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Reports

Reports are a very important piece of Ivinex, without them the Dashboard is useless. Reports help you visualize the data that you’re storing within Ivinex. You can see table data, summaries, and graphs.

Reports

When you first load the reports tab, you will be presented with 2 areas.

  • Report Folder Column: Your list of report folders (that contain your reports).
  • Reports Column: Lists of all reports for the currently selected folder.
Reports Window

Reports Window

Report Folder Management: It is possible to create new report folders by right clicking the Reports folder. When you right click, you will be presented with a menu containing the following options:

Report Sub Menu

Report Sub Menu

  • New Subfolder: Create a new subfolder beneath the current selected folder.
  • Delete Folder: Delete the current selected folder.
  • Edit Folder: Edit current selected folder.
    • Folder Name: The current folder name. Change the text to change the folder name.
    • Folder Permissions:
      • View: Who can view the selected folder.
      • Edit: Who can edit the selected folder.
Note: If you are an administrator for your Ivinex site and you can’t get the folder sub menu to appear, please contact Ivinex for support.

Open a report: To open a report you simply open the appropriate folder, then click the report name in the report column.

Move a report: To move a report to a different folder, simply click and drag the report’s name to one of the folders in the report folders column.

Create a report: Clicking the “New” button in the report folder column, will popup a new report window.

New Report

New Report

Report Sections

Each Report has 5 Sub Tabs:

Report Sections

Report Sections

  • General: Basic options for the report.
  • Columns: Let’s you decide what columns of data you want to pull into this report.
  • Summary: This tab lets you create summaries of data, like the total number of rows, or the SUM of a column.
  • Graph: From here you will be able to create graphs that display your report data in a visual way.
    Reference: Graph Types
  • Permissions: Allows you to grant other users or groups access to this report.

General

In the General Sub Tab you’ll find the basic options for your report. These options are very important to how the report will work. First you’ll see two fields:

  • Report Name: The name you want your report to have
  • Description: A simple description of your report.

Once you fill these fields out you’ll notice a box with the label “Tabs” that is surrounded with a few different buttons.

Fig. 4 - Tabs field

Fig. 4 – Tabs field

This field allows you to select what “Tabs” (data modules) you want to pull data from for your report. In lots of cases you will only pull data from one “tab”, but in some cases you will want to pull from more than one. That’s why this field allows you to select multiple “tabs”, rather than just one.

To add a “tab”, click the “Add” button below the box. This will bring up a green popup labeled “Tab Details”.

Fig. 5 - Adding a Tab to a Report

Fig. 5 – Adding a Tab to a Report

The “Tab Details” popup box has several fields on it.

  • Tab: A dropdown list of all the tabs available to you so you can pick what tab you want to select.
  • Filter: The “New Filter” button will allow you to create a filter so that you can decide what data you want pulled in. If you want all the data from a tab, don’t use a filter (most reports use filters).
  • Outer Join: This field is useful when you’re going to include more than one tab in your report. If it’s left checked, Ivinex will return all the records from the first “tab” you add, whether or not it finds a match in the second “tab” you add. If you un-check it then Ivinex will only return records from the first and second “tabs” if there is a match.
  • Link Type: There are several different link types within Ivinex. Generally we want to include all link types here, but in special cases, you may only want to include a certain kind of link type. To learn more about Link types, go here.

Once you have all these fields set the way you want click “Update” to save the tab to the report.

You can add as many “tabs” as you want to this report using the method described above. Once you’re happy with the “General” Sub Tab it’s a good idea to go ahead and click the “Save” button at the bottom of the report details.

Note: The order in which you have your data modules in the report builder tool is important (top to bottom). Link Type and Outer Join are also important and can drastically change the way your report data is returned. The report builder is essentially a database query builder where you ask Ivinex for data (possibly from different database tables) using filters and such to control what data is returned.

Example Report “Query” using plain language: Let’s say we have an accounts module and a contacts module. We want to create a report where we can see all contacts that are linked to an account.  We choose the contacts module first (no filter) (outer join checked) and then the accounts module second with the outer join unchecked and the type set to related.

After setting up our columns (read more about this below), this report will show ALL CONTACTS WITH A RELATED ACCOUNT.

Report Example 1

Report Example 1

Let’s run the same report where all the setting are the same except the accounts module has the outer join checked. This time the report is showing ALL CONTACTS WITH OR WITHOUT A RELATED ACCOUNT.

Report Example 2

Report Example 2

Now let’s reorder the modules so that the accounts module is above the contacts module and we get ALL ACCOUNTS WITH OR WITHOUT A RELATED CONTACT.

Report Example 3

Report Example 3

As you can see, the order of the data modules and whether or not you are using the outer join check box can significantly change how your report is displayed.

