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Tutorial - Reports for Designers

Types of Users

There are two kinds of users:

  • Viewers, who have the following rights:
    • Viewing the reporting module
    • Viewing reporting dashboards, widgets, or folders for which they have permission and have been shared with them
    • Cosmetically interacting with dashboards or widgets
    • Downloading files for dashboards and widgets
    • Receiving scheduled reports (users who want to get schedule reports must have view-only rights for reporting)
    • Modifying any of the dashboard & widget filters that have been made available to them by the owner of the dashboard (these changes are stored locally unless an Owner makes a change, republishes it, and refreshes and the Viewer refreshes as well)
  • Designers, who have the following rights in addition to Viewer rights:
    • Creating new dashboards and reports (in which case they become the owner of the dashboard)
    • Modifying or deleting an existing report
    • Duplicating an existing report
    • Modifying the orientation/layout/structure of widgets within the dashboard
    • Modifying view permissions for dashboards

Owners can modify the report and push updates to other users by republishing the dashboard.  All other users viewing/designing the dashboard must refresh on their end as well in order to see the changes the owner has made. An owner can explicitly give other users designer or view-only rights to their dashboard. A user's security permission for reporting is is limited by the type of user he or she is. For example, a view-only user (by system permission) cannot be given designer rights to a dashboard, but a designer user (by system permission) can be assigned as a view only or designer user to a specific dashboard.

Everything in this tutorial pertains to Designer users. 

Dashboards

A dashboard is collection of graphic reports or widgets based assembled by a designer to display quantitative data.  The designer that creates a dashboard becomes the dashboard’s owner. Each dashboard can have only one owner.

Creating Dashboards

To create a dashboard:

  1. In the left pane of the Business Intelligence or Reports tab, click the plus sign next to Dashboards heading and select New Dashboard.
  2. On the New Dashboard dialog box, select the Data Set to which you want to connect and type a name for the dashboard in the Title field. This name will appear at the top of the dashboard and in the dashboards list.
  3. Click Create.
  4. In the New Widget area, click the Select Data button and select a widget to place on the dashboard. Change the way the data is displayed on the widget by selecting the type of chart on the left side of the widget.
  5. Click Create.
  6. Add more widgets as necessary.

In order for other users to see your dashboard, you must share it with them. In order for a dashboard or report to show up on the report lists in the Setup tool and portal panes, you must share it with the TeamConnect Business Intelligence administrator account provided to you by Mitratech. 

Sharing a dashboard

A dashboard owner (i.e., the creator of the dashboard) can share a dashboard that they have created with other users that have view and design permissions. When a dashboard has been shared, a   shared dashboard icon appears in the list next to the dashboard.

When you share your dashboard, you can configure periodic email notifications containing the dashboard inside the email's body to your dashboard's recipients.

Note: In order for a dashboard or report to show up on the report lists in the Setup tool and portal panes, you must share it with the TeamConnect Business Intelligence administrator account provided to you by Mitratech. 

To share a dashboard:

  1. In the heading of your dashboard, click the   Share button, or in the Dashboards list, select > Share for the dashboard you want to share.
  2. Enter the emails or groups of users with whom to share the dashboard. Selecting Everyone specifies that this dashboard is shared with all users and user groups. The contact information of the people you add is listed in the center of the window and is displayed the next time you open this window. If a person does not have an account, they will receive a link that guides them through the activation process.

    Tip: Share the dashboard with groups, when possible, instead of individual users. New users who are part of the group will then have access to the dashboard automatically, and you won't have to add each new user individually.
     
  3. In the dropdown menu next to each user/user group, select whether the user Can Edit the report or Can view. Note that if the user is designated as Can Edit, the user only can change the report for that user; the owner and other recipients do not see those changes.
  4. Toggle the    Email Reports button next to each user/user group on/off to define whether the user receives scheduled email reports of the dashboard.
  5. Click Save.

    Note: Do not use the Dashboard URL field at the bottom.

After sharing a dashboard, the Share button changes to Re-publish.

Modifying Shared Dashboards

Dashboard recipients can edit the dashboard if the owner grants them permission, but the changes they make in the dashboard do not affect the owner’s or any other recipient’s copy of the dashboard. The recipient's changes are automatically performed on a separate copy of the dashboard to which only they have access.

To revert to the owner’s latest shared copy of a dashboard, right-click the dashboard's name in the Dashboards list in the left pane and select Restore Dashboard.

When you share a dashboard that's contained within a folder, the dashboard is shared using the same structure, in the same folder. 

Scheduling reports

After you share your dashboard, you can schedule periodic email reports containing a static version of the dashboard that recipients can click to access the dashboard or PDFs containing images of your dashboard.

From your dashboard, you can configure how many emails the Scheduler sends and when.

