Reporting

Overview

In this video, you will learn how to work with reports.  We will look into Projects application reports, creating and editing reports, viewing existing reports, and adding reports to a desktop.

Transcript

In this video, you will learn how to work with reports or known as reporting. The reporting purpose. "TeamDynamix has easy-to-use reporting capabilities "that have features available "across all three interfaces of the system. "Most report creation management is done "in the TDNext interface. "There are reports about time, resources, assets, "tickets, projects, and other types of work. "These pull real-time information from a report source "which is a data type coming from a single application." Please note "each application is a separate report source." So let's take a look at how this will impact our training. We will today look into Projects and Workspaces application reports, creating and editing reports, viewing existing reports, and last but not least, finish up by adding reports to a desktop. As you can see, we are back in our TDNext application, and we are now either hovering over to the applications menu and select Projects and Workspaces, or as it is already open in my environment, let's go ahead and select Projects and Workspaces here. There we go. All of our reports are listed here nicely in, within this folder. So let's go ahead and create a report. As you can see, there's many ways to view existing reports, and we'll look at those one more time in just a few minutes, but let's go ahead and start with our first one first. So for my main desktop, all I'm going to do is select plus new report, and the source for this report is a project report. And then you are asked to fill out an intake form on this report, so let's call this Stale Project Report. I'm simply trying to figure out which of my projects have not been updated recently, so I'm going to type this into a section here. Projects not updated, updated within the past two weeks. We go, and now we need to define some columns we would like to see. These are the default columns that are displaying here. I don't need item type. I don't really need percent complete. I do need the manager. Don't need a start and end date, estimated hours, So I'm removing anything that is really not applicable. What I would like to do is I would like to actually use this drop down menu and add the status state. Utilize down below here and use the status comment here 'cause I wanna see what this person was adding. The very bottom, there we go. And then depending on the field that I'm selecting, that'll give me some aggregation, some display format functionality. If you're not sure what any of these attributes or fields alphabetically or not alphabetically mean, always select the big blue help text button. It'll give you the description for each of these fields. Now, apart from selecting the column, the next thing I would need to do is, I'm not adding more fields, so we are ready to do a filter. Why do I need to do a filter? Because if we don't tell TDNext to filter by projects, it's going to throw every project at you that you are part of, right? And sometimes you don't want to get closed projects. You might just wanna use active projects. Let's use the active flag to say, "Yes, "give me all projects that are active "where the operator equals active." Also, we need to tell it now, right, what makes a status stale? It's the status, the status filter here, status state, oops, I'm sorry, a little further down, status state is less than the run date minus two weeks. There we go. I do not need any additional filters. So we are doing these two statements. I can add additional filters by applying additional syntax. Currently, we're just using an and statement between item number one and number two, but technically you could even, you know, more, more advanced, more advanced filters in place if you like, especially if you're using or statements. You can filter yours by saying by status state is in descending order, all right, you could change that. You can just leave it as is. You can change the maximum rows to retrieve for this project report. I'm not part of a ton of reports or projects so it won't be 500 here. Choose a reports folder. Do you have maybe a specific folder you've created for your organization? Maybe there is some type of a PMO folder you'd like to create, right? So you can just say PMO folder, and we're going to leave it as is. It's visible to everyone who's got access to this project management application or me and these groups, done. I'm adding it to folder. By the way, if you don't add a project to a folder or a report, it'll automatically add it into one of these default folders. It's a project report. I'll just add 'em in here. Also let's say the visibility of this report, Is it just me, everyone with this project management application or only me and the people in the group? I don't really care if anybody sees my reports. I'm just  going to say people. Everyone's got access to it. You can then add a chart, bar graph horizontal, line graph, pie chart. I'm just going to use a pie chart for now 'cause I think it's most appropriate. You'll notice there's different charts for use for different parts. So I'm going to select the name. It's the name of the project, and by the way, you see it down here, the legend. The value, I did not add a percent complete sum. I'm going to go back up to the top, add a percent in numerical values, so