A User Report Type must be defined whenever a new User Report is created however, it is not always necessary to create a new User Report Type when a new User Report is created. It may be more appropriate to select a predefined User Report Type which includes the Equus standard user report types.
When using an 'Equus' prefixed User Report Type, it is important that these should not be modified as updates may be applied at a later date via software releases.
Prior to selecting an existing User Report Type or defining a new one consider what you want to report on:
Identify the name of the data fields and the table names of where the data fields are found. Find the data fields on the screen and use "Inspect" on Google Chrome to identify the name of tables and fields. This will help identify the base (primary) table and any additional data sources.
If all the information is in one screen for instance Assignment screen, check if there is already a user report type in the system (e.g. Equus - Assignment Only) for this rather than creating a new one.
Consider if the field is at the System/Company/Assignment/Employee level. This will guide you on how to filter the data out and which tables/fields you need.
Consider how tables are linked and how information is stored in the system. For example, one employee can have several assignments, one assignment can have different Cost Estimates/Checklists/Compensation Worksheets, etc.
To find all user report types or to create a new one, navigate to the User Report Types screen at the system/configuration level.
To create a new user report type, click the
sign. To view an existing one, click the
. When viewing an existing report type, it is possible to create a new user report type using the
button.
To create a new report type, populate the User Report Type Details screen.
The following fields are available for populating:
Inactive: By default, this checkbox is unticked. When the checkbox is ticked, the User Report Type does not appear in the drop down list on the User Report Details screen.
Name(*): Create a user report type name. This is often linked to the user report.
Description: The user report type name is not a unique field. Outline what the type contains to help others avoid duplicating in future and making it easy to identify the correct report type.
Report Authorship Data Sensitivity: Used only if the nature of the data within the report type is sensitive and is not intended to be viewed by all internal users. Select the data sensitivity name from the drop down list.
Base Table: This is the first data source designated for the User Report Type. Select the base table from the type-ahead search drop down list. The base table is the “primary table” or the table with the most important data for the report. Technically speaking, the Base Table is the FROM table and every other table you include will be joined to it. Left join if it is a child/sibling (Company to Employee for example), Inner join if it is a parent (Cost Estimate to Assignment for example).
Available at a Company Level: By default, this checkbox is not ticked. If the report is to be used at the company-level, then the “Available at Company Level” field must be checked and a path from the Base Table to the Company table must be specified.
Additional Data Sources Allowed section: Click
if you required more than one table of fields to be included within the report. Select the name of the table to gather data fields from using the Data Source type-ahead drop down list. Click
and select the correct path from the Base table. This should be the most logical approach to get from the base table to the next table.
External User Type Access Type section: By default, internal users will have access to all user report types. The External User Type Access can limit the availability of the User Report Type to a particular set of users e.g. External Client, External Employee, External Payroll, etc.. In most cases, only an External Client would have the ability to run user reports at all.
Click
to create the User Report Type. For more details about the selecting the appropriate base table and the paths to join additional tables click here.
A new user report can be created by using the
button. This button appears once a user report type has been saved.
If the User Report Type is no longer required and it is not used by any User Reports, it can be safely deleted by clicking
, otherwise tick the Inactive checkbox so that it is no longer available for use.