Overview. Examining Ad hoc Report Portlet Details CHAPTER 30: AD HOC REPORTING

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1 775 CHAPTER 30: AD HOC REPORTING Topics Overview Examining Ad hoc Report Portlet Details Working with Ad hoc Reports and Dashboards Overview The Accela Ad hoc Report portlet gives users the ability to create reports and dashboards quickly and easily. When you design a new report, the report designer leads you through a logical series of steps, beginning with the choice of a data source. Once you have a data source, you can then choose the fields you want to use in your report, configure field attributes such as sorting and grouping, create charts and gauge panels, choose the colors and shading for your report, and define the header and footer content. You can also define who you want to share the report with, and what permissions you want to allow other users when interacting with your report. The design process always presents users with a simple set of actions on each tab that enables even a novice report writer to create an effective report. However, the process also provides several opportunities for more advanced configuration and setup for more experienced users. Once you have created them, you can save reports and dashboards and categorize them into folders for easy reference. Saved ad hoc reports can be re-run as needed. Dashboards can be updated at the click of a button. Administrators can upload ad hoc reports to the Reports menu available on many portlets. Examining Ad hoc Report Portlet Details Whether you are creating a new report or dashboard, or accessing an existing report or dashboard, you always begin with the Ad hoc Report portlet. The topics in this section describe what you see both on the Report List page and on the Report/Dashboard Designer. Topics What You See on the Accela Ad hoc Report List What You See on the Report Designer What You See on the Dashboard Designer

2 30: Ad hoc Reporting 776 What You See on the Accela Ad hoc Report List When you first open the Ad hoc Report portlet, you are presented with a display called the Report List. It contains both a report list (organized by category), and hyperlink commands to design a new report and a new dashboard, as shown in the figure below. Clicking either of the Design hyperlinks opens the Report/Dashoard Designer. The categories, or folders, are user-defined, and you can decide which reports or dashboards to assign to a category. Click any category to expand or collapse the contents. Each report in the list has a set of tools you can use to interact with that report. Which tools you can use on a given report depends on the permissions you have to that report. To see the toolbar for a report, hover your mouse cursor on the report name in the Report List. The report tools display to the left of the report name as shown in the figure below. Table 5: Report Toolbar Icons Button Control Name Description Delete Click this button to delete the report.

3 30: Ad hoc Reporting 777 Table 5: Report Toolbar Icons Button Control Name Description Edit Report Name Click this button to edit the report. The Report Designer opens. The report name is a hyperlink. When you click the name, the report runs and displays. What You See on the Report Designer The Report Designer provides users with a series of tabs that divide the report building tasks into logical groupings. Descriptions of the Reports Designer toolbar, the common record controls, and the Report Designer tabs are available in the following sections. Topics Report Designer Toolbar Record Control Buttons Data Sources Tab Fields Tab Summary Tab Chart Tab Gauge Tab Misc Tab Style Tab Report Designer Toolbar A common element to all the tabs on the report Designer, the toolbar contains a series of buttons you can use while working in Report Designer. Hover your mouse cursor over any button to see a brief definition of the button s function. If the button is not active for any reason, the button definition is accompanied by a no access symbol, as illustrated in the example below. The following table lists and defines the buttons available in the Report Designer toolbar:

4 30: Ad hoc Reporting 778 Table 6: Record Control Buttons Button Control Name Description Report List New Save Save As... Print SQL CSV Excel Word XML RTF Results field Click to return to the Report List page. If you did not save your report, it will be lost. Click to create a new report (without having to return to the Report List page). If you have been working on another report, remember to save your changes before clicking New. Click to save a new report or to save changes to an existing report. Click to save a report with a new name, to save an existing report to another category, or to create a new category (see Creating a New Category). Click to print your report to PDF. For a hard copy, you can print the PDF to your printer. Click to view the SQL logic defining your report. Click to export your report to CSV (comma delimiter) format. Click to export your report to Excel (XLS) format. Click to export your report to Word format Click to export your report to XML format. Click to export your report to Rich Text Format (RTF). Enter a value to define the number of records to display when you preview a report. Record Control Buttons Many of the tabs share record controls that give you the ability to add additional records, as well as delete and reorganize them. The controls are described in the following table. Table 7: Record Control Buttons Button Control Name Description Delete Click this button to delete the row the button is on. Insert Row (above) Insert Row (below) Click this button to insert a row above the row the button is on. Click this button to insert a row below the row the button is on.

