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Understanding Report Designs

TeamWork provides a flexible report design interface. Create reports that include different types of information and combinations of data. Configure reports to address a specific need or purpose and view every aspect of your organization.

Building a Report

Begin building a report by thinking about the information you would like to pull.
Example: How many shifts do you have at each location and what are the total number of hours they include?

  • Go to Designs and select Add.

  • On the Add >> Design window, enter the following:
    Source: Scheduling : Schedule Shifts
    Name: Hours by Location
    Type: List

  • To share with other locations, select the check box Shared.

  • Under Columns, select Add. These are the header names that display across the top of the report.
    Select BusinessName. It is the data source for locations.
    Explanation: When you set up organization information, you added location names. BusinessName is the field that holds the location name information. When you started designing this report, you selected Schedule Shifts as the data source. BusinessName is a field that is included in the data. See Data Sources for a complete list of fields available.

    Make it Easy to Read: Since our report is pulling information by location, it would be more convenient to have that column named Location. To do this, select BusinessName and the Properties window displays. You use this window to change the name to Location and Save. The name changes to Location on your Columns window, although the original field name (BusinessName) still displays in parenthesis.

  • Under Columns, select Add and select the field names that indicate how many shifts we have and total hours or hours scheduled so we select ShiftCount and HoursTotal.

    Note: TeamWork provides summary fields that contain automatic formulas. Scroll down to summary fields. Field names indicate fields are being summed, i.e., ShiftCount and HoursTotal.

    Make it Easy to Read: Rename fields. Select the name to display the Properties window and change the names to Shifts and Hours, and Save.

    Note: By default, values display in the table on the left. If it is easier to read another way, you can use the Properties window to change how values display, i.e., centered or right-justified.

  • View the way this report looks at any time in the design process. Select Save and View. If it is not what you are looking for, make changes and additions, and select Save and View again.

  • Select more information for this report. Add the station. From the View window, click Edit to return to the Design window. Under Columns, select Add, select the StationName and Save. Change StationName to Station using the Properties window.

    Note: Notice that the Properties window has a Display check box. When it is selected, this data displays. If the check box is cleared, the information does not display on the report.

  • Now, let's tell the report how to Sort or Group the information on the report. Under Sort/Group, select Add.
    Since we are asking for Hours by Location and we've added Station, let's group the information by StationName or Station (change on Properties window).
    List or Sort the Stations in Ascending or Descending order. Let's choose Ascending. Select Save.

    Explanation: Notice that the name changes to Station on your Sort/Group window and Asc is appended to the name to indicate that the order is ascending.

  • Under Sort/Group, let's see who is working and select Add and select EmployeeFullName. Change it to Name on the Properties window.

  • Once again, view the way this report looks by clicking Save and then View. Ensure Display check boxes are selected in the Properties window for the fields you want displayed.

  • Since we're now sorting the report information by Station, we may not want to display it as a heading at the top of the report. So, select Edit to return to the Design window. Under Columns, we clear the check box next to Station. When we Save and View the report, it categorizes the information by Station and no longer lists it as a header of the report.

  • To make changes and additions, simply do so, and select Save and View again.

Understanding the Columns and Sort/Group Windows

Columns - When you design a report, use the Columns window to tell the report what information it should pull. Once you define your data source, use the Columns window to identify the specific fields of information you want listed in the report. In the previous example, we selected fields for BusinessName, HoursTotal, ShiftCount, and Station. HoursTotal and ShiftCount are summarized data.

Sort/Group - You can use the Sort/Group window to help you group or identify subsets of data within the report. Select the check box for Display Visible (Group By) on the Properties window to group the report by that field name. In our example, we used Sort/Group to display the Location, Hours, and Shifts by Station and Name.

Configure and reconfigure the report as many times as necessary to ensure you display exactly what it is you are looking for. Make additions, use the arrow keys in the Properties window to move a field up or down in the display, select the check box to group by a field, or use the X in the corner to delete a field. Remember to select Save and then View to view the report.

Understanding the Properties Window

The Properties window provides you with the following capability.

  • Renaming a field from a data source so that it displays in a more recognizable, common term. Simply type the new name in the Name text box.

  • Specifying the order in which data is sorted and displayed in the Sort/Group window. Choose either ascending or descending.

  • Filtering to display less information. Remember to put a specific string of text or dates in single quotes. The filtering information is saved with the report and is useful for items that may not be in generic filters. When you select Save, the reports function tests the syntax you entered and provides an error message in red or an OK in green. Refer to Formula Columns and become familiar with generic filters TeamWork provides.

  • Tallying functions are available for sum, count, average, minimum, and maximum. You can select to get a running tally, group, or report. You can also provide ways of manipulating data.

  • Specifying specific formulas by selecting a column name of f(x) Formula. When you select f(x) Formula, the Properties window displays and you can enter specific formulas. Formulas display in the column list and are used by the report. Fields a formula uses must be in the column list so they can be used, but they do not have to be selected for display. See Column Formula Quick Reference. For assistance with developing a formula for a report, open a new support case and send it to ScheduleSource Support. See Opening a New Support Case.

Understanding Crosstab Reports

You design Crosstab reports in much the same way as you design List reports, except that you also specify Crosstab Fields and use the Properties window to further define their properties. These reports show the relationship between the data fields you identify. Generally, the values that display in a Crosstab report are calculated data, and information from the fields you identify is combined in the report.

Using Data Sources in Reports

When you design reports, you can choose between reporting fields that tally data and calculated fields that are statistical in nature. Statistical fields calculate information based on the data you select. Therefore, when you select a calculated field, the report becomes a summary of that data. It is grouped based on the fields you identify as well as the calculations you ask to be performed. See Report Examples.