Viewing and Configuring Reports in the new ProView

         Viewing and Configuring Reports                        

     

     

    For Editors Users and Clients with ProView Advanced

     

    Figure 49 Theyour report types

     

     

    This chapter addresses the following topics:

     

     

     

         Overview of the Report Page

     

         Configuring existing reports with the Report Editor

     

         Report usage and statistics features

     

               •     Additional report options

     

    Report Page Overview

     

    The Reports Page is your gateway to viewing, organizing, and configuring all of the existing reports in your project. While theReports Page is more than just a report directory, this chapter is mainly about working with existing reports. In the nextchapter, we’ll explore powerful tools for creating reports from scratch.

     

     

    The Report Page is divided into a sidebar on the left and directory on the right.

     

     

    Figure 50 Select report folders to limit the number of reports appearing the directory

     

     

    ReportFolderSidebar

     

     On the left side of the page, the Report Folder Sidebar displays smart folders in bold and user-created folders beneath. You can selectsmart folders or user-created folders to display the reports they containin the Report Directory to the right.

     

    Default smart folders include: All,Favorites, My Reports, and Unsorted:

         The All smart folder displays every report. It is the default Directory view.

         The Favorites smart folder contains all reports that have been starred by the active user.

         The My Reports smart folder contains all reports that you have authored.

         The Unsorted smart folder contains all reports not specifically assigned to another user-defined folder.

    User-CreatedReportFolders

     User-created folders provide a useful way of organizing reports to best suit your team’s workflow, and they are visible to all project members. As is the case for smart folders, selecting a user-created folder in the Sidebar displays the reports that it contains in the Directory to the right.

    Unlike smart folders, user-created folders contain distinct sets of reports that do not overlap. A single report can be moved between user-created folders but cannot be assigned to two different folders at once.

    Modifying User-Created Folders

    Once a given user-created folder has been selected in the Sidebar:

         Rename the folder by selecting itsname along the top of the Directory.

         Modify the folder’s description by selecting the current/default description immediately beneath the folders name in the Directory.

         Delete the folder by selecting FolderSettings in the upper right corner of the Directory. In Folder Settings, you can alsomake modifications to the folder’s name and description.

    FilterReportsbyTag

    The Reports Page also features a tag cloudlocated beneath the Report Folder Sidebar, which can help you locate reports of interestwithin a given folder. Tags that appear in the cloud belong to one or more reports in the active folder. Notice how the tags change depending on which folder is selected. To view all existing tags, make sure to select the All smart folder.

    The Filter by Tags tag cloudis only apparent in the Report Folder Sidebar once one or more reports in the active folder have been tagged.

    Tag Appearance

     

    Tags in the cloud differ from one another inboth shade and size. Tag size denotes prevalence, with large font representing those tags mostfrequently used to categorize reports. Small tags indicate less prevalent topics/categories.

     

    The shade of tag fonts also range from light gray to black, representing how recently tags have been used to categorize reports. Those tags that have been used most recently appear the darkest.

     

    Using Tags

    Clicking a tag toggles it on or off.  When a tag is on, or activated, it appears highlighted. Upon activating a tag, only reports that have been categorized withthat tag appear in the Directory.

    NOTE: Tags in the cloud relate only to reports in the folderthatiscurrently selected in the Report Folder Sidebar.

     

    It is also possible to select multiple tags atonce to simultaneously filter for all reports that relate to two or more tags.

    Figure 51 Tag cloud 

    ReportDirectory

     

    The Report Directory displays all of the contents of any folder that is selected in the Report Folder Sidebar.

    You can organize or delete one or more reports at a time by selecting those reports in the Directory and clicking Move to Folder or Delete

     

    Figure 52 Options available from the Report Directory

      To select one or more reports, use the checkboxes that appear to the left of each report listing in the Directory.

     

    Figure 53 Individual reports are selectable within the Report Directory

    You can arrange the way that reports are displayed in the Directory with the Group by dropdown:

         Group by Time: Reports are arranged by the time they were last modified, with most recently modified reports displayed at the top. Reports are further segmented in the Directory by floating time periods (e.g. Reports modified today, yesterday,fourteendays ago or more etc.).

         Group by Author: Reports are arranged by the author’sfirst name. A report that has been modified byanother author will still be listed according to its original author.

     

         Group by Report Name: Reports are arranged alphabetically by first letter.

    Report names beginning with symbols (e.g. #, $, %) appear first.