5 30: Ad hoc Reporting 779 Table 7: Record Control Buttons Button Control Name Description Move Use this control to move a row up or down in the list. Advanced Properties Use this button to access advanced properties for that row. (Not available on all tabs) Data Sources Tab Use the Data Sources tab to define which tables (DB_Views) you want to use to populate data in your report. You can select one or more data sources. If you want to select multiple data sources, open the Advanced Data Sources. See Using More than One Data Source on page 808 for information about using multiple data sources. The data sources available to each user is defined in Report Manager, where you can enable data access to each DB_View both by User Group and by Module. See Setting Permissions on Ad hoc Report Data Sources in the Accela Automation Administrator Guide for more information. The following table describes the buttons and fields available on the Data Sources tab. Table 8: Data Sources Tab Buttons and Fields Button/Field Advanced Allow Nulls Continue to Fields Data Source check boxes Data Sources (Tables and Views) Distinct Description When you first open the Data Sources tab, the Advanced button is available at the bottom of the page. Click this button if you want to use more than one data source for your report. The Allow Nulls check box is available on the Advanced Data Sources tab view. Click it to create a left outer join between the tables. When you do this, the report creates a record for the value in the left-most table, whether there is a record in the right table or not. Once you define one or more data sources, the Continue to Fields button is enabled. Use it to move on to the next step in your report creation process: field selection and definition. When you first open the Data Sources tab, a list of data source check boxes is available to you for reporting. Choose one, then click the Continue to Fields button. If you want to choose more than one data source, see Using More than One Data Source The Data Sources (Tables and Views) drop-down list is available on the Advances Data Sources view. Use it to select the first of multiple data sources for your report. See Using More than One Data Source for more information about adding additional data sources and creating joins. Mark the Distinct check box if you want to remove duplicates from the result set. Marking the Distinct box inserts the DISTINCT clause into the sql SELECT statement you are building. Once you select fields in the Fields tab, you can click the SQL button to see how the DISTINCT clause is utilized in the SELECT statement you are creating.

6 30: Ad hoc Reporting 780 Fields Tab Use the Fields tab to define which fields you want to include in your report. The list of fields available to you is defined by the data source(s) you select. Note: This tab is not enabled until you select a data source. Each field you add on this tab appears as a column on the report. The order of the fields from top to bottom determines the display order (left to right) of the data columns on the report. For example, if you add RECORD_ID, followed by DATE_OPENED, and DATE_CLOSED in the Fields tab, then click Preview, you will see three columns of data displayed. The columns, from left to right, are Record ID, Date Opened, and Date Closed. Once you select a field, you can define how the data for that field displays in the report by setting field attributes as described in the following tables. Field Tab Tables Table 9: Fields, Buttons, and Basic Field Attributes on the Fields Tab Table 10: Advanced Field Attributes Table 11: Function Attribute Options Table 12: Format Options for Numerical field types Table 13: Format Options for Date field types Table 9: Fields, Buttons, and Basic Field Attributes on the Fields Tab Attribute A Add Pivot Add Subtotals Description Mark this field attribute for a given field to use an arithmetic operation to create a calculated column in your report, such as column A = column B + column C. Clicking multiple times on the box cycles through the available operators (add, subtract, multiply, divide). See Creating a Calculated Column on page 811 for information about using this attribute. Click this button to invoke the Pivot feature, which enables you to create a breakout of additional detail on data in your report, essentially adding extra pivot columns to the right side of your report. For example, you create a report that lists the sum of payments by payment type. You can use Pivot to add additional columns that break out the payment sums by month in addition to the original sum of payments by payment type. See Adding a Pivot Column on page 813 for more information. Mark this check box to create sub-totals when visual grouping is applied. A subtotal for each group displays. Accela Ad hoc Reports makes a best guess at which field is to be sub-totaled and the function to use. If you want to change the subtotal function, use the Subtotal Function drop-down list in the Advanced Attributes to choose the function you want. See Table 10: Advanced Field Attributes on page 781.

7 30: Ad hoc Reporting 781 Table 9: Fields, Buttons, and Basic Field Attributes on the Fields Tab Attribute Continue to Summary Description Field Format Function Preview Records field Sort VG Description Once you define one or more data sources then set up the fields you want to display, the Continue to Summary button is enabled. Use it to move on to the next step in your report creation process: defining a report summary. This field attribute is used as the column header in the report. When you select a field, a default description is written to this box. You can modify the field description/column header as needed. Select the field you want to add to your report from the drop-down list. The order in which fields appear on this tab (top to bottom) is the order in which field data is displayed (left to right) in columns when the report is run. This drop-down list is auto-populated based on the data source(s) you define. This field attribute is used to define how you want the data for a given field to display. The contents of this attribute drop-down list varies, depending on the field type. For text fields, this list is empty. For number fields, you have a variety of options. See Table 12: Format Options for Numerical field types and Table 13: Format Options for Date field types for formatting options. This field attribute is used to apply a function to a given field. If you apply a function to one field, you must apply a function to all the fields in your report. If the Group option is selected a group of fields can be created. See Table 11: Function Attribute Options for available Function options. Click this button to see a preview of the report you are creating. Enter a number in this field to restrict the number of records returned when you preview the report. For example, if you enter 25 and then click Preview, your report displays only 25 rows of data. To sort the rows in your table in ascending order based on a given field, check this box for that field. To sort rows in descending order, see Table 10: Advanced Field Attributes. Mark the VG (Visually Group) box to change the field values for the current field into subheadings, grouping by field value. See Visually Grouping by Field Value on page 810 for more information about using visual grouping. Table 10: Advanced Field Attributes Attribute Hide this field Sort (z-a) Italic Bold Description Enable if you do not want the selected field to appear in the report output. For example, you may want to sort by a field s values, but not have the field itself appear in the report. Enable to sort the rows in your table in descending order based on a given field. Enable to display data for the selected field in italicized font. Enable to display data for the selected field in bold font.

