Advanced reports

An advanced report is a report you design yourself on your work orders, with one row per work order or one row per job. Unlike a workflow report, it is not tied to one workflow: its filters choose the work orders, from any workflow. Each report has its columns (fields), its filters, and one or more subscriptions that say in which format it is generated and when and how it is delivered: by email, to an FTP server or to a web address.

The Advanced Reports page lists the reports and is where you create one. To open it, select Reports > Advanced. To compare the kinds of report, see Choose the kind of report.

Select a report in the list to open it on the Advanced report page, where its fields, filters, subscriptions and history are set up.

Find a report

1. Select Filters to open the filter panel, if it is closed.
2. Enter or select the filters you need.
3. Select Search.

Reports Found shows how many reports match. Reset clears the filters. TrakIT remembers your filters for the next time you open the page.

Filter	Finds the reports
Report Name	Whose name contains the text.
Report Type	By Work Order or By Job, or – Any Type –.
Report Owner	Whose owner’s name contains the text.
Field Name	With a field whose name, as shown in the report, contains the text.
Field Code	With a field whose code contains the text, for example an event or data code.
Report Status	Active Only or Inactive Only.
Subscription Title	With a subscription whose title contains the text.
Modified By	Last changed by a user whose name contains the text.
Recipients	With a subscription sent to a matching recipient: part of an email address, a user’s name or a user group’s name or code.
Generation Time	With a subscription whose last report took longer than the time chosen to generate, from > 10 sec to > 10 min.
Scheduled (UTC)	With a subscription sent at that hour, in UTC.
Subscription Schedule	Active Only: reports with at least one subscription that has days to be sent on. Inactive Only: reports with at least one subscription that has no days to be sent on.
Show Accessible Only	That you own, or with a subscription you were given access to. System administrators see all reports either way.
Tags	With the selected tags. [No Tags] includes reports without tags. The check icon selects all or none.

The list

The list shows 20 reports per page, by name. Select Report Name or Report Type in the heading to sort by that column. Select a row to open the report.

You see the active reports, and the inactive reports you own. A system administrator sees all of them.

Column	Shows
Report Name	The name, with the description under it.
Report Type	By Work Order or By Job.
Report Owner	The user who owns the report. Only the owner and system administrators can change it.
Fields	The number of fields (columns).
Subscriptions	The number of subscriptions.
Total Recipients	The number of recipients over all its subscriptions.
Tags	The report’s tags.
Last Sent	When a subscription of the report was last sent.
Max Time	The longest time the latest run of any of its subscriptions took to generate. Red above 3 minutes.
Last Changed by	Who last changed the report, and when.

An inactive report is shown in red. A report shown in grey is one you neither own nor have access to: you can open it and see how it is set up, but not generate it.

Create a report

1. Select Create.

2. In Create New Report, enter the Report Name, up to 100 characters.

3. Enter a Report Description, if you want one. It appears under the name in the list.

4. Choose the Report Type:

   • By Work Order: each row of the report is one work order.
   • By Job: each row is one job, with the values of its work orders combined.

   You can’t change it later.

5. Choose the File History: whether TrakIT keeps a copy of each file it generates.

   • No History: no copies.
   • Sent Only: a copy of each report it sends.
   • Sent or Previewed: also a copy of each report a user generates.

6. Leave Active selected, unless the report should not be sent yet.

7. Select Create.

TrakIT opens the new report, with Advanced Report created successfully. You are its owner. New reports also have Auto Disable on: see Modify the report.

The report does nothing until you give it at least one field, at least one filter and a subscription. See Advanced report:

1. Add fields, the columns of the report.
2. Add filters to choose the work orders.
3. Add a subscription, and its recipients.

Message	What to do
Report Name must be specified	Enter a name.
Report Name cannot exceed 100 characters	Shorten the name.
Report Name contains possible html tags or disallowed text or Report Description contains possible html tags or disallowed text	Remove characters such as <, and don’t start the text with =, + or @.

Who can use this page

Section	Permission	Allows you to
Advanced Reports	Read	Open the page, find reports and open them.
Advanced Reports	Create	Create reports, and copy the reports you own.
Advanced Reports	Delete	Delete the reports you own.

What you can do on a report also depends on whether you own it: see Who can use this page on the Advanced report page.