access to the Project data areas as defined in their person permissions
  • Users that have only a Timesheet or Expense user role will not have access to this functionality

How do you access Ad Hocs?

  • Ad Hocs can be created from the Reports dashboard
  • Once created, Ad Hocs may be saved to other dashboards

 

 

 

Creating an Ad Hoc

  1. Go to Reports - Ad hoc - +Ad Hoc Report

  2. Specify data area (Person or Project)

  3. Choose data view
    1. This field will contain a listing of specific data entities or relationship of entities that are available within a particular data area. The combination of the data area and view will determine which fields will be available to you for a particular Ad Hoc report.



  4. Define report columns
    1. Available Columns can be transferred to Report Columns via the "Select report columns" arrows. "Change report column order" arrows allow you to change the column display in the report output. Items in this area (from top to bottom) appear left to right on the report.



  5. Optional: break on
    1. This function allows you to subtotal the data from the Report Columns as you choose. The Report Column data element is marked with a ( § ) to easily identify items that have been selected for a subtotal.
    2. In the example below, Person Name is chosen as the subtotaled Report Column element. The report data not only includes all four elements selected, but also subtotals by Person Name as instructed.





  6. Optional: sorting tab
    1. Data can be sorted as desired. Below, Person Name and Expense Report Line Item Amount have been chosen.





  7. Optional: criteria
    1. Report data can be restricted based on common formula criteria, such as Equals/Does not Equal, Greater/Less than, etc.
    2. In the example below, only transactions with an Expense Report Line Item Expense Date of 12/18/2015 are desired. The report results reflect only those items.





  8. Optional: summary
    1. Numerical data can also be summarized to include Sum, Average, Minimum, and Maximum.





  9. Optional: custom columns
    1. Custom columns can be created using the Custom Columns feature. Data can be selected and then instructed to use the various operators available.
    2. In the example below, Expense Report Line Item Allocation Markup and  Expense Report Line Item Amount are added together.





 

Sharing Ad Hoc Reports

Ad Hocs may be shared with other users. The steps to share Ad Hocs are outlined below:

  1. Export the Ad Hoc report
    1. Go to Reports dashboard > Adhoc > edit pencil > Export
    2. Download the .xml file and email to share the report
  2. Import the Ad Hoc report
    1. Go to Reports dashboard > Adhoc > +Adhoc Report > Import
    2. Choose the .xml file and click Import again

 

Note that if the report contains data that the receiving user does not have permission to see, the import process will continue to load the report, dropping any of the columns in question. For example, if the initial report creator possessed the Cost Rate Manager role and had included Cost Rate related fields, yet the receiving user did not have that role, any Cost Rate related fields would be dropped from the report for that user.

 

Strengths and Common Uses

Report column headers are clickable and sortable.

User Defined Fields (UDFs) may be pulled into Ad Hoc reports.

Ad Hocs may be saved to dashboards and also used as the basis for Refreshable Web Queries.

Custom columns may be used to do math within the report (ex: sum, avg, min, max).

The most common usage of Ad Hoc reports are for simple reference reports. Examples include:

  • Review new employee setups to ensure email address and cost elements are set up properly.
  • Review project setups to ensure cost structures are assigned, no future time is allowed, etc.
  • Report on rate escalation of employee cost rates.

 

Note that financial data is yet to be available in Ad Hocs.

 

Additional Information

KC - General - Ad Hoc Reports

KC - FAQ - How do I share an Ad Hoc Report?

Help Docs - Ad hoc Reports

 

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