8 30: Ad hoc Reporting 782 Table 10: Advanced Field Attributes Attribute Width Subreport Drill-Down Style URL Subtotal Function Gradient Cells Shading Text Highlight Cell Highlight Description Enter the width (default unit is px) of the column in the table. The drop-down list for this field contains a list of existing reports. If you are creating a sub-report (also known as an embedded report), select the report you want to embed into the current report. When the current report is run, the embedded report is called by clicking a link in the current report. If you are adding a Subreport, select the style in which you want the subreport to appear. Choices include Link, Link (New Window), Embedded, and Popup. If you are creating a drill-down report, use this field to enter the URL for the report being referenced. Use this phrase to reference the report: ReportViewer.aspx?rn=REPORT&p1value={0} where REPORT is the name of the report being referenced. If the report being referenced resides within a category, use this phrase to reference the report ReportViewer.aspx?rn=Category\REPORT&p1value={0}. where Category is the name of the category where the report resides, and REPORT is the name of the report being referenced. When you create the report (and report category) being referenced, be sure to use a name that has no spaces, such as ReferenceReport. You can define the function used for sub-totaling a field by selecting from the drop-down list of functions in the Advanced dialog for the current field. Subtotals for individual fields display when the Add Subtotals check box is marked on the Fields tab. Enable to shade cells with gradient from item color to alternating item color. Enter the name of a color to change the color of the output for the current field. For example, if you want a field/column to display in the output in red text, enter Red. Specify the cell value or range of values you want to highlight, then specify the color you want to use to highlight these values, separating the value/ range of values and the color with a colon. For example, you want to highlight unpaid permit application fees in a report. You can add a Payment Amount field in your report, then enter 0:Yellow in the Cell Highlight attribute for the Payment Amount field. When you run the report, all unpaid fees (Payment Amount = 0) are highlighted in yellow.

9 30: Ad hoc Reporting 783 Table 10: Advanced Field Attributes Attribute Value Ranges Expression Description Specify the cell value or range of values you want to replace, then specify the replacement value, separating the value/range of values and the replacement value with a colon. For example, you want to call out unpaid permit application fees in a report. You can add a Payment Amount field in your report, then enter 0:UNPAID in the Value Ranges attribute for the Payment Amount field. When you run the report, all unpaid fees (Payment Amount = 0) show UNPAID instead of a 0 for the Payment Amount. Enter an expression to manipulate the field data using operators such as COUNT or SUM. For example, SUM(JOB_VALUE_CALCULATED)+SUM(JOB_VALUE_CONTRACTOR) Table 11: Function Attribute Options Function Name Group Count Count Distinct Sum Average Maximum Minimum Group(Date),(Day), (Month),(Year) Description Groups field values together for aggregating Counts the number of values in a column. Counts the number of distinct values in a column. Sums the value in a field. Takes the average value of a field. Takes the maximum value in a field. Takes the minimum value in a field. Groups a date field by value. Table 12: Format Options for Numerical field types Format Option Description Examples 0,000 Displays the number as a whole number ,234 1,234,567 $0.00 Displays the number as currency $ $ Displays the number with one decimal place Displays the number with two decimal places Displays the number with three decimal places % Displays the number as a percentage 1% 12%

10 30: Ad hoc Reporting 784 Table 13: Format Options for Date field types Format Option Description Examples Short Date Long Date Summary Tab Displays the date using the mm/dd/yyyy format Displays the day of the week, month, numeric day, and the year 8/1/1996 Short Time Displays time as hh:mm AM/PM 12:34 AM Friday, August 09, 1996 Long Time Displays time as hh:mm:ss AM/PM 12:34:56 PM Full(short) Full(long) D&T (short) D&T (long) Displays the Long Date format, followed by the Short Time format Displays the Long Date format, followed by the Long Time format Displays the Short Date format, followed by the Short Time format Displays the Short Date format, followed by the Long Time format Friday, August 30, :34 PM Wednesday, October 23, :28:37 AM 3/12/1996 7:45 PM 2/27/ :45:13 AM Use the Summary tab to create a sub-table within your report output that provides a less granular view of the report data such as a high level overview in addition to the report details you set up in the Fields tab. For example, you create a payment report that lists the sum of incoming payments by month. You can add a Report Summary that provides readers with a total count of incoming payments, an average payment intake value per month, or other useful information. Note: This tab is not enabled until you select a data source. The fields and attributes on the Summary tab are defined in the following table. Table 14: Summary Tab Fields and Buttons Function Name Title Records Field Description Sort Function Description Enter a title for the report summary.i See Table 9: Fields, Buttons, and Basic Field Attributes on the Fields Tab on page 780 for a definition of this field. See Table 9: Fields, Buttons, and Basic Field Attributes on the Fields Tab on page 780 for a definition of this field. See Table 9: Fields, Buttons, and Basic Field Attributes on the Fields Tab on page 780 for a definition of this field. See Table 9: Fields, Buttons, and Basic Field Attributes on the Fields Tab on page 780 for a definition of this field. See Table 9: Fields, Buttons, and Basic Field Attributes on the Fields Tab on page 780 for a definition of this field.

