3. Building Reports

3.1       Getting Started

1.  Click on the Analytics icon in the main toolbar.
   
   
   
2. This will display the Dashboard page. Click the Create menu item and then Report.
   
   
   
3. This will take you to the New Report pop up window.
   
   
   
4. If you don’t want to automatically save your report, toggle Ad Hoc on. Otherwise move to view selection.
   
   
   
5. Select the view that contains the data you need. The custom views for your system will be listed by default. Hover over a view name and select More Details to see details about that view.
   
   
   
6. You can also search for a view by keyword, or open the Advanced options to browse the available data sources, categories and types.
   
   
   
7. Click on the required view name to proceed with building your report. Note that you can’t change your view once you have proceeded past this point.

3.2       Data Step

This will take you to the Data step.

This screen is the place where the initial report construction will commence. You are able to add reportable components from the Data Fields section into the canvas, column and row fields, filters and report sections as well as how to portray the report data. 

Let’s have a closer look at this screen.

Data Folders

These are the reportable components you can use in your report. You’ll notice two types of folders:

• Common GQ Fields – these are your system’s customised questions, arranged by the context they are answered in (e.g. application, jobs).
• Standard System Fields – key folders include Application Details, and Job and Requisitions.
  

Note: The folders and data fields that appear will be differ based on the View you use.

Report Canvas, Columns and Rows

This is where you drag the relevant data to build your report. Your report will appear on the canvas as you build it.

Other Elements

• Sections enable to break the report down into small, easy to read parts. 
• Filters allow you to limit the results of the final report using any reportable data.  In addition, you can apply standard formulas to the Filter (Sum, Count, and Average). The filter will allow the end user to be able to choose which data will be presented in the report, without changing the actual Report.
• Analysis Style is an advanced option to connect your report with other related reports.
• Report Data allow you to limit the number of rows (results) returned as you build and run the report.
• You can also turn Auto Refresh off if your report is likely to return many results and may be slow to run.

3.3       Adding Data

Ok, now we know the components, let’s build the report.

Note: if you are unsure of how many results your report will return, or if at any stage it does return lots of results and takes a long time to load, apply filters to limit results or turn Auto Refresh off.

1. Start your report by dragging and dropping the fields you wish to use onto the canvas (or into the Column box).

2. Hold the left mouse button down on the data field and drag it over to the canvas. Place fields in the order you’d like them to appear in the report.
   If you wish to remove a data field from the report, drag and drop the unneeded data field outside of the canvas or column fields box.

3. Once you have data in your report you can access options against each field to manipulate how the data will appear in your report. Click the arrow against the field name on the report or in the columns box

   The options for each field can include the following (depending on the field type).

   • Aggregation (of data) and Totals (at the bottom of the column), which are defined as follows:
   • • Sum – This will add up the number values for data metrics only (the most commonly used).
     • Count – This will count the number of data entries for the metric.
     • Count Distinct – This will return the number of unique data entries for this metric.
     • Average – This will return the average for data metrics only.
     • Maximum – This will return the largest value for data metrics only.
     • Minimum – This will return the smallest value for data metrics only.

You can also:

1. • Sort - ascending or descending
   • Format - edit name and style, conditional formatting (see Formatting Data below)
   • access Advanced Functions - browse through these if you need a more advanced calculation to see if one meets your requirements
   • Group Data - display different related values as the same answer
   • Add Filter - add chosen field as a filter
   • Hide Field - from report if it is not needed to be visible but needed for a function
   • Delete - from report if it is not needed to be visible or for a function