This session will cover two steps in report setup: selecting the proper field list and sorting and grouping your results.

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R03|Basics of Reporting: Report Setup (Part 1)

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Report Setup Defined
Sorting and Grouping
Agenda

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Report Setup Overview
Field List Defined
Removing Fields
Reordering Fields
Report Setup Defined

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Configuration changes take place from
the Report Setup
Ability to alter many aspects of Report
presentation (e.g. grouping, layout)
Report Setup Overview

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Access Report Setup in three ways:
• Report Preview window
Report Setup Overview (cont’d)

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• Reporter List
Report Setup Overview (cont’d)

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• Right-clicking on Report Name
Report Setup Overview (cont’d)

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Summary information located at very
top of Report Setup Window
• Report Name
• Managed By
Report Setup Overview (cont’d)

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Report Setup sub-tabs include:
• Sort / Group
• Layout
• Style / Format
Report Setup Overview (cont’d)

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• Charts / KPIs
• Sub-Reports
• Smart Elements
Report Setup Overview (cont’d)

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• Schedule
• Groups
• Security
• Advanced
Report Setup Overview (cont’d)

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Available and Display Field Lists located
at the top of Report Setup window
Field List Defined

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Available fields shown in column on left
hand side of Report Setup
Fields in Display List appear on Report
in order shown
Field List Defined (cont’d)

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Fields available will depend on the type
of Report
Dependent on tables joined to report
Field List Defined (cont’d)

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Typically Work Order Reports will have
fields from the following tables:
• WO (Work Order)
• Asset
• AssetHierarchy
• Labor / WOLabor
Field List Defined (cont’d)

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Two methods to add a field to the
Report display from the Available List:
• Double-click directly on the field
• Select the field and use the right arrow
Field List Defined (cont’d)

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Fields can be removed as easily as they
are added
Two methods to remove a field from
the Display List:
• Double-click directly the field
• Select the field and use the left arrow
Removing Fields

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Display field order is easily changed
with use of the up and down arrows
Newly added fields will be added to
bottom of Display Field List
Reordering Fields

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Now let’s practice adding fields to a
report, removing unnecessary fields,
and reordering fields!
Adding, Removing, and Reordering Fields: Hands-On

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Select the Work Order (Open) Reports
folder on the left of the Reporter screen
Locate the Open Work Order List and
select it
Click Copy Report
Adding, Removing, and Reordering Fields:
Hands-On (cont’d)

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Enter a name for your Report
• Example: “Open Work Order List – Initials
– Date”
If necessary, specify a Repair Center in
the Managed By field
Click Apply
Adding, Removing, and Reordering Fields:
Hands-On (cont’d)

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Locate your Report in the Report List
Open the Report Setup
Scroll down Available field list and find
[WO] Requester Name
Adding, Removing, and Reordering Fields:
Hands-On (cont’d)

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Click on the [WO] Requester Name
field and click on the right arrow
The [WO] Requester Name field will
move to the Display list
Adding, Removing, and Reordering Fields:
Hands-On (cont’d)

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Locate the [Asset] Asset ID field in the
Display fields list
Select the [Asset] Asset ID field and
select the left arrow
The [Asset] Asset ID field will be
removed from the Display List
Adding, Removing, and Reordering Fields:
Hands-On (cont’d)

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Find the [Asset] Asset Name field in the
Available field list
Double-click on the [Asset] Asset
Name field to move to the Display
fields
Adding, Removing, and Reordering Fields:
Hands-On (cont’d)

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Find and select the [Asset] Asset Name
field in the Display List
Click the up arrow until the field is
displayed above the Parent Location
Adding, Removing, and Reordering Fields:
Hands-On (cont’d)

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Move the [WO] Requester Name field
to just below the [WO] Work Order #
field
Apply the Report Setup changes
Adding, Removing, and Reordering Fields:
Hands-On (cont’d)

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Report columns should look similar to
the following:
Adding, Removing, and Reordering Fields:
Hands-On (cont’d)

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You have now successfully completed
adding, removing, and reordering fields
on a report!
Adding, Removing, and Reordering Fields:
Hands-On (cont’d)

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Sorting and Grouping Overview
Sorting Results
Grouping Results
Sorting and Grouping

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Without proper Sorting and Grouping,
valuable data can be overlooked
Sorting will decide what order records
appear
Grouping will gather all records of same
type
Sorting and Grouping Overview

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Proper sorting and grouping helps with:
• Viewing essential data quickly and
conveniently
• Bringing to light patterns and trends in
data
Sorting and Grouping Overview (cont’d)

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Up to five Sort fields available for each
Report
Sorting and Grouping Overview (cont’d)

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Records ordered on Report by sort
order specified
Ascending or descending sort order can
be defined
Sorting Results

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Typically, sorting is best when starting
with the highest level of grouping
• Example: Repair Center  Priority Desc
Clear out all sort fields by selecting first
sort field and selecting none
Sorting Results (cont’d)

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Group checkbox used to group records
of the same sort value under a unique
header
Total checkbox will show total count of
records for group
Grouping Results

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Same Classification grouped together
Sub-Groups listed in Header if defined
Example of using sub-groupings:
Grouping Results (cont’d)

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Now let’s practice adding Sorting and
Grouping to a report!
Sorting and Grouping: Hands-On

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Navigate to the Report Setup
Select None from the Sort 1 dropdown
Click on the Sort 1 dropdown and find
the [WO] Repair Center Name field
Select [WO] Repair Center Name
Sorting and Grouping: Hands-On (cont’d)

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Click on the Sort 2 dropdown and scroll
down to the [WO] Priority Desc field
Select [WO] Priority Desc
Sorting and Grouping: Hands-On (cont’d)

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Mark indicators for Group and Total for
both Sort 1 and Sort 2
Select the [WO] Target Date field for
the Sort 3 prompt
Sorting and Grouping: Hands-On (cont’d)

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Sort definition should appear as
follows:
Sorting and Grouping: Hands-On (cont’d)

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Click Apply to preview Report
Report Preview window should display
similar to the following:
Sorting and Grouping: Hands-On (cont’d)

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You have now successfully added
Sorting and Grouping to a report!
Sorting and Grouping: Hands-On (cont’d)

45. Thank You for
Watching!