11 30: Ad hoc Reporting 785 Table 14: Summary Tab Fields and Buttons Function Name Format Add Subtotals Add Deltas Continue to Chart Preview Description See Table 9: Fields, Buttons, and Basic Field Attributes on the Fields Tab on page 780 for a definition of this field. See Table 9: Fields, Buttons, and Basic Field Attributes on the Fields Tab on page 780 for a definition of this field. Any time there is a change in a quantity, that change is calculated by taking the later value for that quantity and subtracting from it the earlier value for that quantity. This change can be captured in a report by marking the Add Deltas check box. When you are done defining a report summary, click this button to move to the next tab and the next set of actions: setting up charts. See Table 9: Fields, Buttons, and Basic Field Attributes on the Fields Tab on page 780 for a definition of this field. Chart Tab Use the Chart tab to create a chart for your report using the data in from the data source you selected on the Data Sources tab. Note: This tab is not enabled until you select a data source. You can create the following types of charts to illustrate data trends, compare values, or show a progression. Trend Charts Pie Charts Plot Charts Bar Charts Funnel Charts Trend Charts A trend chart is good to use when you want to view the pattern of change in a data element over a period of time.

12 30: Ad hoc Reporting 786 Figure 38: Trend Chart Example To create a trend chart 1. Open the Ad hoc Report portlet and either click the Edit icon for an existing report, or click Design a New Report. 2. If you are designing a new report, select one or more data sources. See Data Sources Tab on page Go to the Charts tab. 4. From the Chart Type drop-down list, select Trend. 5. Enter a title for the chart in the Title field. 6. Select the date field you want to use for measuring progress on the x-axis. 7. Select an option from the Function drop-down list to apply to the date field. For example, choose Group(Month Name) to display data by month. Note: The Function options can impact your x-axis unit labels. For example, if you choose Group(Month), the x-axis labels will display numerical values representing the months of the year (1 for January, 2 for February, and so on). If you choose Group(Month Name), the x-axis labels will display the abbreviated names of the month (Jan for January, Feb for February, and so on. 8. Mark the Sort box to sort the values chronologically. If you do not check this box, the field labels may not appear as you expect them to. 9. From the Value drop-down list, select the field you want to use for the y-axis. This is the value you want to track over time. For example, if you want to track the amount of payments received over time, you can choose the Amount field.

13 30: Ad hoc Reporting Select an option from the Function drop-down list to apply to the Value you just selected. For example, you can choose Sum to sum the data for the Value field for each period of time defined by the Date function. 11. Optional: Click Advanced Properties to see additional chart settings. 12. Complete additional chart attributes as described: Separator/Function Show Legend Show Value Labels Smooth Label Title (Bottom) Label Title (Left) Scale % If you want to compare multiple sets of data on the same chart, use the Separator drop-down list to define the field you want to use to separate your data. For example, you can select the same date field you used for the x- axis, and set the Function to Group(Year). When you run the report, you will see separate results for each year (you can use the Filter tab to set parameters) overlaid on the same grid. See Figure 38: Trend Chart Example for an example of this. Mark this check box to display a legend for your chart. Mark this check box to display the value of each data point. Mark this check box to change the trend line from angular to smooth. Enter text to label your x-axis. Enter text to label your y-axis Enter a numerical value in this box to define how large you want the chart to appear in your report as compared to the default size. For example, if you enter 75, the chart will display at 75% of the default size. If you enter 125, the chart will display 25% bigger than the default size. 13. Either save your work, or click Continue to Gauge. Pie Charts A pie chart is good to use when you are comparing parts of a whole. The circle represents the whole, whereas each slice of the pie corresponds to a percentage of the whole that each part of the whole represents.

