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To view or make changes to an Employees ReportBuilder report for which there is a previously saved report format, complete the following steps:
This page contains date range selections, as well as a list of any saved report formats to which you have access.
In this context payroll records are "Payroll Group Status History Records" as entered using the Human Resource module's Staff Information or Payroll Status features. An active payroll record means that the start or end date of the employee's payroll group status history overlaps with the report period at some point.
To create a new report for which a format has not yet been saved, or to view a single-use ReportBuilder report, see Generating a New ReportBuilder Report.
Only the user who originally saved the report format and individuals who can save reports for all staff can modify or delete that format. Others can save modified report formats under a new name, but cannot apply changes to the original format.
To view a report using the selected report format without first modifying the settings of that format, leave the check box unchecked and continue with step 6.
When working with the report data, please keep in mind that:
→ The report shows the values for each characteristic as of the date on which the report is generated. For example, if an employee's marital status on his or her date of hire was "Married," but it has since changed to "Divorced," the report shows him or her as divorced, even when the report is run with the date range set to include the employee's hire date.
→ When the report includes multiple value characteristics (those with an asterisk next to them on the initial Report Options page), the individual detail for each employee includes a list of the characteristic values separated by commas. Additionally, because each employee may have more than one value, the summary table totals information for any multiple value characteristic may not add up to the total number of employees.
→ When a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page, while the rest of the report detail is viewed. This enables you to view the column labels, even when scrolling down the page. Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page.
→ Show/hide individual detail or summary table content - In some cases you may have chosen to include an employee characteristic in the report for filtering or grouping purposes, but do not necessarily want to see the associated individual detail. Likewise, you may choose to include percentages or totals for summary tables but not want that information shown for all of those tables. In such instances, you can adjust which table columns are displayed on the report page, as well as whether individual detail is shown or hidden. To do so, click the show/hide icon to the left of the table you would like to alter.
The Column/Row Display pop-up for that table is displayed, an example of which is shown here:
Check or uncheck columns for that table as needed, and/or uncheck the row display "Details" option to hide individual detail completely (leaving "grouped on" data/cells and subtotal footer rows, if applicable). Checked columns/rows are displayed, unchecked are hidden.
The option to hide individual detail rows is only available when grouped on/footer options have been selected under "Individual Detail" on the Report Options - Continued page.
Showing/hiding columns and/or rows of individual detail or summary tables does not impact the contents of the Excel File version of the report data.
→ Sort individual detail or summary table contents - Click the heading of any table column to sort the table contents by that characteristic. Click that heading again to reverse the sort order. To sort by a secondary characteristic, press <SHIFT> and click on the second column heading.
When "Grouped On" has been selected as an individual detail option under report settings, sorting is NOT available.
When sorting is used, an ↑ or ↓ arrow next to a column heading indicates that the table data is being sorted using that column. The direction of the arrow indicates whether the sorting is in ascending (↑) or descending (↓) order. In this example, the table is being sorted alphabetically by client name from A to Z.
Changing the sort order of an individual detail or summary table overrides any sorting for those tables specified in the report settings or in a saved report format. However, such changes do not impact the contents of the Excel File version of report data, nor are they saved when a report format is saved.
→ Print the report - To do so, click File on the Internet browser's menu bar and select Print. Adjust the printer settings as necessary, and then click Print to complete the printing process.
→ Export the contents to Microsoft Excel - To do so, click the Excel File link at the top of the page.
The process of viewing an existing ReportBuilder report is now complete.
Individual detail report options and/or summary table selections must be set before the report can be generated. For more information on using the various demographics report options click here.
To view the modified report without saving the settings changes, skip ahead to step 16.
If the selected report format is one you originally created, or if you have the ability to save report formats for all users, you also have the option to delete the format entirely at this time. To do so, click DELETE REPORT FORMAT then complete the process by clicking OK on the confirmation dialog box that is subsequently displayed.
Only the user who originally saved a report format and individuals who can save formats for all users can modify that format. Others can save modified report formats under a new name, but cannot apply the modifications to the original format.
If you do not have the authority to modify the report format and you did not change the report format title before clicking save, you will be prompted to do so now.
The Report Options - Continued page is re-displayed.
When working with the report data, please keep in mind that:
→ The report shows the values for each characteristic as of the date on which the report is generated. For example, if an employee's marital status on his or her date of hire was "Married," but it has since changed to "Divorced," the report shows him or her as divorced, even when the report is run with the date range set to include the employee's hire date.
→ When the report includes multiple value characteristics (those with an asterisk next to them on the initial Report Options page), the individual detail for each employee includes a list of the characteristic values separated by commas. Additionally, because each employee may have more than one value, the summary table totals information for any multiple value characteristic may not add up to the total number of employees.
→ When a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page, while the rest of the report detail is viewed. This enables you to view the column labels, even when scrolling down the page. Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page.
→ Show/hide individual detail or summary table content - In some cases you may have chosen to include an employee characteristic in the report for filtering or grouping purposes, but do not necessarily want to see the associated individual detail. Likewise, you may choose to include percentages or totals for summary tables but not want that information shown for all of those tables. In such instances, you can adjust which table columns are displayed on the report page, as well as whether individual detail is shown or hidden. To do so, click the show/hide icon to the left of the table you would like to alter.
The Column/Row Display pop-up for that table is displayed, an example of which is shown here:
Check or uncheck columns for that table as needed, and/or uncheck the row display "Details" option to hide individual detail completely (leaving "grouped on" data/cells and subtotal footer rows, if applicable). Checked columns/rows are displayed, unchecked are hidden.
The option to hide individual detail rows is only available when grouped on/footer options have been selected under "Individual Detail" on the Report Options - Continued page.
Showing/hiding columns and/or rows of individual detail or summary tables does not impact the contents of the Excel File version of the report data.
→ Sort individual detail or summary table contents - Click the heading of any table column to sort the table contents by that characteristic. Click that heading again to reverse the sort order. To sort by a secondary characteristic, press <SHIFT> and click on the second column heading.
When "Grouped On" has been selected as an individual detail option under report settings, sorting is NOT available.
When sorting is used, an ↑ or ↓ arrow next to a column heading indicates that the table data is being sorted using that column. The direction of the arrow indicates whether the sorting is in ascending (↑) or descending (↓) order. In this example, the table is being sorted alphabetically by client name from A to Z.
Changing the sort order of an individual detail or summary table overrides any sorting for those tables specified in the report settings or in a saved report format. However, such changes do not impact the contents of the Excel File version of report data, nor are they saved when a report format is saved.
→ Print the report - To do so, click File on the Internet browser's menu bar and select Print. Adjust the printer settings as necessary, and then click Print to complete the printing process.
→ Export the contents to Microsoft Excel - To do so, click the Excel File link at the top of the page.
→ Save the format of the report for future use if you have not already done so - To do so, click the Internet browser's Back button to return to the Report Options - Continued page, and then complete steps 12 through 15 above.
The process of viewing or updating an existing ReportBuilder report is now complete.
