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Custom Report Designer

What is the Custom Report Designer

The Custom Report Designer (CRD) is a LegalHold feature with a powerful report builder that collects data from modules. You can customize each report in a simple and intuitive environment, send reports by email and store them in an FTP server. CRD lets non-technical staff generate reports, decreasing costs related to business intelligence implementation.

CRD consists of the following steps:

Create a New Custom Report: In this step, you configure which tables you want to add to the report. You can also select a subset of fields from a table.

Configure Email Details: In this step, you configure a distribution list to send an email that contains the report as a CSV file.

Configure FTP Details: In this step, you configure an FTP server to store the CSV file that contains the report.

Configure Schedule Details: In this step, you configure the report to be created periodically and to send the report to an email distribution list or/and store it in an FTP server.

You can configure a new custom report, skip any portion of the configuration if you don't have all the configuration information available, and get back later.

The scheduled task sends an email to a distribution list or stores the CSV file in an FTP server. This means that you only need to configure Email Details or FTP Details to complete the configuration. Configuring both Email Details and FTP Details is optional.

Custom Report Designer User Interface

Follow the below instructions to access Custom Report Designer User Interface:

Instructions Screenshot for Reference

To access CRD, click on Reporting > select Custom Report Designer.

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CRD contains all custom report records. You can sort the files by CUSTOM REPORT NAME or by CREATED ON (date).

The CRD user interface have the following sections:

  • Search bar
  • Custom Report name column
  • Created On column 
  • Last Run Time
  • Actions column
  • Create New button
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Create a New Custom Report

Follow the below instructions to Create a New Custom Report:

Instructions Screenshot for Reference
To create a new custom report, click on the Create New button on the top right.  
In the Report Details stage, enter the filename. Do not use special characters. clipboard_e2d207022cdf7f7fe91967518fbaa62f9.png
Note: Select another table from the dropdown list. to add more fields as needed. clipboard_e9bc306c029a8d375cf2e97e80aa61e70.png

4. To add fields to your configuration record, select a field from Available Fields and click Add.

To remove  a field from the Selected Fields, select the field and click Delete. Repeat this step as needed.

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Configure Email Details

If you wish not to proceed, click on Skip, otherwise, follow these instructions to send reports as CSV files by email:

Instructions Screenshot for Reference
 
3. Select the email addresses from the list that appears. 
Select an email address that you can access to verify that the configuration works properly and then click Add People again.
Verify that the information is correct. You can add or delete email addresses as needed.
 
4. Click Continue

Configure FTP Details

If you wish not to proceed, click on Skip, otherwise, follow these instructions to set up an FTP server. 

 

Configure Schedule Details

If you wish not to proceed, click on Skip, otherwise, follow these instructions to configure a schedule for the reports. 

As a prerequisites to schedule a task, you need to configure Email Details or FTP Details.

Follow these instructions to set up a scheduled task: 

  1. Enter the following information:

 

Edit a Configuration File

Follow these instructions to edit a configuration file. 

Delete a Configuration File

Follow these instructions to delete a configuration file. 


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on successful deletion, you will see 'Successfully deleted' message.
 

Custom Report Designer

The Custom Report Designer lets you run configuration files based on a schedule. Follow these instructions to set up the export configuration tasks:

Instructions Screenshot for Reference

1. To assign configuration files to the Custom Report Designer, go to Scheduled Tasks. Find the Custom Report Configuration and click on the pencil icon to the right.

 

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4. To run each task individually, click the icon next to each task. clipboard_ea42ddba5ff74a28e433f97402d726798.png

6. To verify that the CSV file was uploaded to the FTP server, connect to the FTP server that you configured in Configure FTP Details. You should see the CSV file generated by the task.

The CSV file contains all the records configured in Create a New Configuration Record, as illustrated in the image.

Available Tables in the Custom Report Designer

This is the list of all available tables and fields in the Custom Report Designer:

Table Matters
Fields Matter Name
Matter ID
Matter Type
Outside Ecounsel
Description
Primary Internal Contact

 

Table Notice
Fields Displayed
From Email
Notice Name
Reply to Email
Subject
Enable Reminder
Is Modified
First Sent
Enable Questionnaries
Preservation Notice
Enable Notice Approval
Notice Approved 
Sent By
Last Hold Sent Date

 

Table LegalHold
Fields Name
Number
Open Date
Priority
Status
Created On
Hold GUID
Release Date

 

Table  People
Fields First Name 
Last Name
Full Name
Middle Name
Email
Employee ID
Start Date
End Date
Job Title
Phone
Manager First Name 
Manager Last Name 
Manager Email
Manager Employee ID
Status
Organization
Department
Silent Custodian
Address
Country
City
State
ZipCode
SSO Enabled
Termination Date
Early Termination
User Name 
Application User ID
User Created On
User Modified On
User Last Login Date
Profile Name
Account Status
C-Level Executives

 

Table Preservation Notice
Fields From Email
Reply to Email
Preservation Name
Subject 
First Sent
Status

 

Table Group
Fields Name 
Number
Ignored By Sync
Created Manually
Created on
Modified On
Created By
Modified By

 

Table Recipient
Fields Internal ID
Modified On
Created on
Status
Last Notice Sent
Silent
Added Individually
Custodian Release Date
Response 
Response date

 

Note: The filter field Response status will appear under selected filed filter Response, and available only when the report type is custodian and not for people.