         Group by Folders: Reports are arranged according to the user-created folder to which they belong. This view can be useful for further organizing the contents of smart folders like All, Favorites, and My Reports.

    Report Listings

    Each report listing displays a linkto that report’s configuration page, as well as  additionalinformation like the number of versions of the report, the report’s author, and the report’s description. To add areport to the Favorites smart folder, click the Star icon. To remove it, click the icon again.

    Figure 54 Click a report’s name to open it in the Report Editor

    Report Editor 

    Reconfigure an existing report by accessing the Report Editor. You can either reach the Report Editor by clicking on the report’s linked name on a dashboard,or in the Report Directory.

    Note: If you’re primarily concernedwith creating new reports using the Report Editor, see the following chapter: Creating Reports

     

    From the Report Editor, you can easily modify the report’s name and description by selecting the current name as it appears in the top left corner of the page.

    Figure 55 Rename a report by selecting it’spreexisting name.

    When modifications have been made to the report, the Save button becomes available in the upper right corner of the page.

    Click Save to preserve any changes made to a report.

    ReportOptionsMenu

    The Options menu offers four options for modifying yourreport. 

    Settings

    Opens a Settings dialog, where you can define the report name, enter a report description,categorize your report with tags, and assign/move the report to a pre- existing user-created folder.

    Figure 56 Report settings

    Versions

    Allows you to trace the history of the report with a sub-menu that displays all previous saved versions. You can select previous versions to open them in the reports configuration window.

    Figure 57 Select a previous version to review a report at a prior state

    Opening and viewing a previousversion of a report, doesnot revert back to that version. However, you do have the option to revert. To do so, look to the blue bar that appears at the top of the pageupon opening an older version ofareport,andselect Revert ToThis Version.

    Figure 58 Opt to revert to a prior version of a report

    Selecting the revertbutton creates a new version of your report that is a duplicate of the prior version. Once you have saved this newversion, it will appearat the top of the versions sub-menu.

     

    Save as...

    Allows you to duplicate the current version ofa report as a new reportof its own. In the Save as pane, you can determine your new report’s name, and modify its description, tags, and folder.

    Delete

    Prompts you to confirm thatyou wish to delete the report.

    ConfigurationPaneOverview 

    Clicking the <<Show Configuration link in the Report Editor opensa sliding configuration pane where you can customize number formatting and drill in settings, and view additional report information.

    When the active report is a chart (rather thana headlinereport or a table), additional configuration options become available. For more information on these chart-specific options in the Configuration pane, see Working WithCharts: The Chart Configuration Pane.

     

    The following sectionsrelate to the various options available in the Configuration Pane.

    ConfigurationPane:NumberFormatting

    Under Formatting, you can configure how numbers appear in your reports.

    Options for formatting include defining where decimals and commas appear in numbers, rounding numbers, appendingmiscellaneous letters and symbols to numbers, and defining font color and table cell background color. All customizations are carried out by applying formatting syntax in the custom number formats field that is associated with each report metric.

    Figure 59 Number formatting syntax is used to alter the way a metric’s values are displayed 

    All formatting syntax discussed below assumesthat project Regional numberformatting settings are set to the default, where commas serve as thousands-place separators, and periods separate the ones and tenths place values. For example: 1,234.12

    Depending on your locale, you may also chooseto display your number values in the following ways in the Account section of the application.

        1234.12

        1.234,12

        1’234,12

    NOTE: In projects where the roles of commas and periods have been reversed—with commas separating the ones and tenths place values and periods serving as thousands-place separators—the syntactical rules in the following sections may also be reversed. For example, period symbols would be used to truncate large numbers and commas would be used to separate syntax relating to whole numbers and syntax relating to decimal place rounding.

     

    Inserting CommasIntoLarge Numbers

    Inserting a comma between hash symbols in custom number formatting syntax inserts comma separators for numbers in the thousands, millions, billions, etc.

     

    Syntax

     

    Description

     

    Number Example

     

    Output Displayed

     

    #

     

    Rounds to nearest whole number

     

    19676916585

     

    19676916585

     

    #,#

     

    Rounds to nearest whole number; inserts commas every three place values

     

    19676916585

     

    19,676,916,585

     

    Rounding To a Specified Decimal Place Value

    The number of hash symbols (#)to the right of the decimal point dictate the number of decimal place values displayed. If the actual number has more place values than allowed for by the number formatting syntax,the final decimal place value is rounded.

    For example, #.#displays 7.25 as 7.3

    To specify that decimal place values shouldbe filled with zeroswhen null, use zerosin place of hash symbols for those decimal places in the number formatting syntax.In all other cases, zerosand hash symbols are interchangeable in number formatting syntax.