To test how the report is to be displayed to your shared users, in the Shared Dashboard window, click the Send me a report now link, which generates an email report sent to your email address immediately.

Note: In order for reports scheduling to work correctly:

  • Sisense email functionality must be enabled.
  • Recipients must be an active TeamConnect user, have at least View-only reporting rights, and a unique email address on the reporting server.

To schedule email notifications:

  1. In your dashboard, click the Share icon to display the Share window.
  2. In the Shared Dashboard window, click the   tab.
  3. Select the type of report you want to send. 
    • Email Report: The email report is attached as an image file.
    • PDF Attachment: The email report is attached as a PDF. You can define how the dashboard is to be displayed in the PDF through the PDF Report Settings page by clicking Edit/View PDF Report
  4. In the Schedule area, select the frequency for sending email notifications. 
  5. Click Save.

Publishing Dashboards to Recipients

When an owner modifies a dashboard, the dashboard is not automatically updated for recipients. The owner of a dashboard must publish their updated dashboard to update the dashboards of their recipients, and the dashboard recipients must refresh the dashboard before any of the owner's changes are applied.

To publish a dashboard to your recipients, do one of the following actions:

  • In the heading of your dashboard, click Republish.
  • In the Dashboards list, right-click the dashboard's name and select Republish.

Unsubscribing a User from a Scheduled Report

To remove a user from a scheduled report so that the user stops getting email updates about the report:

  1. In the heading of the dashboard, click Republish.
  2. Click the Click to unsubscribe from email reports icon on the row of the email address or group name.

  3.  Click the Republish button.

Updating a Shared Dashboard

When a recipient modifies a shared dashboard, those changes remain local unless the recipient updates their dashboard to match the dashboard of the owner. If the recipient updates their shared dashboard to match the dashboard of the owner, any of their local changes to the dashboard are overwritten. It is recommended that recipients save any local versions of a shared dashboard as a new dashboard before updating a dashboard.

To update a shared dashboard:

  1. In the heading of your dashboard, click Restore Dashboard, or in the Dashboards list, right-click the dashboard's name and select Restore Dashboard.
  2. Click YES to confirm that you want to update the shared dashboard.

Changing Ownership of a Dashboard

The owner of a dashboard can transfer ownership of the dashboard to an Admin or another Designer. Transferring ownership of dashboards can be useful when the original owner leaves your company and you do not want to lose their dashboards. When you transfer ownership, the dashboard remains as a shared dashboard within your Dashboards list, and you become a dashboard recipient. As a dashboard recipient, you are limited to how you can modify the dashboard as described in the section Working with Shared Dashboards.

To view ownership details for a dashboard, hover over the dashboard in the Dashboards list.

To transfer ownership of a dashboard:

  1. In the heading of the dashboard, click the Share button, or In the Dashboards list, select Share for the relevant dashboard. The Share window is displayed.
  2. In the Share dialog box, enter the name of the Designer to whom you want to transfer ownership.
  3. In the User Privilege list of the user you want to make an owner, select Make Owner.
  4. Click Save and OK to confirm that you want to transfer ownership to the user.

Creating Folders

Folders are organizational elements only for categorization of the dashboards.

To create a new folder:

  1. In the left pane of the Reports tab, click the plus sign next to Dashboards heading and select New Folder. The folder appears in the left pane with the title New Folder
  2. To change the name of the folder, click the title and type the new name, and click the green check mark to save.
  3. Drag and drop dashboards to move them into a folder.

Widgets

This section pertains only to Designer users.

Adding Widgets to a Dashboard

The Widget Wizard automatically guides you through a very simple process of creating a widget, while offering the best recommendations for displaying the data that you select. However, if you want more control over your widget's appearance and behavior, click the Advanced Configuration option in the bottom left of the wizard to access a rich variety of additional design options.

To Add a Widget to the Dashboard:

  1. If this is your first widget, click the Select Data button. 
  2. In the Data Browser, select one of the fields (columns) from this ElastiCube assigned to the dashboard. If you already have widgets in your dashboard, then click the + Widget button.
    Note: To select data from a different ElastiCube, click From on the right side of the New Widget window and select an ElastiCube.
  3. Type a title to your widget in the Add Title text box. Choose a descriptive name for your widgets to make them easily identifiable in TeamConnect for portal panes or block embedding.
  4. In the Data Browser, select a field to add to your widget. The field that you select is automatically displayed in a suggested widget. When only a single numeric field is selected, it is displayed as an Indicator widget. A single descriptive field is displayed as a Pivot widget. 
  5. Select more fields to add more fields to the widget. As you add fields, the relevant options are displayed as buttons to the left of your selection. The fields that you select are listed across the top left of the wizard.
  6. Click each visualization button to display the selected fields in that visualization.
  7. When you have finished creating your widget, click Create. The widget is added to the dashboard.

