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Introduction

This tutorial is designed to assist you with creating meaningful and accurate reports within AroFlo.

You'll learn how to:

  • Modify existing reports to suit your needs
  • Create custom reports using the reporting tools
  • Export your reports as external files (e.g. Excel file)
  • Save a report
  • Delete a report


Run a Report

Click the Reports tab.




This will take you to the Reports screen.






Let's take a look at a very simple report

- Open Tasks (All Tasks Not Started, In Progress, or Pending).

This report will detail any task that is in an open status within a one month date range. Click on this report name and a report will be generated in a new tab within your browser (This allows you to have multiple reports open at any time).





This is our report - Open Tasks (All Tasks Not Started, In Progress, or Pending)



We can see the report name and date requested range, listed at the top, followed by the report table.





If you hover your cursor over a cell in the report you will note that it is now underlined. This means that this cell is a link through to other areas of AroFlo.

e.g. by clicking on the cell named 162 in the below example, Jobnumber 162 will open in a new screen.



Export a Report

Now that you've generated your report you're able to export the report from AroFlo using the options down the bottom right hand corner of the screen.


 Export to Excel - This export functionality will allow you to send the report to a .XLS file format. This will preserve formatting and layout of the report once in excel.


Export to CSV – This export functionality will only export the data from the report. No formatting or layout. This file type is readable in excel. This is the ideal export format if you're looking at running excel formulas on your data after the export.


  Export to PDF – This export option will export to a PDF format. This format means that the information is not editable on the page. This export format is preferred if you're going to present this report outside of your company.


  Export to HTML – this export option will export the data to a HTML format. This format is commonly used on web pages. This is an advanced export option if you're looking to interface with other systems.


  Export to XML – this export option will export the data to an XML format. This format is commonly used on web pages. This is an advanced export option that is mainly only used if you're looking to interface with other systems.


  Export to Word – This export functionality will export your report to a .DOC format. This format is preferred if you're looking at making minor modifications to formatting and layout.



Customise a Report


Now that we have our report we are able to customise this report to suit our needs. Click on the customise button in the top right hand corner. This will open the menu as shown below.

We can cutomise a report using the below



Filters

Using the Filters screen we are able to change the filters that are being applied to this report.

The filter is used to determine which results match your search criteria and which do not.


Date Requested Filter

The filter being applied on the report we just ran is only showing any tasks that have been generated in the last month. We can remove this filter (simply leaving it blank) or can change these dates to suit our needs.

 


For this example the dates will be left blank


Refresh the report


The new report will reflect the filters we just made changes to

You can apply as many filters as required to get your desired results, just be aware of conflicting filters that will result in no lines being returned. For instance, setting your date completed range before your date request range (ie. It's not possible for a job to be completed before it's started).

You cannot filter on fields that are not in your report. If the field you're looking to filter on does not appear in your report then your filter will not be applied.


Clients Filter

Selecting a client from the 'Clients' option would result in only items from that client appearing in your report.

 


Tick the Client you wish to report on.

 


Close the dialogue box.


Refresh the Report


The new report now has the client as a filter.


Saving your Report


Once you have modified your report you are able to save it. This will allow you to re-run the same report at a later date (without repeating all these steps.)

Go to the Save tab.


Give your report a name and a description and determine which category you wish the report to appear in.

The available to clients tick box will make this report available to client login users. For additional information about this functionality please contact AroFlo.


If this is a new report that you've just built click 'Save As' to save your report.


If you're modifying an existing report click 'Save'.

It is not possible to modify the default AroFlo reports.



If you return back to your report selection screen you will now see that you have a new custom report.



Fields

Using the Fields screen we are able to change the fields that are being applied to this report.


On the right we see the fields which are available to add to a report.


On the left we see the fields which have been added into our report.


Adding new fields to your report

Click on the tick box for the field that you wish to add into your report.


Sort order of your report

You can control the order in which your results are displayed.

Clicking the arrow button will change the descending sort order.


Dragging the field (e.g. Client Name) to the top of the list, will change the order of the report.

You can sort by as many fields as you like. The report will sort by the first field (at the top of the list) first and then each subsequent field.

Our example will sort by Client Name first.


Group By

The grouping functionality is useful for creating sub tables within your report.

If we grouped by Client Name, it would create a new table for each client. So that it's obvious where one client begins and another ends.

Below is an example of a report Grouped By Client Name.


Advanced

The third tab within our reports allows us to add some additional functionality onto our report.


This custom report will be used as an example



Show Column Totals

By ticking the Show Column Totals box and Refreshing the Report – Displays the value for the sum of the column (where applicable). Each individual group will have its own total. This value appears at the base of each group.

Our report will show these totals.


Show Overall Total

By ticking the Show Overall Total box and Refreshing the Report – Displays total for the sum of each group total at the base of the report.

Our report will show these totals.


Show Grouping Line Count

By ticking the Show Grouping Line Count box and Refreshing the Report – Displays a count number for each group in your report.

Our report will show these totals.


Show Groups Collapsed

By ticking the Show Groups Collapsed box and Refreshing the Report - Displays the report collapsed by group.

Our report will collapse

with the option to expand each group.

By clicking on the button, you can expand each group.



Print Head Groups On Separate Pages

By ticking the Print Head Groups On Separate Pages box and Refreshing the Report - This reprints the header information (column headings) at the top of each subsequent page of the report. Useful if you're planning on printing your report.


Use when printing from within the browsers Internet Explorer & Firefox Only



Page 1 of print

Page 2 of print

Page 3 of print

Page 4 of print

Explanation of Lab versus Labour

There are two different formats for dealing with labour. It is very important that you understand the distinction between the two.

If we look in the available columns field, we see an example of Lab and an example of Labour.


Lab refers to the specific line entry on the task whereas Labour refers to the labour total on the task.

If you include a Lab line item onto your report the report will duplicate rows for each labour entry. This can be a little confusing as it will also duplicate any other rows in your report. This means that if you're dealing with a job with three labour entries and you're reporting on the following fields : Task, Job Number, Client,Lab resource, Lab hours . You will end up with three rows returned with the Task, Job number and Client fields duplicated across all three. Lab resource and Lab hours will of course be individual.

If you are going to be reporting down to a line item level it's usually a good idea to group by job number or task so that it is clear which line item belongs to which task.

We have used Labour as an example for this training module, but it's important to note that AroFlo also follows the same procedure for materials and expenses. It is usually not a good idea to include both individual and total fields in the same report especially if you're going to be adding totals to your report.


Charting your Report

At the top of some grouped reports you will see there are two options.



This option can be used to generate a bar chart of your report.




This option can be used to generate a line chart of your report.


This functionality provides basic charting tools. For more detailed tools simply export your report into Excel.


Deleting your Report


Select the 'Multi-Delete' Button


This gives you the option to delete individual reports


Once you have finished deleting reports, select the 'Multi-Delete' Button again.

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