Locating & Customizing Reports
This lesson will provide an overview of how to locate and customize preexisting Reports.
Locating a Report
There are 2 ways to locate a Report:
- Either, enter the Report name in the Search field
- Or, open the Reports tab and select from the list
If locating a Report via the Reports tab:
- Reports that you have recently opened will be listed in the Recent list. This list is user specific, meaning that only the Reports that you have most recently viewed will be listed here
- Other Reports not found in the Recent list can be found in the Folders section
Folders can contain multiple Reports, represented with a yellow folder (1), or multiple Dashboards, represented with a blue folder (2). Click on a folder (3) to view its contents then click on a Report Name to open it (4).
In this example, the My Custom Reports folder (3) has been selected and the Demo Report_1 Report (4) is selected.
Customizing the Report
If you decide you need to make a change to your Report you will want to modify your Report. This can be done one of two ways:
- When you click on the Report tab and find the Report you want to modify, you can click on the down arrow to the left of the Report name and select Edit
- When you are looking at a Report you can select Customize to get into editing mode
If you want to make changes to do “What If” analysis and do not want to save the Report you can make the changes you want and select Run Report without saving to see you results.
The Report Builder is where you will customize the Report. Customizing is not editing. Editing a Report would be manipulating the actual/base/original Report data. Customizing is taking a preexisting Report and creating your own version of it. You can manipulate the data but on your version, not the original version. In the Report Builder (shown above) you can:
- Add fields – See lesson “Creating Reports” for more details
- Add filters – See lesson “Creating Reports” for more details
- Add/manipulate Charts – See lesson “Creating Reports” for more details
- Add Formulas – Shown below
- Add Buckets – Shown below
Adding Formulas to the Report
Formulas let you create custom summaries based on calculated values using Report data. These formulas can then be used as columns in your Report but they can only be applied to number fields (not on data or text fields; in this case Bucket fields must be used). To create a formula click on Add Formula and drag it into the preview area. This will lead you to the Custom Summary Formula screen.
Fill out the Column Name (1) and define what kind of field you want it to be (2) (number, date, etc.). Then you build your syntax. Click on Summary Fields (3) and you see all the available fields you can create a formula on. Select the field and then an Operator (4). Not all operators are shown in the Operators list and these must be entered manually. Click here to view all acceptable operators. Repeat the process until you have created the formula you desire. Next, click on Check Syntax (5) to make sure your formula is correct. When you click OK (6) your new formula field will automatically be added to your Report.
Note: Formula fields cannot be shared across reports.
Adding Bucket Fields to the Report
Bucketing lets you quickly categorize Report records without creating custom fields. Bucket fields can be used like any other field to sort, filter, and group your Report. To create a Bucket field click and drap Add Bucket Field then drop it into the Preview area. This will lead you to the Edit Bucket Field screen.
Edit Bucket Fields
Select the Source Column (1) (or the field you want to bucket) then name your new field (2). This screen may vary depending on what is selected for the Source Column. Then define your ranges (3) as needed and click OK (4) to continue.
If you want to make a change to your Bucket you can click on the pencil icon next to your newly created Bucket name in the Fields area on the left. If you want to delete your Bucket, you can click on the trashcan icon.
Note: Bucket fields cannot be shared across reports.
Removing a Formula or Bucket
Your new Formula and Bucket will show in the Fields area (1) as well as in the Report Preview (2). If you want to make a change to your Formula or Bucket you can click on the pencil icon next to your newly created field name in the Fields area (3). If you want to delete your a field, you can click on the trashcan icon (4).