Generating, Editing and Accessing Reports

OfficeClip Reports display information of data in an organized and tabular form. Reports help to analyze and quickly access your customer data, employee data, sales and marketing data, etc. The advantages of a good reporting system are it will lead to better planning and will lead towards goal progression. OfficeClip can also help to build custom reports and reports can be saved or exported in various formats such as Adobe PDF (.pdf), Microsoft Word (.doc) and Microsoft Excel (.xls). Reports can also be scheduled and shared with users.

Creating New Report

Click on the application where you want to create a new report, and then click Reports and New Report. Follow the steps in the wizard to set up the new report:

General Information

contacts report general

  1. Select the Report Category where you are generating the report, whether it is in Contacts, Accounts, Opportunities, etc.

  2. Select the Report Type. Report types are templates in which reports are already created. These templates allow you to pick and choose a pre-defined report and modify it.

  3. Give an appropriate Name to the report.

  4. Fill in the Report Description. This field is shown on the list screen and allows users to find the report they need quickly.

  5. Add a Report Header if needed. The Report Header shows up at the top of every page of the report.

  6. The Report Footer shows at the bottom of every page of the report. You can also add page numbers if needed.

  7. Report Print Layout allows you to select the kind of page to which the report prints.

Select Fields

contacts select fields

Fields are columns in the report. This user interface allows selection of the fields in various entities to be displayed on the report.

Attention:

If the number of fields selected is more than the page size permits, the additional fields will run over to the next page.

Configure Fields

contacts configure fields

Some of the field names selected in the previous step may not be friendly (for example, pre-defined field names could be Contact.Address1, Contact.City, etc., instead of just Address1 and City). This step allows the user to rename these fields. The order of the fields can also be set as per the requirement.

Select Groups

contacts groups

The users can create groupings for various columns in the report. For example, the total number of hours and count of the users are groups. Group totals can also be put at the bottom of the groups.

Permissions

Sometimes it is necessary to restrict filters for a group of users. For example, you may not want to allow your users to change the customer of a timesheet report but it is okay if they change the date range. This option allows users to restrict certain filters to non-administrators and extranet users.

Select Filters

contacts select filters

Filters allow selection of a range of values based on given criteria. Various types of filters are supported for OfficeClip reports and vary by the category and type of the report. For example, reports can be filtered by date range, users, status, etc.

To see how to create filters, click here.

Click Save and View Report to view the report.

Editing Reports

You can edit, delete, change permissions, schedule a report, share a report and clone a report with the icons in the Actions column.

general edits

  • To edit a report, click on the icon to make the changes to the report.

  • To delete a report, click the icon, if you want to delete click OK or to exit without deleting, click Cancel.

  • To copy or clone a report, click the icon and you will see the duplicate copy of the report.

  • To change permissions for a report:

  1. Click the icon under the actions column.

  2. In the screen that pops up, you can see the access or permissions that various users have, and you can change the access by clicking the icon to the left of the username.

  3. Check the appropriate boxes based on the permissions needed and click Save when finished, or Cancel to return to the previous screen.

  4. To see the users for a user-defined role, click the icon next to the role you want to view.

Sharing Reports

Share the Reports with extranet users. Extranet users are OfficeClip users that do not have access to all the features of OfficeClip. They can only view reports in a restricted fashion (based on the filters they have been permitted to use). Shared reports can be used to empower your customers, partners, and service providers to create their reports based on the data they are allowed to access

A fine example of sharing an extranet report is when you want to share project information with your customers. They see only the information you allow them to see. To view, the Shared reports click on the general share icon shared reports icon above the list of reports.

To share reports:

  • Go to the Reports page in any application then click on the general share icon share icon of the report in the Actions column that you want to share.

  • Give a share name and select whether you want to make a public link (web link) or secured link.

  1. If web link is selected, then click on the Create Share button go to the next screen.

  2. If a secured link is selected, select the user from the dropdown with whom you want to share the document.

  3. If you want to share the document with a new user click on Add User link.

  4. Enter the details, if you want to add the name to your contact list checkmark the box in the Add to contacts option and click Save.
  5. After selecting the users, click Create Share.
  6. The users can see the URL for the share. Click on the Copy URL link to view the report.

    general reports link

  7. Copy and paste the URL in the browser. If the link used is web link, the user will have an easy access to the report. If the link shared is secured, after pasting the link in the browser the user will have to enter the login id and password to view the report.
  8. If you want the users to know about this share, checkmark the box to notify users about the share.
  9. If the outgoing email needs modification, click on the Edit Email Content link to personalize the email.
  10. Finally, click on the Done button.

Scheduling Reports

OfficeClip allows reports to be scheduled so that they can be run in the background at regular intervals (daily and weekly) and then emailed to the designated user who requested the report.

To schedule a report, do the following:

  1. Go to the Reports screen.

  2. Click on the icon in the Actions column and fill in the time to schedule the report.

  3. Type the email address of the recipient to whom the report needs to be sent and select the report format.

  4. Click Save.

  5. To see the list of scheduled reports click on the icon above the list of reports.

Report Permission

Roles and individual users can fine-tune report access permissions. To change report permissions:

  1. Click the icon under the actions column.

  2. In the screen that pops up, you can see the access or permissions that various users have, and you can change the access by clicking the icon to the left of the username.

  3. Check the appropriate boxes based on the permissions needed and click Save when finished, or Cancel to return to the previous screen.

  4. To see the users for a user-defined role, click the icon next to the role you want to view.

Shared Reports

Shared Reports shows the list of all shared reports which can be edited.

  1. Click Reports > Shared Reports

  2. It will display the list of shared reports with permissions, created date, and these reports can be edited.

  3. Click on Edit icon in Actions column to make changes to the share

  4. By clicking on the checkbox you can Activate, Deactivate the share or by clicking on the Remove button you can delete the reports from the list.

Scheduled Reports

Scheduled Reports shows the list of all the reports scheduled at predetermined intervals to be emailed to the OfficeClip users.

To check the list of Scheduled reports:

  1. Click Reports > Scheduled Reports

  2. It will display the list of scheduled reports along with the time intervals fixed, the format, created by, emailed to.

    general scheduledreports list

  3. You can also delete this reports by clicking on the Delete icon.