14 30: Ad hoc Reporting 788 Figure 39: Pie Chart Example To create a pie chart 1. Open the Ad hoc Report portlet and either click the Edit icon for an existing report, or click Design a New Report. 2. If you are designing a new report, select one or more data sources. See Data Sources Tab on page Go to the Charts tab. 4. From the Chart Type drop-down list, select Pie. 5. Enter a title for the chart in the Title field. 6. Enter a number in the Records field to limit how many records are used to create the chart. 7. Select a field from the Label drop-down list. The values from this field are used to define the different portions of the pie chart. For example, you want to create a pie chart that shows the percentage of total payments for each of five payment methods. You would use Payment_Method as the label. 8. Select an option from the Function drop-down list to apply to the Label field (for example, Group). 9. Select a field from the Value drop-down list. For example, you want to measure the percentage of total payments for each of five payment methods. You would use Amount as the Value. 10. Select an option from the Function drop-down list to apply to the Value field (for example, Sum). 11. Optional: Click Advanced Properties to see additional chart settings.

15 30: Ad hoc Reporting Complete additional chart attributes as described: Separator/Function Show Legend Show as 3D Explode Largest Slice Show Percentage Show Value Labels Show Slice Labels Combine Bottom % Chart Type Scale % Target Report Effect If you want to break out the data into multiple sets, use the Separator drop-down list to define the field you want to use to separate your data. For example, you can select the Date_Payment field and set the Function to Group(Year). When you run the report, a pie chart for each year displays (you can use the Filter tab to set parameters). Mark this check box to display a legend for your chart. Mark this check box to display the pie chart in a 3D view. Mark this check box to have the largest slice of the pie chart extracted slightly from the main body to make it more visible. Mark this check box to display the percentage value of the total that each slice of the pie represents. Mark this check box to display the actual value (from the Value field) that each slice of the pie represents. Mark this check box to display the actual value (from the Label field) that each slice of the pie represents. To combine the smallest slices into a single group labeled Other on the chart, enter a percentage value that represents a combined percentage value. For example, to combine the bottom 10% of slices into one, enter 10. When the chart is generated, the smallest percentage values will be added together, not to exceed 10% and displayed as a single slice. From the drop-down list, select either Pie or Doughnut. Enter a numerical value in this box to define how large you want the chart to appear in your report as compared to the default size. For example, if you enter 75, the chart will display at 75% of the default size. If you enter 125, the chart will display 25% bigger than the default size. To use a subreport in your chart, select the report you want to invoke from the drop-down list. You must create and save a subreport before you can use it as a Target Report. When you run the report, the subreport displays when you invoke the effect you choose in the Effect field. Choose the effect you want to use to display the subreport selected in the Target Report field. Choices are Popup (subreport displays in a popup upon click of pie slice), Hover (subreport displays in popup on mouse over of pie slice), and Link (subreport displays oin a new window upon click of pie slice). 13. Either save your work, or click Continue to Gauge.

16 30: Ad hoc Reporting 790 Plot Charts A plot chart is good to use when you are tracking changes over a long or short period of time. It is common to apply a date or time value to the x-axis, and a secondary value, such as number of inspections per day, to the y-axis. Figure 40: Plot Chart Example To create a plot chart 1. Open the Ad hoc Report portlet and either click the Edit icon for an existing report, or click Design a New Report. 2. If you are designing a new report, select one or more data sources. See Data Sources Tab on page Go to the Charts tab. 4. From the Chart Type drop-down list, select Plot. 5. Enter a title for the chart in the Title field. 6. Enter a number in the Records field to limit how many records are used to create the chart. 7. Choose a field to use for the x-axis values. This is often a date field. 8. From the drop-down list, choose a function to apply to the field you just selected (for example, Group). 9. Choose a field to use for the y-axis values. 10. From the drop-down list, choose a function to apply to the field you just selected (for example, Sum). 11. Optional: Click Advanced Properties to see additional chart settings.

17 30: Ad hoc Reporting Complete additional chart attributes as described: Separator/Function Show Legend Connect If you want to compare multiple sets of data on the same chart, use the Separator drop-down list to define the field you want to use to separate your data. For example, if you chose a date field for the x-axis, you can select the same field as the Separator and set the Function to Group(Year). When you run the report, you will see a separate plot line for each year (you can use the Filter tab to set parameters) overlaid on the same grid. Mark this check box to display a legend for your chart. Mark this check box to connect the plot points on the chart with a line. Auto-Scale Scale % Enter a numerical value in this box to define how large you want the chart to appear in your report as compared to the default size. For example, if you enter 75, the chart will display at 75% of the default size. If you enter 125, the chart will display 25% bigger than the default size. 13. Either save your work, or click Continue to Gauge. Bar Charts A bar chart is good to use when you want to compare data between different groups or you want to track changes in data over time. Figure 41: Bar Chart Example

