Working with Custom Reports and Dashboards

Overview

Note: This is an add-on feature and must be enabled. Contact your account manager, or accountmanagers@responsive.io, to enable it.

In addition to Standard Reports and Dashboards, users can also generate Custom Reports. Custom Reports provide more detailed and actionable insights specific to the unique metrics and business objectives your organization uses to define success. Clients that have this feature as a part of their subscription package can build custom reports and dashboards using 100+ Project, Content, Client, User, or Intake data points.

Topics Included in This Article

Custom report information:

• Creating Custom Reports
• Cloning Reports
• Filtering Reports
• Exporting Reports
• Sharing Reports
  • Sharing with Users
  • Sharing with Guests
• Grouping Data by Column
• Creating Calculated Columns
• Scheduling Custom Reports

Custom dashboard information:

• Creating Custom Dashboards
• Exporting Custom Dashboards
• Sharing Custom Dashboards
• Scheduling Custom Dashboards
• Custom Report Fields Glossary

Related Articles

Creating Top Custom Reports

Key Functionality

• Building and saving Custom Reports
• Customizing and exporting Dashboards
• Sharing reports to internal users and guests
• Aggregate data into charts and graphs

For an overview of this feature, download the attachment at the end of this article.

Creating Custom Reports

1. Click Reports from the left navigation pane.
   
2. Click Custom Dashboards/Reports, then click the Reports tab.
   
3. Click New Report. The New Report pop-up displays.
   
4. Select the type of report (such as Intake, Projects, Content, Users, or Application Usage), then click Continue. The Custom Reports Projects page displays.
   Note: The Projects page is always selected by default.|
5. Click the Expand icon associated with the Fields and Table Layout, then select the required module from the Add Module drop-down list to add another module to the report.
   
6. The added module is now visible. Click Add Module again if you want to add additional items.
   
7. If you added the User module type, a pop-up appears. Select the user type from the drop-down list and click Done.
   
8. Add columns to the report by doing one of the following:
   • Use the Search field under the Table Layout header.
     1. Enter the column name you are looking for in the the Search field to search for columns to add to the report. Any column from the selected modules can be added. Once added, they appear under the Columns header.
        
     2. If necessary, click the column name to drag and rearrange its position in the report.
        
   • Use the Modules expander.
     1. Click the Modules expander. The section expands as shown below:
        
     2. Click the folder and select the column to add; then drag and drop it to the required position if necessary.
        

9. Click Save and enter the name and description of the report.
   
10. Click Save. The following page displays.
    

Cloning Reports

1. Click the drop-down arrow next to Save and select Save As to save the report with a new name. A copy of the report is generated and saved under Reports.
2. Edit the report by adding more columns, removing existing columns, rearranging columns and/or changing the name.
3. Click Save. The saved report displays on the Custom Reports page.
   

Filtering Reports

You can filter reports to separate out and view only the records you are interested in.

1. From the Custom Reports page, click on the report you want to filter. The report displays.
2. Click the Filter on the top corner of the page to display the filter section.
   
3. Select the operator from the drop-down options.
   Note: The Project Created Date field is selected by default.
4. Click the + icon to add more filter fields if needed.
5. Click Apply. The results, along with the filter criteria, display.
   

Exporting Reports

Custom reports can be exported to Excel.

1. From the Custom Reports page, click the report that you want to export.
2. Click the Menu on the top corner of the page and select Export.
   

Sharing Reports

Custom reports can be shared with users and guests.
Note: The Share with Users tab is selected by default.

Sharing with Users

1. From the Custom Reports page, click the report you want to share.
2. Click the Menu on the top corner of the page and select Share.
   
3. Enter the user name(s) or email address(s).
   Note: You can assign multiple users as report owners.
   
4. Select Public or Private from the Report Type radio buttons:
   • Private: Only users with whom the report has been shared are able to view, edit, or share the report.
   • Public: Any user can view the report. Permission to edit and share can be given to users.
5. The users with whom the report have been shared will be listed as shown below:
6. Enter a message to the user, then click Done to share the report with the selected users.

Sharing with Guests

1. From the Custom Reports page, click the report you want to share.
2. Click the Menu on the top corner of the page and select Share.
3. Click the Share with Guests tab.
4. Enter the guests email address.
   
5. By default, guest users only have the View permission. Select Export to allow guests to export the report to Excel.
   
6. Select the Expiry Date from the drop-down.
7. Click Add to add more guests if necessary.
8. Select the username from the Run Report As section to display the record to guest users in any users view.
9. Click Delete to delete any unwanted guests if necessary.
10. Enter a message to the guest and click Save to send an email with the report link to the guest.
    Note: If export is enabled for the guest, they can click the Menu on the top right corner and select Export to download the report to Excel.

