Who is this article for?

Administrators responsible for setting up Reporting facilities.

Alter Reports permissions are required.

Ideagen Quality Management allows you to run system-wide, on-demand Reports for any Document, workflow, test, or training activity. In addition to the out-of-the-box system Reports, you can create your own by using the drag-and-drop Report creator to Filter results for specific users or events in the system. For an attractive and easy-to-use summary of your data, you can display results in a grid with a Custom combination of fields and generate over twenty-five types of coloured graphs. Frequently run Reports can be saved as Report Instances and even scheduled for automatic generation for emailing or addition to a user's Inbox.

1. Report types
2. Creating a Report
3. Creating a Report Instance
4. Securing a Report
5. Workflow Reports containing Subforms

1. Report types

There are five types of Reports:

• System - default Reports about your Ideagen Quality Management system. They provide useful summaries of important setup information. These Reports are not editable and cannot be removed.
• Document - user-generated, customizable Reports about what's in your Documents Tree, including retired Documents.
• Workflow - user-generated, customizable Reports focusing on any workflow instances that are still active or in the completed step.
• Test - user-generated, customizable Reports detailing the testing history of all users in your system. Only those users for whom you're a manager are displayed in the results. See Groups for how to designate managers.
• Training - user-generated, customizable Reports about the training history of any users and groups configured for the system.

It may take several attempts at running and reconfiguring the user-generated Reports before you get them exactly right.

2. Creating a Report

To create a Report:

1. Access Reports from the Navigation Menu.
2. Enter the Title of the new Report you want to create.
3. Select the Report Type of from the dropdown.
4. Click Add.

2. From the Report Designer page, configure the settings on each tab where needed.

2. General tab - modifies how the Report is displayed.

• Report Title - allows you to change the Report name.
• Show Time Stamp - adds the time and date the Report was run to the chart header.
• Show Chart - adds a graphic chart to the spreadsheet-formatted Report.
• Chart Type - determines the type of graphic chart added.

3. Fields tab - adds fields to the Report. The left side of the table contains headings for the types of fields actively used in the system, which vary depending on Report type. The fields present when creating a Document Report vary from those in workflow Reports, for instance. Expand the heading and select the 'Reports Create Arrow' or drag and drop fields to the table on the right to include them in your Report. Click the Reports_CreateX to remove a field.

• Preview - shows how the spreadsheet format will look. This is intended as an example, and as such only displays the first ten results.
• Auto Preview - runs the Preview feature each time you add or remove a field.

4.  Filters tab - determines how the Report results can be narrowed or focused. For example, you may add a filter for Current State to tell a Report to only display published Documents. Enable as many filters as desired. When running the Report, you can use as many as desired, just like with the Advanced Search.

5. Chart tab - determines the fields used in the graphic chart, if you've enabled that feature on the general tab.

Note: Chart fields are independent of Report fields and are not affected by filter options.

6. Security tab - determines which groups can view the Report or edit its design. Like Document security, choose the groups and select Add Group to then specify what level of security they get. For users to create Report Instances, they must be set here or have the IconKey2 Alter Reports permission.

Note: As the Report creator, you automatically get both view and edit security.

7.  With all the tabs completed, select either Save Report to return to the main Reports page or Save and Run Report to generate and view your Report.

3. Creating a Report Instance

Because information changes daily, you may want to run the same Report multiple times. In these cases, you can create a saved version called a Report Instance that can be run in a few clicks without having to define filters each time. System Reports cannot be made into instances.

Note: A Report must include filters to be able to initially have instances created from it.

While any user can create a Report Instance, only users with Security to the Report or the Alter Reports permission can run them.

1. Run any previously created Report, and fill out the Report Instance Title, configure the filter options you want to be permanently tied to this version of the Report, and select Save Report Instance.

Note: Click Save Report Instance and Schedule Delivery if you want to set up the instance for automatic generation now. Or see the Scheduling section below for further details.

2. The page refreshes to the main Reports screen where you see the item you just created with ""(instance)" after the title.
3. Select Run each time you want to access the Report and Filters you configured.

Note: Report Instances cannot be modified with new Filter options once created. You must remove and recreate them. A confirmation pop-up message appears when removing a custom Report to verify that you intended to remove the item.

4. Securing a Report

Just like with Documents and folders, Reports have security for who can view and edit them. security is configured differently depending on which type of Report you're viewing. users must have IconKey2 Alter Reports permission to change these settings.

• For Reports on the system tab, select Edit next to the Report name. The security page opens. Add/Remove Groups and enable which can view or edit.
• For Reports on any other tab, select Edit next to the Report name. The security page opens. Add/Remove Groups and enable which can view or edit.

Note: Clicking edit next to a Report Instance name opens the Scheduling page, not security. security for instances is inherited from the master version of the Report it was created from.

5. Workflow Reports containing Subforms

When workflow Report results are configured to include data from Subform fields, the results will appear slightly different from other field types. This is true of results returned in the Report interface of the browser as well as the Exported XLSX and CSV files based off those results.

For results returned when a Report is run via workflow Custom Reports, a "Row: 1", "Row: 2" prefix is attached to each Subform cell, as shown below. This allows you to see briefly how each Subform field's columns and rows were filled out for each workflow instance returned in the results.

When the same results are exported to .xlsx via the Export to XLSX button, multiple views are provided for the data. These views are presented on multiple worksheets (or tabs) and are described below:

Tab 1

The initial tab displays the data like how it appears in the Ideagen Quality Management browser, from which it was exported. The "Row:" prefixes are included and all data is merged into a single cell for a given column.

Because this view contains data merged from what really are unique cells and it includes prefixes, additional tabs are provided separating all data into unique cells. This places the data in an ideal format for Excel's formulas or other tools to analyse the results without having to parse the values and remove the prefixes.

Tab 2

The second tab displays all fields in the same order as on the first, but merges all columns related to a given Subform field into one column per field. Each Subform column is then linked to an additional tab for each Subform field the Report contains. The image above shows a Report with three Subform fields: Followup Action Taken, Drawing, and Observation Subform.

An additional tab is included to display the data for each of those unique Subform fields.

Tab 3

The third tab displays data from the first Subform field included in the results. For the example in the image above, this is the Follow up Action Taken Subform field. The first column indicates which workflow instance the data comes from. The second column indicates which row it was input into (this column is particularly important if you resort any of the other columns). The third and subsequent columns show data from each Custom field included in the Subform field.

Tab 4 and so on...

If more than one Subform field is included in the results, additional tabs are included in the Excel export that detail those fields just as Tab 3 does.