    For example, #.## displays 7 as 7 whereas #.00 displays 7 as 7.00; both display 7.77 as

    7.77

     

    Syntax

     

    Description

     

    Number Example

     

    Output Displayed

     

    #

     

    Rounds to nearest whole number

     

    19676916585.269

     

    19676916585

     

    #.#

     

    Rounds to nearest tenths place; for

     

    19676916585.269

     

    19676916585.3

    whole number values, no tenths place

     

     

    shown

    19676916585

    19676916585

     

    #.0

     

    Rounds to nearest tenths place; for whole number values, zero shown in

     

    19676916585.269

     

    19676916585.3

     

    tenths place

    19676916585

    19676916585.0

     

    #.##

     

    Rounds to nearest hundredths place

     

    19676916585.269

     

    19676916585.27

     

    #.###

     

    Rounds to nearest thousandths place

     

    19676916585.269

     

    19676916585.269

     

    #,#.###

     

    Rounds to nearest thousandths place; inserts commas every three decimal places

     

    19676916585.269

     

    19,676,916,585.269

     

    Truncating Large Numbers 

    Every comma added to the immediate left of the decimal point effectively truncates the number by another three place values, starting with the ones, tens, and hundreds places.

     

    Syntax

     

    Description

     

    Number Example

     

    Output Displayed

     

    #,

     

    Rounds to nearest thousand; removes ones, tens, hundreds digits

     

    19676916585.269

     

    19676916

     

    #,#,

     

    Rounds to nearest thousand; removes ones, tens, hundreds digits; inserts commas every three place values

     

    19676916585.269

     

    19,676,917

     

    #,,

     

    Rounds to nearest million; removes all digits up to hundred thousandsplace

     

    19676916585.269

     

    19677

     

    #,,,

     

    Rounds to nearest billion; removes all digits up to hundred millions place; appends the letter B after number

     

    19676916585.269

     

    20

     

    #,,,.##

     

    Divides number by one billion; rounds to

     

    19676916585.269

     

    19.68

     

    nearest hundredths place

     

     

    As we’ll discuss in greater detail below, you can contextualize truncated valuesby adding letters like K, M, and B (thousands, millions, and billions) to the custom number formatting syntax. These letters have no impact on the number’s value except for the letter itself being inserted in the output.

     

    Syntax

     

    Description

     

    Number Example

     

    Output Displayed

     

    #, K

     

    Rounds to nearest thousand; removes ones, tens, hundreds digits; appends the letter K after number

     

    19676916585.269

     

    19676916 K

     

    #,, M

     

    Rounds to nearest million; removes all digits up to hundred thousandsplace; appends the letter M after number

     

    19676916585.269

     

    19677 M

     

    #,,, B

     

    Rounds to nearest billion; removes all digits up to hundred millions place; appends the letter B after number

     

    19676916585.269

     

    20 B

    Inserting UTF-8 Characters

     With the exception of commas, periods,and percent symbols – which are liable to be interpreted by the application – all other UTF-8 symbols added to custom number formatting syntax are displayed alongside number values.

     

    Syntax

     

    Description

     

    Number Example

     

    Output Displayed

     

    $#

     

    Appends a dollar sign before number

     

    19676916585

     

    $19676916585

     

    #

     

    Appends a symbol before number

     

    19676916585

     

    19676916585

     

    #

     

    Appends a symbol before number

     

    19676916585

     

    19676916585

     

    #

     

    Appends a symbol after number

     

    19676916585

     

    19676916585

     

    # grams

     

    Appends a string of characters after number

     

    19676916585

     

    19676916585

    grams

     

    #,,,.#

    billion

     

    Divides number by 1billion; rounds new number to nearest tenths place; appends a string of characters after number

     

    19676916585

     

    19.7 billion

     

    Inserting Percent Symbol (Interpreted)

    Percent symbols in formatting syntax are interpreted by the application, which multiplies associated number values by 100. Thepercent symbol is also displayed.

    NOTE: Symbols like commas, periods, and percent symbols are liable to be interpreted by the applicationwhen entered into custom number formatting syntax. You can signal that a symbol should not be interpreted—but displayed as entered into the custom number formatting field—by including a backslash \ before the symbol.