Note: This is just an example of a report to demonstrate how data module order and some of the different settings can change how reports are displayed. Results may vary based on your Ivinex data and the settings you use when creating reports.

Columns

Before you can actually run your report you need to visit the Columns Sub Tab and pick which columns (or fields) you want to see in your report. This box looks very similar to the “Tabs” box from the General Sub Tab. It functions in much the same way.

To add a column click the “Add” button below the box. You’ll be given a green popup box that will allow you to pick what column(s) you want displayed. There are several fields in the popup box, the first being the most important.

  • Column Type: This option allows you to decide if you want this column to just list one field, using the “Field” option, multiple fields using the “Multi Field” option, or doing an equation on two or more fields using the “Equation” option.
  • Column Name: This normally defaults to the name of the column you select (or the name of the first column you select if you choose “Multi Field” or “Equation” in the “Column Type” field).

Below these two fields you’ll have two boxes. The one on the right will list all the fields (Tab name preceding them) from all the tabs you selected on the “General” Sub Tab. The one on the left will display the field. If you selected “Multi Field” or “Equation” it will display all the fields you pick from the box on the right.

Note: When you add a field as a column (as seen below in the screenshot), the Column Name will by default be formatted as such: MODULE NAME: FIELD NAME. You may just want to see the field name as the column in your report, so you would change the text in the Column Name field to the field name only or whatever text you want displayed for that column header.

If you select “Field” in the “Column Type” field then you will simply select a field from the box on the right that you want to use, change it’s name in the “Column Name” field if you wish, and then click the “Update” button.

Fig. 6 - Column Details, Field Column Type

Fig. 6 – Column Details, Field Column Type

However, if you choose “Multi Field” or “Equation” things are going to be a little different.

  • Multi Field:Multi Fields allow you to display several fields in one column. If you select this option you’re going to first click on all the fields you want to display in the column from the box on the right. Then you’re going to format all the fields however you want in the box on the left. Lastly you’ll change the “Column Name” field to help you remember what data is in this column.

    Fig. 7 - Column Details, Multi Field Column Type

    Fig. 7 – Column Details, Multi Field Column Type

  • Equation: The Equation Column Type allows you to do mathematical equations on multiple fields. The result of the equation will be displayed as the column. This option allows you do do basic math using +, -, *, /, as the basic add, subtract, multiply, and divide (respectively) functions. This Column Type is use by Ivinex to provide you with custom functionality as well, and should rarely be used to end users.

Summary

If you want to do a SUM of all the rows from one column, or just COUNT all the rows, you are going to use the “Summary” Sub Tab.

Fig. 8 - Summary Sub Tab

Fig. 8 – Summary Sub Tab

To begin creating a summary click the “New” button. This will create a new box above the “New” button that will contain some options that will allow to either SUM or COUNT.

  • Type: Here you have two options, either SUM or COUNT. You’ll use SUM when you want to add all the numbers in a column together. SUM only works on columns that contain a numerical value. If you want to total how many rows there are for a specific column, you’ll use the COUNT type.
  • Name: The name for this Summary.
  • Field:This option will allow you to select one of the columns you pulled in on the Columns Sub Tab. Begin by clicking the “–Select–” link. Doing so will bring up a popup box that will let you pick a column. Once you click a column the box will close and that column will be selected.

    Fig. 9 - Field option popup

    Fig. 9 – Field option popup

  • Sub Total By:If you want to break a total down even further you’d use this option. It functions the same as the “Field” option. For instance, if you want to display the total number of accounts, you’d count that in the “Field” option, and then you could use “Sub Total By” to total how many accounts are assigned to each user.

    Fig. 10 - Finished Summary

    Fig. 10 – Finished Summary

You can Add as many Summaries as you want by clicking the “New” button.

Graph

If you want to create a graph of the data you’re pulling you’ll use the Graph Sub Tab. It looks very similar to the Summary Sub Tab.

To create a graph click the “New” button. It will bring up a new box similar to the Columns Tab, but with a lot more options.

Reference: Graph Types
  • Graph Type:There are lots of different graph types that will display your data differently.
    • Bar Graph
    • Stacked Bar
    • Pie Chart
    • 3D Pie
    • Column
    • 3D Column
    • Stacked Column
    • Stacked 3D Column
    • Parallel 3D Column
    • Line
    • Area
    • Stacked Area
  • Title: This is the title that will display on the graph itself.
  • Group By: This option lets you select the main way you want to group your data. For instance, if I wanted to group each account by who it is assigned to then I would select “Assigned to”.
  • Then By: This option lets you create secondary grouping for the Stacked Graph Types.
  • Graph Values: This lets you decide what column you’re going to use for values. If you don’t have a numerical column, or you’re only going to count rows, it really doesn’t mater which column you select here.
  • Aggregation: This dropdown has 3 options, “SUM”, “COUNT” and “Average”. If you didn’t select a numerical column in the “Graph Values” option, you’ll want to select “COUNT”. If you select “SUM” then Ivinex will add all the values in the column together. “Average” will create an average of all the numbers.
  • X Axis Label: This is the label that will be used for the horizontal axis on the graph.
  • Y Axis Label: This is the label that will be used for the vertical axis on the graph.