18 30: Ad hoc Reporting 792 To create a bar chart 1. Open the Ad hoc Report portlet and either click the Edit icon for an existing report, or click Design a New Report. 2. If you are designing a new report, select one or more data sources. See Data Sources Tab on page Go to the Charts tab. 4. From the Chart Type drop-down list, select Bar. 5. Enter a title for the chart in the Title field. 6. Enter a number in the Records field to limit how many records are used to create the chart. 7. From the Label drop-down list, choose a field to use for the x-axis values. This is often a date field. 8. Choose a function to apply to the field you just selected (for example, Group(Month)). 9. From the Value drop-down list, choose a field to use for the y-axis values. 10. Choose a function to apply to the field you just selected (for example, Sum). 11. Optional: Click Advanced Properties to see additional chart settings. 12. Complete additional chart attributes as described: Separator/Function Line Value Show Legend Show Pareto Stacked Horizontal If you want to compare multiple sets of data on the same chart, use the Separator drop-down list to define the field you want to use to separate your data. For example, if you chose a date field for the x-axis, you can select the same field as the Separator and set the Function to Group(Year). When you run the report, you will see a set of bars for each x value, where each bar in the set represents data for a given year (you can use the Filter tab to set parameters).see Figure 41: Bar Chart Example for an illustration of this example. Select a field to use as the y-axis value in creating a plot line to run on top of your bar chart. If you define a line value, the Show Pareto check box is disabled. Mark this check box to display a legend for your chart. Mark this check box to create a pareto chart which contains both bars and a line graph, with individual values are represented in descending order by the bars, and the cumulative total is represented by the line. If you create a pareto chart, the Line Value field is disabled. Mark this check box if you use a separator value and want to display the bars in stacked format rather than side by side, Mark this check box to display your bar chart horizontally rather than vertically (default display).

19 30: Ad hoc Reporting 793 Shade Area Under Line Label Title (Bottom) Value Title (Left) Value Title (Right) Scale % Target Report Mark this check box to apply a shadow to the line created by selecting a field for Line Value. If Line Value is not populated, this box is disabled. Enter a label title for the bottom value set of your chart. This corresponds to the Label data set. Enter a label title for the left side value set of your chart. This corresponds to the Value data set. Enter a label title for the left side value set of your chart.this label corresponds to the data set for either the Line Value field or the Pareto plot. If neither of these is used, this field is disabled. Enter a numerical value in this box to define how large you want the chart to appear in your report as compared to the default size. For example, if you enter 75, the chart will display at 75% of the default size. If you enter 125, the chart will display 25% bigger than the default size. To use a subreport in your chart, select the report you want to invoke from the drop-down list. You must create and save a subreport before you can use it as a Target Report. 13. Either save your work, or click Continue to Gauge. Funnel Charts A funnel chart is often used to illustrate a sales analysis of potential revenue over a series of stages. Figure 42: Funnel Chart Example

20 30: Ad hoc Reporting 794 To create a funnel chart 1. Open the Ad hoc Report portlet and either click the Edit icon for an existing report, or click Design a New Report. 2. If you are designing a new report, select one or more data sources. See Data Sources Tab on page Go to the Charts tab. 4. From the Chart Type drop-down list, select Funnel. 5. Enter a title for the chart in the Title field. 6. Enter a number in the Records field to limit how many records are used to create the chart. 7. From the Label drop-down list, choose a field to use for the x-axis values. This is often a date field. 8. Choose a function to apply to the field you just selected (for example, Group(Month)). 9. From the Value drop-down list, choose a field to use for the y-axis values. 10. Choose a function to apply to the field you just selected (for example, Sum). 11. Optional: Click Advanced Properties to see additional chart settings. 12. Complete additional chart attributes as described: Show Percent Scale % Target Report Mark this check box to display the percentage value of the total that each disk represents. Enter a numerical value in this box to define how large you want the chart to appear in your report as compared to the default size. For example, if you enter 75, the chart will display at 75% of the default size. If you enter 125, the chart will display 25% bigger than the default size. To use a subreport in your chart, select the report you want to invoke from the drop-down list. You must create and save a subreport before you can use it as a Target Report. 13. Either save your work, or click Continue to Gauge. Gauge Tab In the Gauge tab, you can add one or multiple radial or linear gauges to a report. A gauge is a graphical status indicator much like a car speedometer. It displays a needle that moves within a range of numbers displayed on its outside edges. Gauges are designed to display the value of a single metric. You can design up to 12 gauges. Designing multiple gauges provides readers with a way to compare multiple values. Multiple gauges are displayed in a panel similar to the gauge panel in the figure below.

21 30: Ad hoc Reporting 795 Figure 43: Gauge Panel You can choose from three types of gauges. Each type is illustrated in the following figures. Figure 44: Gauge Type Radial 1

22 30: Ad hoc Reporting 796 Figure 45: Gauge Type Radial 2 Figure 46: Linear Gauge The fields and attributes on the Gauges tab are defined in the following table. Table 15: Gauge Tab Fields and Attributes Attribute Color Continue to Misc Description Use this field to adjust the color and color gradient in your gauge. Enter a percentage value and the color you want to use at that point using this format: #%:ColorName, where # is the percentage value and ColorName is the color you want to apply. You can enter multiple values, separating each value with a semicolon. For example, the following color settings were used to create the gauge in Figure 44: Gauge Type Radial 1: 0%:LawnGreen;50%:CornflowerBlue;100%:Purple. To see what colors are available to use, go to the Style tab and view the drop-down list for any element color field. When you are done creating gauges, click this button to move to the next tab and the next set of actions. Gauge Style Select the gauge style you want to use in your report. See Figure 44: Gauge Type Radial 1, Figure 45: Gauge Type Radial 2, and Figure 46: Linear Gauge for illustrations of the different types. Minimum/Maximum

