6. Tools and Utilities

Owned by Brendan Codrington
Last updated: Dec 17, 2018

New Reports!!!

New Reports have been added to this folder:

  • Form Configuration by Job (with co-display options to search by Process or Form)
  • Job Template and Process Lookup
  • Process Template Summary (Drill Through)

You can use these reports to:

  • get a summary of your Broadcasts
  • which global questions have been added to reporting, how many are used and which ones could be removed to free up space
  • how your forms are configured
  • how often your job and process templates are used, and which jobs/processes used them
  • how many reports you have, where they are, when they were last accessed and by whom
In this section

Reports Administration

Use these reports to cleanup your Broadcasts, Global Questions enabled for reporting, and your Reports.

Broadcast List (Drill Through)

  • Gives you a summary of all current broadcasts.
  • Drill through on the Subject Line to see the last run status for that broadcast.

Filter List

  • Broadcast date (greater than)
  • Frequency Type
  • Category / Sub-Category
  • Report Name
  • Recipient

Drill Functionality - Last Run Status

View the last run status for each report by clicking on the subject line.

Broadcast List - Errors in Last 24 hours

  • Gives you the last run details for all current broadcasts from the last 24 hours where this is last run description. 
  • Note that broadcasts will not send while a report has a DRAFT or ARCHIVED status, and some error descriptions indicate a broadcast ran as expected (e.g. delivery rules not met).

Filter List

  • Broadcast date (greater than)
  • Last-Run Status
  • Frequency Type
  • Category / Sub-Category
  • Report Name

Broadcast List - Last Run Details

  • Gives you the last run details for all current broadcasts
  • Filter by Last-Run Status to see only broadcasts that have failed and review their last-run status description for more information.

Filter List

  • Broadcast date (greater than)
  • Last-Run Status
  • Frequency Type
  • Category / Sub-Category
  • Report Name

Drill Functionality - Last Run Status

Filter the last run status to Failure and add a broadcast using current filter values to receive notification whenever a broadcast fails for further review.

Custom Global Questions Summary

  • Shows you the questions that have been added to your reporting views
  • A donut chart shows how many of those are used or unused in reports.
  • A table lists each question (field name), whether it is used, how many contexts it has been added to (e.g. Job, Application), how many views it has been added to, and how many reports use it, if any.

Drill through on the various options to determine:

  • Which questions are not used, or are no longer relevant, and could be removed from the reporting database
  • Which questions are only used in some contexts and could be removed from other contexts

Drill Functionality - Multiple options

On the chart:

  • #Not used section of the donut chart to view all questions that haven't been used in the report, and the context and views they've been added to

On the table:

  • Contexts column to see the contexts for that field

  • Active Views column to see the active views for that field

  • Reports column to see the reports using that field, if any

Filter List

  • Field Folder
  • Field Name


Form Configuration by Job

  • This report allows you to explore the form configuration for a single job reference or job template reference.
  • Two co-displayed reports allow you to explore the form configuration by Process and Form type. Toggle between:
    • Form Configuration by Job
    • Form Configuration by Process Name
    • Form Configuration by Form Type

Filter List (order and mandatory different for each tab)

  • Job Reference Number (*Mandatory on by Job tab only)

  • Process Name (*Mandatory on by Process tab only)

  • Process Step Name (answers dependent on Process Name selection)

  • Form Type Label (*Mandatory on by Form Type tab only)
  • Form Name (*Mandatory on by Form Type tab only, answers dependent on Process Name selection)

Form Configuration Exploration Tool

  • This report allows you to obtain the step ID for any step in a process or a template.
  • Particularly useful for merge documents where, to count the number of candidates at a particular step, you require the ID of the step.

Top

Filter List

  • Process Name (*Mandatory Filter)

  • Process Step Name (*Mandatory Filter)

  • Form Type Label
  • Job Reference Number

Job Template Summary (Drill Through)

  • View number of jobs created from each job template for the given period (default is last 12 months)
  • Drill through on number of jobs against a job template to see a list of those jobs
  • Search by job reference to see the corresponding job template name

*Template names removed from above image

Filter List

  • Job Created (between)
  • Job Template Name
  • Job Reference Number

Drill Functionality - Jobs List

View the corresponding list of jobs by clicking on the number of jobs against a job template.

Job Template and Process Lookup

  • Search by Job Reference(s) to find the Job Template they were created from and the process templates used.
  • Drill through on Process Name to see individual process steps.


Filter List

  • Job Reference Number(s)

Drill Functionality - Job Template and Process Lookup

View the steps used in each process type for that job by clicking on the Process Name.

Job Template Usage (Drill Down)

  • View job template usage year on year, showing the number of jobs created from a template and the percent of total jobs created for that period
  • Drill down on a selected year to month on month use, then day to day use

Filter List

  • Job Template Name

Process Template Summary (Drill Through)

  • View process template usage for the last year (by default), showing the process names, when first and last used, and how many processes used them, for each process type
  • Drill through on Process Name to see the step details for that process, or the number of processes to see the matching Job References.

Filter List

  • Process Type
  • Process Name
  • Last Used (default last 12 months)
  • Job Reference Number

Drill Functionality - Process Template Summary

Drill through on the process name to view the template's step details, or on the number of Job References to see the jobs that have used that process template (in the given time period).

Reports Not Accessed (Drill Through)

  • View the top 20 reports that have not been accessed for the longest time.
  • Drill through on the # accessed by to see who has accessed it

Use this to determine the reports that are no longer required and can be deleted.

Filter List

  • Bottom N Rank (default 20)
  • Report Category / Sub-Category
  • Report Name
  • Requestor

Drill Functionality - Accessed By

View the users that have accessed the report and when they last accessed it

Reports Summary by Category (Drill Through)

  • See the number of reports by status, category and sub-category


Filter List

  • Category / Sub-Category

Drill Functionality - Reports List

Drill through to the associated reports by clicking on the number of reports with that status (Draft or Open) against that category or sub-category

Drill through again on the # Accessed By to see the users that have accessed a report and when they last accessed it.