Custom reports are available on Insights Pro service level.
Custom reports functionality allows you to create tabular reports using the same rule sets as in worktime integrations. A rule is created for the report, which defines what information is extracted into the report table.
You can read more about defining rule sets here.
Shared report access rights
A new report can be created by a user with "all higher-level rights" in the worktime role. Basic users cannot create rule sets that define the behavior of a report, but basic users can view shared reports after a user with the necessary rights has created a rule set to be used for reporting and set it to published. Before the report is published, only admin users can see the report in the menu. This allows you to view the report before it is made visible to everyone.
When someone takes out a published report, they can only select the users whose information they have permission to view. For basic users, this usually means only the user themselves and any subordinates they may have.
Although the people selected in the report are limited by the rights of the report recipient, the information displayed for each person in the report is completely based on the definitions of the rule set. Rule sets can also be used to extract some sensitive information (for example information related to sick leave). If the customer environment does not otherwise allow users to see such information about another person, care must be taken to ensure that this report does not reveal it either.
Report configuration
Custom reports can be configured in Worktime > Administration > Custom reports.
The page shows a list of existing custom reports. You can add a new report by clicking the Add button. In the report table, there are buttons next to the rows to edit the information of an existing report (magnifying glass) and to delete the report (trash can). The report category determines whether the report is displayed under worktime or projects.
Listing of existing reports:
The report editing view looks like this:
Name is the name given to the report and it shows as headline for the view.
Desctiption is optional text describing the report's functionality that is displayed in the report menu to the users. This does not affect the actual functionality of the report.
Category Defines under which category the report will be shown. This only affects navigation, as the contents of the report is based on the report rule.
Rule Defines the logic by which data is extracted and grouped. See separate instructions for more information. Once the rule is saved, you can use the preview button to see its results by selecting a time period and target users. Columns are extracted by their original names, unless the query extracts them by some alternative names.
Published defines, whether the report is visible to basic users or only to the administrator.
Reporting view
Once the administrator has published the report, it will appear under the desired report section for use.
Example of the Work Hours > Reports view when a modified report named 'Etätöiden osuus töistä' has been added to the system and set to published:
After selecting a report, the following view always opens:
The Configure button is only displayed if the user has permission to change the report settings.
Once the user has selected a time period and users and clicked "show report", a new report run will start. At this point, the person can wait for the report to complete or leave the page and return to view the completed report later via the history view.
It may take a while to start the report execution if the system has many other background runs already in the queue. There may also be additional delays in background runs during update and maintenance times. You can read more about these times here.
The history link allows you to view previous report runs. The page only shows reports from the user logged in. Administration has the ability to view reports taken by users via the service log.
The custom report can be viewed directly in the browser or it can be downloaded as an Excel file. The Excel file can also be sent by email in this view. Reports are stored in the system for the same length of time as service log entries. You can read more about the service log here.
Example of a custom report
An example report; We want a report that shows how much time has been recorded in total with different event types. The rule for the report is set to:
SELECT
concat(ud.firstname, ' ', ud.lastname) as 'käyttäjän nimi',
usd.activitytypename as 'Tapahtumatyyppi',
concat(
printf(
'%02d',
cast(
SUM(amount) / 3600 as int
)
),
':',
printf(
'%02d',
cast(
(
SUM(amount) % 3600
) / 60 as int
)
)
) AS 'Aika'
FROM
usersalarydata as usd
INNER JOIN userdata as ud ON usd.userid = ud.userid
WHERE
compensationType = 'markedTime'
GROUP BY
ud.userId,
usd.activityTypeId
When the generated report looks like this:
More examples of rules for cutom reports can be found here.