Note:

  • The best recommendation for your widget design is normally provided, however, if you want more control, you can click the Advanced Configuration option on the bottom left of the window to provide a rich variety of additional design options.
  •   Pivot reports can have a maximum of 3 columns and 20 rows and values.

 

Configuring Widgets

Adding a Widget Filter

To add a widget filter:

  1. Open the widget as described in Adding Widgets to a Dashboard.
  2. Click the Filters tab in the Widget Designer.
  3. The Filters panel is displayed showing the filters defined for this Widget. Click the Add Filter button to display the Data Browser, which lists the fields in the ElastiCube.
  4. Click on a field in the Data Browser to add it as a filter. You can define multiple filters, each for a different field. These filters have an AND relationship between them. Each filter that you define appears on the Widget Filters panel on the right enabling you to easily edit it if needed. The procedure for defining a Widget filter is similar to the procedure for defining a Dashboard filter. The difference is that the widget filter only affects its hosting widget, and is accessible only via the widget designer, not directly from the dashboard.

Creating and Editing a Formula for a Widget

The Data Browser enables you to define formulas (freeform expressions) that define the values and filters of a widget.

To define a formula:

  1. Open the Formula Editor in the Data Browser. The Data Browser then changes to display the Formula Editor, which has two tabs:
    • The Data Browser tab provides fields to choose from.
    • The Functions tab lists the functions that you can include in your formula by selecting them. You can read a description of each function in a tooltip by hovering over it.
  2. Define the formula as follows:
    • From the Data Browser tab, select one or more fields.
    • From the Functions tab, select the required functions.
  3. Type in the required parts of the formula. For examples, see Formulas Based on Criteria and Conditions, and Functions to Build Formulas.
  4. Click OK.

To edit a formula, right-click the formula and select one of the following from the context menu:

  • Rename: Rename the formula, for example, give a name that represents a real-life task or expected result from the formula, or include in the name filters that you have added to the formula.
  • Filter: Add filters to the formula.
  • Type: Change the default aggregation method, for example, from Sum to Average.

For more information, see Reporting Formulas.

Configuring Tabular Widgets

To configure a tabular widget with columns:

  1. Click the Edit icon in the upper right hand corner of the widget.
  2. In the left pane in Edit mode, select which columns to display in the widget.
  3. In the right pane, click Design to set properties such as borders, column width, colors, word wrap, and page size. 
  4. Click Filters to configure properties for filtering the data that appears in the table. The procedure for defining a Widget filter is similar to the procedure for defining a Dashboard filter. The difference is that the widget filter only affects its hosting widget and is accessible only via the widget designer, not directly from the dashboard.
  5. Sort columns in ascending or descending order by clicking the arrow in the column header.

Adding Links to Widgets

Designers can configure a report to have "click-through" links that lead directly to the TeamConnect record. 

To configure a report to include links to records:

  1. Navigate to the report and click the Edit (pencil) icon.
  2. Make sure that the Primary Key field of the object that that will contain the link is visible in the widget in order for the script to find it and link it.
  3. Click the Options icon and select Edit Script.
  4. Add the following lines to the report script:
widget.on('ready', function(se, ev)
{ prism.createDrillDown(widget, "<LinkedColumnName>", "<PrimaryKey>", “<ObjectID>", "_<location>", "<TeamConnectURL>"); }
);

Where :

<LinkedFieldName> is the field/column in the widget that you want to link to the individual TeamConnect records. 

<PrimaryKey> is the Primary Key field of the Object that the link is added to. (Note: when using the Aggregation option, An Primary Key field requires "Total"  appended to the beginning of the Primary Key name. For example, instead of Contact Primary Key, you would use "Total Contact Primary Key.")

<ObjectID> is the object ID of the Object that the link is added to.

<location> is where you want the information to opened:

  • "_parent" opens the linked document in the parent frame
  • "_blank" opens the linked document in a new window or tab

<TeamConnectURL> is the URL of the TeamConnect instance

Note: Do not use "_self" as the target. If the target is set to "_self", the link on the report will not open the record.

For example, your script may look like this:

widget.on('ready', function(se, ev) 
{ prism.createDrillDown(widget, "Project Name", "Account ProjectID", "DISP", "_parent","http://company.teamconnectURL.com:9005/TC_Instance"); 
);
  1. Save the script. Do not click Apply as the script will not save correctly.
  2. Refresh the browser. The step is necessary in order to save the script correctly.

Note:  Only a field that has unique values can be used to identify the proper record on a click through link. When creating a click-through link via scripting on a report, do not have the link appear on values that are non-unique.

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