Available Filters in the Custom Report Designer

You can apply different filters to the configuration files. The filters depend on the fields selected. See the following list of filters:

Last sent by filter in CDR

The ‘last sent by’ filter enables the user to filter custom reports according to who sent the report lastly in CRD (Custom Report Designer ).

How to update the last sent by filter in the existing report?

Follow the below instructions to update the last sent by filter in the existing report:

Instructions Screenshot for Reference
1. From the left pane options, go to Reporting → select Custom Report Designer tab.
 
2. Select the report you wish to edit, from the list by clicking on the report name. And then click on the Filters button. Or click the Edit icon from the Actions tab.
 

3. In the ‘Filters to Apply’ pop-up window, you can choose:

  • Hold Status: Active for active holds, Released for released holds or Select All for both active and released holds
  • Last Sent By: select the person(s) for whom you want to filter

And click Save.

Note: New filter won't be displayed If a Query filter is selected, this is because the query doesn't depend on the holds data. In such cases change the query type to ‘Custodians' or use Legal Hold or Matter fields.

4. You‘ll get the report as shown under Preview Data, to save this report click Save.
Note: The report will show fields such as those selected in the Selected Fields column.
5. To download the excel report, Go to Reporting → Custom report designer → Click the download icon from the Actions tab for each report.
 

How to Create a new custom report for the last sent by filter?

Follow the below instructions to create a new custom report for the last sent by filter:

Instructions Screenshot for Reference
1. From the left pane options, go to Reporting → select Custom Report Designer tab → Click the Create New button
 

2. Fill in the fields for the Report stage as follows:

  • File Name
  • File Extension
  • Data for Export
  • Selected fields: Choose the fields required in your Preview data report from  the Available fields using the Add and Delete button

3. Click Save to save the custom report, you’ll see the ‘Filters to Apply’ pop-up window, where you can choose filters:

  • Hold Status: Active for active holds, Released for released holds or Select All for both active and released holds
  • Last Sent By: select the person(s) for whom you want to filter

And click Save again to save the filter changes.

4. Fill the Email Details stage, Fill the From field with the Email ID from which you need to initiate the mail. Click the Add People Icon to add the recipient list. And then click Continue.

5. In the FTP Details Stage, fill the fields such as:

  • FTP URL Address
  • FTP Site Username
  • FTP Site Password
  • FTP Port

And click Continue.

6. In the Schedule Details stage, Fill the following fields according to your schedule requirement:

  • Start Date
  • End date
  • Schedule 
  • Start Time

And Click Save.

How to add a group field to the people object?

Follow the below instructions to add a group field to the people object:

Instructions Screenshot for Reference
1. Go to ReportingCustom Report Designer tab. And click Create New icon.   
2. Choose People from the Data for Export Drop down list. From the available fields choose the required to selected fields.
 
3. Choose People from the Data for Export Drop down list. From the available fields choose the required to selected fields.
 
4. You can also edit the field name by clicking the Pencil Icon.
 

5. Click Save to save the changes. And you’ll get to see the Filters to Apply pop-up window.

The toggle Present group in one line appears, only when Group Name and Numbers field are selected. The toggle Make the custodians unique allows you to display the custodian's  name without duplicating. And click Save.

6. You can download the custom report generated from the Custom Reports list, by clicking the download button from the actions tab for each report.
7. Here is the sample downloaded report.


You can also verify the data by following these steps:

Instructions Screenshot for Reference
1. Go to Manage GroupsList of Groups.
2. From the list, select the group to see the data.
 

How to add search filters in legal hold reports?

Follow the below instructions to add search filters in legal hold reports:

Instructions Screenshot for Reference
1. From the left pane options, go to Reporting → select Custom Report Designer tab → Click the Create New button
 

2.Choose Legal Hold from the Data for Export Drop down list. From the available fields choose the required to selected fields.

3.If you have added the date filter, click the Pencil icon to edit and set conditions in the report as shown below:
4.You’ll get to see the Preview Data as shown:
5. Click Save to save the custom report, you’ll see the ‘Filters to Apply’ pop-up window, where you can choose filters:
  • Hold Status: Active for active holds, Released for released holds or Select All for both active and released holds
  • Last Sent By: select the person(s) for whom you want to filter
And click Save again to save the filter changes.

6.You can remove the date filter by clicking the close icon from the filter selections as shown:

 

 

 

Or click Clear All to remove these applied date filters at once. You can see the updated data under the Preview tab and click Save to save the report.

7. You can download the custom report generated from the Custom Reports list, by clicking the download button from the actions tab for each report.

 

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