23 30: Ad hoc Reporting 797 Table 15: Gauge Tab Fields and Attributes Attribute Name Results Preview Sort/Function Target Report Title Value/Function Description Choose a field for the gauge labels. Values from the chosen field will serve as labels for each gauge you create. If you have more label values than you have gauges, the system creates gauges for the first x number of labels values sorted in ascending order, where x is the number of gauges you are creating as defined in the Results field. Note: You cannot directly pick which label value to create a gauge for. However, you can use the Filters tab to hide the label values you do not want to create gauges for. See Filters Tab on page 799. Specify how many gauges you want to show. If you choose to count the number of products in multiple categories, you could specify that you want to only show the first 4 categories by alphabetical order. You can create up to 12 gauges. See Figure 43: Gauge Panel for an example of multiple gauges. Use this button to run your report and check your report output. When you create a number of gauges that is less than the number of available gauge labels, Accela Ad hoc Reports creates gauges for the first x (number) of gauge labels, where x is the number of gauges you are creating. How the system determines the sort order of gauge labels is defined in this field. For example, if you choose the same field for Sort as you chose for Name, you can apply a function COUNT, and turn on reverse sort (z to a) to make the highest number by count appear at the top of the list. To use a subreport in your gauge, select the report you want to invoke from the drop-down list. You must create and save a subreport before you can use it as a Target Report. Enter a title for the gauge or panel of gauges. Choose a field from the drop-down list that represents the value you want to measure with your gauges, then apply a Function to that field that displays the data you want to see. For example, to create a gauge that measures the average payment intake, you can choose AMOUNT as the Value, and apply the function AVERAGE to that value. When the gauge is created, it shows the average payment intake. Misc Tab Use the Misc Tab to add a title, description, header, and footer for your report. You can define what type of justification you want to apply for each of these elements as well as for the Report Header Image (the logo). The choices are (L) left justification, (R) right justification, and (M) middle/center justification. You can also set permissions for your report, defining whom you want to be able to access your report, and what you want to allow them to do. The following table lists and defines the fields, buttons, and attributes available on the Misc tab.

24 30: Ad hoc Reporting 798 Table 16: Misc Tab Fields and Buttons Field/Button Description Drill-down Key Footer Header Owner Share With/Rights Title Description Enter a description for the report.toggle the Justification button for the Title field to define whether you want your title left, right, or middle justified. Use this drop-down list to define the drill-down key for use with a subreport (as defined in the Target Report field on the Charts tab). Enter Report Footer content. Toggle the Justification button for the Title field to define whether you want your title left, right, or middle justified. Enter Report Header content. Toggle the Justification button for the Title field to define whether you want your title left, right, or middle justified. This field identifies the user name of the individual who created the current report. Use the Share With and Rights drop-down lists to define who you want to share the current report with, and what permissions you want to give them when interacting with the report. Select Shared to allow other users to see your report and modify it. Select Read only to set the report so that it is only modifiable by the report owner. Select View Only to allow other users to simply view the report and not make any modifications. Enter the title of your report. Toggle the Justification button for the Title field to define whether you want your title left, right, or middle justified. Style Tab Use the Style tab to customize the look of your table by changing the color of borders, headers, and rows. When you apply new colors, you can see the end result immediately reflected in the sample grid available on the tab. Other report properties can be set on this page as well. See the table below for a list of properties and definitions. Table 17: Misc Tab Fields and Buttons Field/Button Border Color Header Color Header Foreground Color Item Color Item Foreground Color Alternating Item Color Restore Default Landscape Printing Show Page Number Description Select a color from the drop-down list for each table element. Refer to the Sample Grid below the Restore Default button to see how the colors you choose will appear. Click this button to restore the system default color settings for the six color fields. Mark this check box to print your report in landscape page format. Mark this check box to have page numbers display on PDF output reports.