There is also an “Advanced” button that will give you a green popup with several options and Sub Tabs. This popup will allow you to change colors on the graph, positions of text, size of the graph, etc.

Fig. 11 - Graph, Advanced Settings

Fig. 11 – Graph, Advanced Settings

There are 4 Sub Tabs on this popup, General, Axis, Legend, and Graph Values.

  • General
    • Canvas Color: This allows you to change the background color of the canvas that the graph is drawn on.
    • Canvas Width: The width of the canvas.
    • Canvas Height: The height of the canvas.
    • Title Position: The Position of the title you entered for the graph. You will enter a numerical value that represents the distance from the top and left of the canvas borders, as well as a height and width for the title. For example: 50,50,25,150. This would result in the title being 50 pixels from the top and left border of the canvas, and 25 pixels tall, and 150 pixels wide.
    • Title Color: Allows you to change the color of the title.
    • Title Size: Allows you to change the font size of the title.
  • Axis
    • X Axis Label Position: Allows you to enter the position of the X Axis Label. Functions the same as the Title Position field above.
    • X Axis Label Color: Allows you to change the color of the X Axis Label.
    • X Axis Label Size: Allows you to change the font size of the text in the category label.
    • X Axis Value Color: Allows you to change the color of the X Axis value text.
    • X Axis Value Size: Allows you to change the font size of the X Axis value text.
    • Y Axis Label Position: Allows you to enter the position of the Y Axis Label. Functions the same as the Title Position field above.
    • Y Axis Label Color: Allows you to change the color of the Y Axis Label.
    • Y Axis Label Size: Allows you to change the font size of the text in the category label.
    • Y Axis Value Color: Allows you to change the color of the Y Axis value text.
    • Y Axis Value Size: Allows you to change the font size of the Y Axis value text.
  • Legend
    • Legend Position: The position of the Legend. Functions the same as the Title Position Field above.
    • Legend Color: The background color of the legend.
    • Legend Text Size: The font size of the text within the Legend.
    • Legend Text Color: The color of the text within the Legend.
    • Legend Layout: Allows you to choose either “Horizontal” for a horizontal layout, and “Vertical” for a vertical layout of the legend.
  • Graph Values
    • Chart Position: The position of the Chart within the canvas. Functions the same as the Title Position field above.
    • Chart Color: The background color of the chart.
    • Chart Value Prefix: Text that you want prefixed to chart values like $, or #.
    • Chart Value Suffix: Text that you want post-fixed to chart values, like %.
    • Chart Num Decimals: The number of decimal places you want to display for numerical chart values.
    • Decimal Character: The character you want to use as the decimal. You’d normally enter a period here.
    • Thousands Character: The character you want to use to divide thousands. Normally you’ll use a comma.
    • Hide Zeros: Select “Yes” in this option if you want to hide zero values in your graph.
    • Axis Value Min: The minimum value to show on your graph.
    • Axis Value Max: The maximum value to show on your graph.

Once you have all your advanced options the way you want them you can click the “Update” button to save them and close this popup.

Permissions

This Sub Tab is fairly simple. There are two boxes with the headings “View” and “Edit”. Each box lists all the users and groups on your site. The users or groups you select from from either box will be able to “View” or “Edit” this report. You can select multiple users or groups from either box by using Ctrl + Click.

Buttons

There are 7 buttons along the bottom of each Sub Tab that perform various tasks related to the report itself.

  • Save: The save button saves the report. It’s a good idea to save it after you make any changes on any of the sub tabs.
  • Save Copy: This will create a copy of this report and save it.
    Alert: The save copy button will make a copy of your report, but the copy will be linked to the original. Changes to one will be applied to all. Avoid this button, if you want to make a new report based on another report. This should be resolved in a future Ivinex version.
  • Export: This will run the report and allow you to save a .CSV file of the table data to your computer.
  • Print: This will give you a new window with two checkboxes, “Include Summary” and “Include Graph”. If checked Ivinex will include those two things on the printable version of this report. Once you’re ready, click the “Submit” button on this page to go to the printable version.
  • Email: This button will allow you to Email this report (it won’t include any graphs that the report has) to any email address you want.
  • Run: This button allows you to run the report and display the results in the “Detail View” pane.
  • Delete: This button will delete the report.

Revisions

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