Select which report area you want, e.g. Invoices, Projects, Inventory.
Click the name of the report you want to run.
It's that easy. You can customise the report that appears and save it for future use. The sections below explain how.
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.
Create or edit categories
Reports can easily be 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 you have removed all reports 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 display only 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 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.
If your report has too much information or if you've forgotten to include some fields, click Cancel while the report is generating, and then make your refinements before refreshing again.
Sort Custom Reports
You can sort your custom reports list by creation date, the date the report was last run, and by who it was last run by. Just click the arrow beside Date Created, Last Run, or Last Run By.
You can also manually sort the default order of your custom reports by dragging the (two lines button)
The Last Run and Last Run By includes when the report was last opened but also when it was last exported (e.g. to Microsoft Word).
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.
Client and asset reports include the option to filter by custom fields. Custom fields using the ‘Checkbox’, ‘Radio’ or ‘Select’ field types appear at the bottom of the Filters tab. Custom Field filters will also be rolled out other report areas.
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.
Looking for custom fields?
If you've added custom fields, you can include these in your reports by typing 'cf' in the Available Columns field. If you want to further narrow down your search, type in the start of the name of the section the custom field belongs to after 'cf', for example, 'cfloc' for a location custom field.
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.
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
Save 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. display 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.
You can also create report restrictions from here so that only certain users will be able to view them. For more information, please see Report Restrictions.
Export a report
Reports can be exported to Microsoft Excel, CSV, PDF, HTML, XML or Microsoft Word format.
Once you've created your report, select an export option from 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, and is beyond our control.
If you experience cell formatting issues: try exporting a .CSV file to open in Excel.
If you experience layout issues: try exporting an .XLS or HTML file to open in Excel.
When a cell has more data than Excel allows, AroFlo will include as much data as possible, followed by "...".
When exporting to Excel, formatting such as bullets, fonts, and colours is lost. If you want to retain such formatting in exported reports, export to HTML; you will then be able to open the report in any format, including Excel and Word.
View as a chart
The chart options at the top of the report allow you to view a graphical representation of the data within your report.
To enable chart options on a report:
Go to the Advanced tab.
Select Show Grouping Line Count.
Click Refresh Report.
Click to display the data as either a bar or line chart .
Check boxes displayed
The check boxes displayed on the chart will depend on the fields you've selected in your report and how you've set your data to be grouped. Click the check boxes to sort your data accordingly.