AroFlo provides a robust reporting tool that allows you to create your own customised reports using the data stored within your AroFlo site.
We have provided some standard reports that you can use as a base to get you started. From there you can add more fields, apply filters, group and sort the data, and even export to other file formats including MS Excel, CSV, PDF, HTML, XML or MS Word.
Report update frequency
AroFlo's dedicated reporting server takes a snapshot of your data every few minutes and uses that data when running your reports. If you make a change immediately before running a report, it may take a few minutes for the change to be reflected.
The reporting tool is categorised by system area:
The General section is for reports that don't fit into any specific category like the 'Company Diagnostic Report' and may not have the same level of customisation as the other sections.
Reports can be easily organised into categories by first creating the categories you need and then selecting the appropriate category when saving your custom report.
Create a category -Click Add Category, enter a category name and click Done.
Create a sub category - Hover over a category, click (green plus icon), enter the sub-category name and click Done.
Edit a category name -Hover over a category, click (edit icon), edit as required and click Done.
Delete a category - Hover over a category, click (X icon) and click OK.
You can only delete a category once all reports have been removed from it, either by moving them to another category or by deleting them.
Customise a report
When you open a standard report, you can access the Customise menu in the top right of the screen.
The Customise menu provides four tabs, as described in the table below.
Filters allow you to drill down to the information you need. Each report has its own set of filters based on the fields available.
You can only filter on information that appears in the report. If the field doesn't exist in the report, then you can't filter on that field.
There are a range of advanced options available for report display and printing:
Show Column Totals - adds totals (for numeric or currency fields only) to the end of a group, and/or end of the report.
Show Overall Total - adds an overall total (for numeric or currency fields only) to the end of the report.
Show Overall Line Count Total - adds a total line count of all items at the bottom of the reports.
Show Grouping Line Count - adds a line count of items within a group, and/or the entire report. This setting also enables chart options at the top of the report.
Show Groups Collapsed - collapses grouped data within a report. Column Totals, Overall Total and Grouping Line Count are displayed outside of the collapsed group to provide a quick overview. You can view individual items within a group simply by clicking the + icon.
Print Head Groups On Separate Pages - prints group headings on separate pages (Internet Explorer and Firefox only).
The Show Groups Collapsed option is especially useful when grouping by an extended date field (e.g. Date Week Year, Date Month Year, Year Quarter), as it allows you to see total values for a specified period at a quick glance.
For a graphical representation of the grouped data, use the chart options at the top of the report.
Once you've created a report, you can save it as a custom report for future use:
Save- used for saving your existing custom report. This option will not be available if you have customised one of the standard reports.
Save As ... - used for saving a copy of your current report under a different name. This option is available if you have modified one of the standard reports
When using the Customise menu, remember to click Refresh Report(at the bottom of the customise menu) to update your customised report with the changes you have made.
When applying filters, it is important to note that you can only filter on information that appears in the report. If the field doesn't exist in the report, then you are unable to set a filter on that field.
From/To date filters provide advanced options which can be accessed by clicking (arrow icon)
Print - Check this box to include the date range filter within the report heading.
Outside Range - Check this box to filter the report excluding the range entered.
All selection lists provide a Select All option but only some have an option to select None. If this option is available, it will be the first option in the list.
Use the search box at the top to quickly find the field you wish to filter.
To remove all filters, click the Remove All Filters button located at the bottom right of the Customise menu.
Add or remove fields
This Selected Columns and Column Order section allows you to select the fields you want to include in your report and their display order.
To add a field, use the Available Columns search box to find the fields you need, check the box for that field, then click Refresh Report.
Line items vs Totals
For areas of AroFlo that feature both line items and totals (e.g. quotes, invoices, tasks), you have the option of reporting on one or the other. - Select Mat, Lab or Exp for line items - Select Material, Labour or Expenses for totals.
To remove a field, highlight the field in the left hand side by placing your cursor over the field name, click the X icon, then click Refresh Report.
To move a field up or down in the list of displayed fields, click and drag the field to your desired position. Click Refresh Report.
Occasionally when moving fields in the display order, the field can become stuck to the mouse pointer. If this happens, move the field to your desired position and click the left mouse button again. The field will now release from the mouse.
Change the sort order of fields
The Sort Order section allows you to set how your data will be sorted in your report.
To add, remove or move a field, refer to the instructions above.
To change the sort order of a field from ascending to descending or vice versa, click or (up or down arrow icons).
Add field groups
The Group By section allows you to set how your data will be grouped in your report. To add, remove or move a field, refer to the instructions above.
Looking for custom fields?
If you've added custom fields to your client or user cards, you can include these in your reports by typing 'cfcl' (custom field client) or 'cfus' (custom field user) in the Available Columns field.
Fields of note
There are some fields for which it's not quite apparent what data they will retrieve and how you might best use them. Below is a list of these fields; we'll update this list as we add new fields to the reporting area.
KPI field: Numeric value to show how many days left to meet Due Date
KPI field: Numeric value to show how many days left to meet Due Date, excluding weekends
Calculated field for the total of all invoices raised against the task
Saving your report
Once you've created the custom report you need, instead of having to re-create it each time, you can save it for future use.
In the Customise menu within your report, click the Save tab.
Enter a Report Name.
Enter a Report Description (optional).
Select the Type of report, e.g. quotes, tasks, compliance.
Select a Category, i.e. displays the category list for the selected report area.
Click Save As > OK.
If you have given a client login access to your AroFlo site, you can make specific reports available by clicking the 'Available to Clients' checkbox before you save the report.
Reports can be exported to MS Excel, CSV, PDF, HTML, XML or MS Word.
Once you've created your report, select an export option shown in the bottom right of the report screen. Reports with groups collapsed can only be exported with all groups collapsed, or all groups expanded.
Exporting to Microsoft Excel
In some cases, Microsoft Excel may not display your data as you would expect. This is due to rules within Excel, beyond our control.
If you experience cell formatting issues: try exporting a .CSV to open in Excel.
If you experience layout issues: try exporting an .XLS or HTML to open in Excel.
When a cell has more data then Excel allows, AroFlo will include as much data as possible, followed by "..." for data that does not fit within Excel limitations.
Exporting to Excel does not support HTML formatting (e.g. bullets, fonts, colours). If you want to retain HTML formatting in exported reports, you will need export to HTML; you will then be able to open the report in any format, including Excel and Word.
The chart options at the top of the report allow you to view a graphical representation of the data within your report.