25 30: Ad hoc Reporting 799 Table 17: Misc Tab Fields and Buttons Field/Button Show Date and Time Use Pagination in Webview Add Bookmarks for Each Visual Group Page Break after Visual Groups (PDF) Minimize grid width Visual Group Style Items per Page (in viewer) Report Order Field/Value Column Pairs Show main report in Field/Value Style Show summary report in Field/Value Style. Continue to Filters Preview Description Mark this check box to have the date and time of the report run displayed on PDF output reports. Mark this check box to see pagination in web view. Normally, pagination is not applicable in web view. Mark this check box to add PDF bookmarks for each visual group. The VG attribute must be applied to a field and you must print to PDF to see these bookmarks. Mark this check box to apply page breaks for each visual group, such that each visual group begins on a new page. The VG attribute must be applied to a field and you must print to PDF to see this result. Mark this check box to trim the width of the columns in your table to match the widest field value, eliminating unused space. Select the style to apply to visual groups subheaders that contain more than one field value; for example, Name and City. The VG attribute must be applied to more than one field to see this result. Use this field to limit the number of rows displayed per page in your report viewer. Use the Move Up and Move Down buttons to change the order in which the different parts of your report are displayed. The order in which the parts are listed in this field is the order in which they will be displayed when the report is run. Use this field to set the field value style, which can be useful for accounting and financial reports. Mark this check box to change the main report table to display in the Field/ Value style defined in Field/Value Column Pairs field. Mark this check box to change the summary report table to display in the Field/Value style defined in Field/Value Column Pairs field. When you are done setting styles, click this button to move to the next tab and the next set of actions. Use this button to run your report and check your report output. Filters Tab Use the Filters tab to filter the data from the data source(s) so that only pertinent results are used in your tables, charts, and gauges. The following fields and attributes are available on the Filters tab:

26 30: Ad hoc Reporting 800 Table 18: Misc Tab Fields and Buttons Field/Button Filter Field Operator Values Blank Param Show Filters in Report Description Require X Parameters in Viewer Preview Description Select the field on which to filter the data returned from your data source(s). Select from the list of available operations to perform on the field you selected as the Filter Field. Enter the value to which the operation will be applied. For example, Begins With A returns only those records with entries in the filter field that start with A. Mark this check box if you want this filter to return both data that matches the defined Values and data that has a blank/null value in that field. This control is not applied to the Preview view. Mark this check box if you want to display this filter and the current settings in the Report Viewer, allowing the user to change the filter value. This control is not applied to the Preview view. Mark this check box to write a read-only summary of the report filters you created to the Description field for the report. Select a value from the drop-down list to require the reader of the report to set one or more filter values before the report contents are displayed. Use this button to run your report and check your report output. Preview Tab Use the Preview tab to view a preliminary version of the your report, including any table, summary table, chart, or gauge you added. Go back to any of the previous tabs to make changes, then click the Preview button or tab to see how those changes affect report output. What You See on the Dashboard Designer Use the Dashboard Designer to add multiple reports for display in a single viewer. When you select the reports to display in your dashboard, you are prompted to select which report part to use. You can elect to use the table, the summary, a chart, or gauges - whichever is more useful for your purposes. Note: You must create reports before they can be added to a Dashboard display. See Designing a New Report on page 805 The Dashboard Designer contains multiple sets of report selection fields. Each set you define displays a different report in your dashboard. The table below lists and defines the report

27 30: Ad hoc Reporting 801 selection and permission fields available on the report designer, as well as the buttons available in the toolbar. Table 19: Dashboard Design Form Buttons and Fields New Preview Print Records Report Report List Report Part Save Save as Share With/Rights Title Click to create a new report. The Report Designer opens. Click to preview your Dashboard design. Click to print your Dashboard to your computer s default printer. From the drop-down list, select the number of records to show, includes All and All (No scroll bar). From the drop-down list of existing reports, select the report you want to add to your dashboard display. Click to return to the Report List view. From the drop-down list, select the report part you want to use in your Dashboard display. This list is populated based on which parts (Chart, Gauges, Summary Detail) are available in the report you selected. Click to save your Dashboard. Click to rename your Dashboard and/or assign your Dashboard to a category, and then save. Use the Share With and Rights drop-down lists to define who you want to share the dashboard with, and what permissions you want to give them when interacting with the dashoard. Select Shared to allow other users to see your dashboard and modify it. Select Read only to set the dashboard so that it is only modifiable by the owner. Select View Only to allow other users to simply view the dashboard and not make any modifications. Enter the title for the report Working with Ad hoc Reports and Dashboards Topics Working with Existing Reports Designing a New Report Designing a New Dashboard Working with Categories Working with Existing Reports Topics Running an Existing Report

28 30: Ad hoc Reporting 802 Deleting an Existing Report Editing an Existing Report Exporting a Report Using More than One Data Source Visually Grouping by Field Value Creating a Calculated Column Adding a Pivot Column Running an Existing Report You can run an existing report from the Report List or from the Report Designer. To run an existing Report from the Report List 1. Open the Ad hoc Report portlet and locate the report you want to run. 2. Click the desired report name. The report runs and its contents display. To run an existing report from the Report Designer 1. Open the Ad hoc Report portlet. 2. Create a new report or edit an existing one by clicking the Design icon as shown. The Report Designer opens. 3. Click the Preview button on any of the tabs or click the Preview tab. The report runs and its contents display. Deleting an Existing Report You can remove existing reports from the Report List as needed. To delete a report 1. Open the Ad hoc Report portlet and locate the report you want to delete. 2. Hover your mouse cursor on the desired report to reveal the report tools to the left. 3. Click. You are prompted to confirm the deletion.