     

    Syntax

     

    Description

     

    Number Example

     

    Output Displayed

     

    #%

     

    Multiplies value by 100; rounds value to nearest whole number; appends a percent symbol after number

     

    .56472

     

    56%

     

    #.##%

     

    Multiplies value by 100; displays number’s first two decimal place values; appends a percent symbol after number;

     

    .56472

     

    56.47%

     

    #.##\%

     

    Displays number’s first two decimal place values; appends a percent symbol after number; (number

     

    .56472

     

    .56472%

     

    value not impacted by percent sign)

     

     

           

    Formatting Text Font Color

                        Applicable only to tables and headline reports

    You can display report metrics in one of the following colors by inserting the color, between brackets [ ], at the start of the custom number syntax.

                             [Blue]#,#.##

    Built-In Color Codes:

    • Black
    • Blue
    • Cyan
    • Green
    • Magenta
    • Red
    • White
    • Yellow

    You can also use hexadecimal color codes with the following syntax (note: no hash symbol preceding hexadecimal value):

                               [color=99AE00]#,#.##

    Avoid using symbols like  #  or“ ”  within the hexadecimal code. Doing so will render your syntax void.

    Formatting Cell Background Color

     

    You can also use hexadecimals to change the background color of cells with the following syntax:

                         [backgroundcolor=00FF00]#,#.##

    Or combine background color and font color syntax:

                      [color=99AAEE][backgroundcolor=000000]#,#.##

    ConditionalNumber Formatting

     

    Use conditional formatting to define a number’s color or number format, contingent upon its value. Conditions define the range of numbervalues to which a certain format should be applied.

    Conditions are formed using brackets and their numerical ranges are defined using the symbols for greater than >, greater than or equal to >=, less than <, less than or equal to <=, or equal to =.

    Conditional rules can be inserted anywhere in number formatting syntax, but may be most helpful to place before formatting rules. The example below reads: “For number values lessthan or equal to 400,000, format in the following way…”

                   [<=400000][backgroundcolor=CCCCCC][red]$#,#.##

    Separating ConditionalRules WithSemicolons

     

    You can set multiple formatting rules that define formatting for different value ranges by using semicolons (;) to separate the syntax that relates to each. Consider the following example.

              [<600000][red]$#,#.##;[=600000][yellow]$#,#.##;[>6 00000][green]$#,#.##

    This syntax specifies the following (line-breaks added):

              [<600000][red]$#,#.##;

    oFor all values less than 600,000: values are displayed in red font.

             [=600000][yellow]$#,#.##;

    • For all values equal to 600,000: values are displayed in yellow font.

            [>600000][green]$#,#.##

    • For all values greater than 600,000: values are displayed in green font.

    Default Rules ForSyntax Without Conditions

    If one or more rules are defined but no conditions are specified, the application imposes the following default conditions for up to three rules.

    • If there is one rule but no condition, then the rule is applied to all number values
    • If there are two rules but no conditions, then the first rule applies to numbers that are greater than or equalto zero [>=0], and the second rule appliesto numbers that are less than zero [<0].
    • If there are three rules but no conditions, then the first rule applies to numbers that are greater than or equal to zero [>=0], the second rule applies to numbers that are less than zero [<0], and the third rule applies to numbers that are equal to zero [=0].

    Overlapping Conditions

    In all instances, rules are applied left-to-right. In the case where conditions overlap (where two or more rules apply to the same range of values), the first rule specified will overrule any others. Consider the following example (line-breaks added) where conditional formatting is used to create a temperature scale effect:

                         [<400000][red]$#,#.##;

    • All values less than 400,000 are red.

                      [<500000][magenta]$#,#.##;

    • All values greater than or equal to 400,000 and less than 500,000 are magenta.

                    [<600000][yellow]$#,#.##;

    • All values greater than or equal to 500,000 and less than 600,000 are yellow.

                  [>=600000][green]$#,#.##

    • All values greater than or equal to 600,000 are green

    NOTE: A number whose value is not treated by a condition is displayed in the default syntax ### and is not displayed with a font or background color.

    Using Conditionals WithNegative Numbers

    For data sets that include negative values, ensure that negative symbols (-) are displayed where necessary by explicitly formatting negative values. For example, if your formatting syntax contains a less-than statement like [<100]#,# then negative values are not displayed with a negative symbol. Here, the number format #,#applies to all values less than 100. Because all negative numbers are less than 100, they too are displayed as #,#and without a negative sign. In this case, –70,000 is displayed 70,000.

    The following syntax could be added to explicitlyaddress this issue. In this example, all values lessthan zero are formatted in red and preceded by a negative symbol.