Grouping Data by Column

You can group columns together and generate chart comprised of that data.

1. From the custom report, click the Expand icon associated with the column to be grouped and select Group by This Column. The report is grouped as shown below, with the Grouped By column name appearing on the left pane.
   Note: To remove a grouping, click the column name and select Remove Group.
   
2. If you want to group information by date:
   1. Select the column and choose ascending or descending order.
      
   2. Select a date range (day, week, month, quarter, or year).
      
      Once grouped, the information displays as shown below:
      
3. Once you've grouped all of your data, click the Add Chart icon to generate a chart.
   Note: A pie chart is selected by default.
   
4. Hover over the chart to display its details.
   
5. Click Chart Properties to display the available chart types; then select the chart type from the Display As section.
   
6. Enter a name for the chart in the Chart Title field.
   

Creating Calculated Columns

You can create a new column comprised of the difference of two other date columns using the Formula function in the Column layout.

1. Click the Formula icon next to the Columns section on the left-hand side of the screen.
   
2. Enter a name for the new column, select the column names from the drop-down options, and click Create.
   Note: Click the Swap Columns icon to swap columns.
   
3. The new column is created and displays as shown below:
   
   
   • You can filter the report by the new column once the report is saved.
     
   • You can edit the column by clicking the Edit icon associated with it.
     
   • When editing, make the required modifications and click Save to update the information.
     

Scheduling Custom Reports

You can schedule custom reports to generated daily, weekly, or monthly.

1. Click the More Menu option associated with the item you want to schedule and select Schedule. The Schedule pop-up displays.
   
2. Select the frequency.
3. Enter the time, day and effective from details.
   Note: The Effective From date cannot be in the past.
4. Select Active for the schedule status.
5. Enter the recipient's name and/or guest user’s email.
6. Click Save. A success message appears when the report/dashboard is successfully scheduled.
   • Click the Manage Schedules icon on the right corner of the page to view your scheduled reports.
     
   • Click the History icon to view the 12 most recent items.
   • Click the Edit icon to edit the report schedule.

Creating Custom Dashboards

After generating a custom report, the Dashboard tab displays both Custom and Standard report dashboards. To create a custom report dashboard:

1. Click Reports from the left navigation pane.
   
2. Click Custom Dashboards/Reports, then click the Dashboards tab.
   
3. Click New Dashboard; then enter name and description for the dashboard on the New Dashboard pop-up and click Continue. The Dashboard page displays.
   
4. Click Add Report from the layout or from the top navigation pane. The Add Report pop-up displays.
   
5. Click the report(s) you want to include in the dashboard. The report is loaded on the page as shown below.
   Note: You can also create a dashboard for custom reports that are shared with you. Click Custom, select Shared to me, then select the required report.
   
6. To change the display type, select the required option under Display As, then click Add to create the dashboard. The Dashboard page displays.
   
7. Edit the report, if necessary:
   • Click the associated Edit icons to edit the report name and the report.
   • To add another report to this dashboard, click Add Report and the repeat steps above.
   • To rearrange the position of the report, click the report and drag it to the desired area.
     
8. Click Save to save the report.
   Note: Click Edit to edit the dashboard, if necessary.
   
9. Go back to the Dashboard to view the newly created item.
   Note: To edit or delete the dashboard, you can click the Menu next to the item and select Edit or Delete.

Exporting Custom Dashboards

Custom Dashboards can be exported to PDF.
Note: Only charts and graphs can be exported to PDF; reports in table format cannot.

1. Click and open the dashboard you want to export.
2. Click the Menu in the top right corner and select Export.
   

Sharing Custom Dashboards

Custom dashboards can be shared with internal users and guest users.

1. Click and open the dashboard to be exported.
2. Click the Menu in the top right corner and select Share.
   
3. Add the user information and click Done.
   

Scheduling Custom Dashboards

You can schedule custom dashboards to generated daily, weekly, or monthly.

1. Click the More Menu option associated with the item you want to schedule and select Schedule. The Schedule pop-up displays.
   
2. Select the frequency.
3. Enter the time, day and effective from details.
   Note: The Effective From date cannot be in the past.
4. Select Active for the schedule status.
5. Enter the recipient's name and/or guest user’s email.
6. Click Save. A success message appears when the report/dashboard is successfully scheduled.
   • Click the Manage Schedules icon on the right corner of the page to view your scheduled reports.
     
   • Click the History icon to view the 12 most recent items.
   • Click the Edit icon to edit the report schedule.

Custom Report Fields Glossary

The Custom Report field descriptions are: