Creating reports

Reports is an app in Diligent One. You can use this topic to learn how to create reports and become familiar with the report building workflow.

How do I create a report?

You have two options for creating a report:

  • create a new report
  • copy an existing report or report template as a starting point

The best option to choose depends on your requirements and the availability of an existing report or report template that matches your needs. After you create a new report, or copy an existing report / report template, you can follow the report building workflow in Report Builder to customize the report, as necessary.

Report building workflow

The report building workflow is visualized sequentially from left to right in the tabs of Report Builder. The tabs illustrate the different phases that comprise of the report building process:

Tab Description
Report saves the report, reverts changes made to the report, or deletes the report
Data defines the fields and filters that will be displayed in the report, and the layout of the report
Charts helps you build visualizations based on the report data
Related Content

specifies relationships between the report and other reports

Note

This tab is only available if you select Co-Display or Drill Through option under Analysis Style in Report Builder.

Design helps you verify the design of the report prior to publishing, and apply any additional formatting as needed
Publish saves the report as a draft or activates the report to make it available to the appropriate people, and defines how the report can be shared and distributed to others

Field classifications

All field types in Reports can either be classified as a Dimension, Metric, or Date:

Dimension fields

All text fields are automatically classified as dimension fields. Aggregations on these fields are limited to Count and Count Distinct.

Dimension fields retrieve character-type data, which typically serve as the basis for analysis in a report.

Metric fields

All numeric fields are classified as metric fields, and have the full range of aggregations available to them.

When used as filters, metric fields do not allow for prompts, as there are generally too many possible values available. However, metric fields do have slider options available to allow users to easily define ranges.

Date fields

Date fields display a date in the format specified in your user profile. Aggregations on these fields are limited to Count, Count Distinct, Max, and Min.

Previewing data in reports

Using the Data tab in Report Builder, you can preview data as you build your report.

Filter panel

If you have included filters in your report, you can open the filter panel , located on the right-hand side of Report Builder next to Columns, to restrict the amount of data in the preview. The values you apply here are only used to adjust the preview and not the final report output.

Report Data

The Report Data section in Report Builder allows you to view and customize the display of data in the report, and includes the following options:

Option Description Remarks
Active Row Limit restricts the number of rows returned in the report

The active row limit is inherited from the Diligent One data source connection, but can be restricted further per report.

This setting controls the report preview on the Data tab (if the Active Row Limit is less than the Preview Row Limit), and the final output of the report.

Show Duplicate Records removes the 'DISTINCT' clause from the SQL query Data that appears multiple times will display in the final report, rather than being filtered out from the display
Auto Refresh builds the report with dummy data rather than displaying the actual data after each field addition
  • If Auto Refresh is turned off, you can manually refresh the report after making adjustments by clicking Refresh Report in the lower-right corner of Report Builder.
  • If Auto Refresh is turned on, you can view the number of rows in the report and the time taken to return the report preview in the lower-left corner of the preview window.
Note

Turning on Auto Refresh significantly increases the time it takes to build a report. To enable faster performance, keep Auto Refresh turned off.

Preview Row Limit controls the number of rows displayed in the report preview The preview displays either the Active Row Limit or the Preview Row Limit (whichever is the smallest).

Draft and activated reports

When you first create a report, the report is a Draft. Draft reports are reports that are currently being edited. When you are ready to publish your report, and make it available to other people, you can save and Activate the report.

Report Admins and Report Writers

Report Admins can view and edit any draft report. If a Report Writer creates a draft report, and a Report Admin accesses the same report, the Report Writer will no longer be able to view the report in the Browse page.

The last person to edit the draft report is the owner of the draft report.

Editing reports

When you edit an activated report, the report is automatically cloned to create both a draft and an activated version. Each report can only have one draft and one activated version at a time.

While you edit the draft version, other users can still view the activated version of the report. However, they cannot edit the activated version.

After you have finished editing the draft version of the report, you have the option to:

  • Save replaces the currently activated report with your updated version
  • Save As saves the report as a second copy and retains the original activated version of the report
  • Undo Changes deletes the current draft version of the report and returns you to the previously activated version
  • Delete Version deletes the current draft report
    Note

    If the report was previously activated, the activated version is still retained.

Multiple users editing the same report

Multiple users can work on a draft report simultaneously, however, this may cause conflicts. To avoid this scenario, it is best to create a copy of the report and make any necessary changes.

Viewing detailed report information

Detailed report information is available by opening an existing activated / published report and clicking Details. Report information is organized within the following tabs:

Tab Description
Report Details

contains the following detailed information about the report:

  • report name and description
  • when the report was last updated, and by whom
  • the number of times the report was run in total
  • the number of times the report was accessed within the last 30 days
  • the report's folder and subfolder
  • the data source (Diligent One) and View that is generating the report output
  • how people can access the report
Columns

contains information about the fields used in the report

Tip

You can select individual fields to view detailed information, such as the data type.

SQL Statement

contains SQL information associated with the report and allows you to export the query to a .sql file

Note

Only Report Admins can view the SQL information for a report.

Database caching

Reports uses a 20-minute database caching process in all regions.

Once you create and save a draft or an active report, report data is cached in the database. Subsequent modifications to the report loads data from the cache.

To invalidate cached data in reports, you need to do one of the following:

  • Go to Launchpad and return to Reports
  • Sign out of Launchpad, sign in to Launchpad, and access Reports