                 [<0][red]–#,#

    You might also decide to use additional symbols, like parentheses, to denote negative data values:

               [<0][red](#,#)

    Using ConditionalsWithNull Values

     

    By default, cells with NULL valuesare left blank. You can also apply conditional formatting to cells withNULL values with the [=NULL] tag. In the example below, cells of null values are displayed withgray background color and "No Value" written in red font.

          [=Null][backgroundcolor=DDDDDD][red]No Value•;

    ConfigurationPane:DrillIn

    Report authors can assign drill in drill pathsto any one of a report’s metrics (whether that report is a headline report, table, or chart) to allow report viewers to interact with and explore data at a deeper level.

    Drill-in paths allow report viewers to click ona data value in one report to see that set of data broken across a new attribute of interest, while filtering out all other data from computations.

    For example, users viewing a report on sales figures for the entire company could click on the sales metric value for Q3 to drill in toa new report showing just Q3 sales broken down by brand. Data from other quarterswould be excluded from this new report— effectively allowing the viewer to zero in on Q3 data.

    Authors can define drill-in paths for any metric displayed in a report, whether that report is a headline report, a table, or a chart. Drill paths assigned to a certain metric in a report are report-specific and do notaffect global metric settings.

    Under Drill In in the Configurations Pane, use the dropdown beneath a metric’s name to establish a drill path for that metric. Select which attribute will be used to break down the metric in the new report.

    To continue on with this example, in thegraphic below, notice how a user can now click on Avg. Won metric values to drill in formore details (see new report on right). When a report viewer selects the Avg. Won metric value associated with Q1 of 2011, that value is now broken down byMonth/Year in the new chart.

    Figure 60 Drill into a value for details

    Note how the drill path allows a user to zero in on just the months within Q1 of 2011 by automatically establishing a filter to exclude data relating tomonths in all other quarters.

    ConfigurationPane:ReportUsage

    The Report Usage Module displays information about where the current report appears elsewhere in the project. The same report might appear in one or more dashboards and might also be scheduled to appear in various email distribution lists.

    It can be useful to check the Report UsageModule before modifying a report. If the same report appears on multiple dashboardsused by a number of different project users, it may be wise to duplicate the report with Save As before making anychanges. After all, changes made to the original report will be visible to all who view thatreport, anywhere itappears.

    ConfigurationPane:ReportStatistics

    Under Report Statistics you can reviewgeneral data about your report, such as the most recent date it was saved and the most recent author to modify the report. It also displays the number of filters, metrics and attributes currently included in the report. Selecting More Report Info displays additional information on which metrics and attributes the report displays.

    Fortablereports,theReport Statistics Module also displays the number of lines (rows) and columns that appear in the table.

    AdditionalReportOptions

    Figure 61 Additional optionsfound in the Report Editor

    You can use the buttons along the bottom ofa report’s configuration page to export, print, embed, that report or addittoyourreportfavorites.

    Export Button

     

    Select the Export button to export any report asa PDF file, Microsoft Excel XLS file, or CSV file. Chart reports can also be exported in PNG format. 

    Print Button

     

    Select the Print button to print the active report. In preparation forprinting, the Portal automatically reformats reports by removing navigation bars, headers, and other extraneousitems.

    Embed Button

    Select the Embed button to generate a code snippet that you can paste into the HTML of a third party webpage. You can customize the size of the embedded report, either using three presets (small, medium, large) or by defininga custom size (width x height in pixels). Use the Show Report Title &Toolbar checkbox to hide or display the hover- over options boxes and a reporttitle that links to that report’s configuration page in the Report Editor.

    You can also set URL parameterfilters from the Embed dialog. Thisallows you to filter for some attribute value within the embedded report without changing the report’s definition within the analytics platform.

    It is also possible to set Salesforce-specificURL parameters that filter data in your embedded report by one or more attributes. From the Embed dialog, toggle to the Salesforce tab. Once there you can copy an Apex code snippet to embed the report into your Salesforce page.

    Favorites Button

    Select the Favorite button to add the current report to the Favorites smart folder on your Reports page. A gold star indicates a report is designated as a favorite. Selecting the star again removes the report from Favorites.

    Report Comments

    Report editors can leave comments at the bottom of a report’s configurations page to communicate with other project users. The most recentcomments appear on top. You can delete comments you have posted in a single click by selecting the recycling bin icon.

    NOTE: Only users with Editor or Administrator privileges have access to a report’s configurations page,so these users are theonly ones able to view and add comments to a report

     

    Figure 62 Add comments to a report