let's do percent complete real quick. And here's the thing you'll notice with building reports, there'll often be times where you might need to go back and adjust some of the fields and settings to display everything, what you'd expect to see. If we were to push this report out to a desktop, should it come up in a grid view? Sorry, in a chart view like here? So switch it to a chart. We're in a grid view. I like the chart view. Also, one of the powerful features about the report or any report in TDX's email delivery, it allows you, by selecting at, to define an interval during which the system will run this report for you, daily, weekly, monthly, and then send it to you via email in any format that you desire, an Excel, PDF, HTML. For instance, you have an external customer, and you want them to receive a particular report. You know, you don't have to add them to TDNext. All they have to be is have a student, student that is, a student or a customer or a client user that is part of this listing here. Select save. Actually, I do not want to get an email so I'm just going to select, not even going to mark this active, select the save. There we go, I'm sorry, the recipient is required, so we're going to go ahead and close this out. And then once you're finished creating this report, simply select save and run and let's take a look at what we've created. Alrighty. Look at these three project, and who's the culprit here? It's Serkan, Kris, and Gabriel. Us three have not updated our projects in the past three weeks. That's not good, right? But that's basically what this report will bring to light. You know, you'll see exactly all the things that have been done here or have not been done in that sense. So you can run the report at any point in time, refresh it. You can go to the Project Reports folder. You know, there is a report here. I've added mine in the PMO folder, so Stale Projects Report. I can go in here and select Actions. I can actually delete my report. Please note only the project, sorry, the report's manager or the person who created the report can delete the report. Even if I was to share this with other people, only one single person can be the owner of a report, and only that person can delete it. But let's say, you know, with Gabriel, my colleague, I've shared this report. Gabriel could go in and then copy my report and create a replica, use mine as a template. That's certainly capability. Let's say there's something wrong you'd like to change. You can always edit the report by selecting the edit button and then come down here and make adjustments as needed. All right, you can add the name, you can add the values here, but please note, I've created the project report in the projects and workspaces application. If I'm more of a PMO director or director over my department, I want to seek across projects, even projects that I'm not part of, then there is another application and you would go to, to create this report in, and that's what we call the Analysis application, which is basically an application down here under the Analysis app. And again, you have to be an enterprise user to be able to run reports across your organization. Now let's say I'm finished with making the adjustments as needed, right? I saved my report, there we go, perfect. I can also go from here and look at other reports, out-of-the-box reports, status reports we were looking at that earlier. You know, you've seen, there's a one-projects report for all the projects that Serkan is managing. There we go, here are my projects. Since this is, again, my project, I can, or report, I can go in here and make edits as needed. And this is basically the report builder. So fairly simple, it doesn't require any type of SQL knowledge or anything like that, but let's say now I have to create a report, right? I don't always want to be just going to the My Work application or go to the Analysis application to look at all my reports. I want to look at it from a centralized view the moment I log in. How do we do that? Let's go back to our first session. This is what we call Desktops. So the report that I've just created, right, I would like to, I can either go in here. I can say change the report. I can say change the view of this report. Maybe I don't even want to have the last status comment in here, just percent complete, right? Maybe I don't want it to be in a grid, in a chart. I want it in a grid view. I'm going to run it one more time. There we go, it looks nice and cleaner. 'Cause you know, the more fields you add in here, the more condensed it will look like on your main desktop. So what we would do here now is select the main desktop, select the PMO or Project Management Desk, so we've created. Select the edit button. And then from here, select the Projects and Workspaces app. And let's scroll down until we could technically search for the report here as well, but let's try to find it, and here's the report. It has a gray little bar across or half line that I can now take here, drop into this view, select save, exit out, and then refresh, and here's our custom report, voila. You know, we've gotten all the way around from desktops to working on projects, submitting project requests, all the way back to assigning or to adding our Stale Project Request Report here on our main desktop. This also concludes our PMO project management training. As usual, please let us know if you have any questions. Thank you all for joining us, and have a wonderful day.