Reporting Guide (New UI)

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Standard Reports

  • Nearly every screen in Workforce Link can be exported as a report
  • The Other Reports link on the dashboard has reports that you can run as-is, or that can be customized to your specifications image1.png
  • Select the ‘Menu’  button in the top left
  • Select the my info icon image12.png then navigate to My Reports to review all the available report subjects (i.e. Payroll Reports, Time Reports, HR Reports, etc)
  • Select the report that most closely meets your needs

image22.png

  • If the default report is sufficient, it can be exported as-is by selecting the image19.png button on the right then clicking ‘Export’ image17.png
  • Most reports can be exported in CSV, Excel, PDF, HTML, XML or Text formats
    • Use the dropdown to select the format you’d like to export the report into
    • Select image34.png  image42.png

 

Customizing Reports

  • Standard reports can be customized using filters or by adding/removing columns. Each section below covers utilizing filters

Filtering by individual columns:

  • By default, most reports will have a filter assigned to only display “Active” employees, you will see a filter on the right image21.png with “1” listed
  • To also filter by  a specific column, click the filter icon
    • Click the tab ‘Column’ to review all the available columns to filter by
      • The dropdown on the left has the filter options image40.png                                                             image30.png
      • The open field on the right is what value to filter for image5.png
      • Once all filters have been selected, click image7.png to apply them
    • The report will now display less criteria based on your new filters

Filtering by Employee

  • To access the employee filter, click the filter icon image3.png on the right:
    • Click the tab ‘Global’ and pull the dropdown to select “browse” to build a custom filter of employees                                                     image14.png
    • On the ‘Employees’ tab, you can filter by specific employees, check the box next to the employees you’d like to filter by, then click image7.png
      • If there are multiple pages of employees to select from, click image23.png  at the end of each page to add those employees you’ve checked off and to continue to the next page image11.png
    • On the ‘Company Groups’ tab, you can filter by employee groups (i.e. Filter Based Groups, Manual Groups, Individually Assigned Manager Groups, etc)
      • Check the box next to the Group(s) you’d like to filter by then click image7.png image15.png
      • You will then be prompted to confirm your selected Group(s) list, click ‘Yes’ image25.png
    • The Employee Filter will then list the number of employees selected in the filter, click image7.png image37.png

Adding / Removing Data

  • To add or remove columns from the report, select the ellipses icon image19.png on the right then click Add/Remove Columns image18.png image31.png
      • a. Search: Type into the open field to search for a particular column
      • b. Available Columns: These are the available columns to pull into the report. Check the boxes next to the column(s) you want to add
      • c. Add: Once the Available Column(s) have been selected, click ‘Add’ to add the columns to the report
      • d. Current Columns: These are all the columns currently displayed in the report. Check the boxes next to the column(s) you want to remove or reorder
      • e. Reorder Columns: Change the order of the Current Columns by checking the box next to the column then clicking the up or down arrows, multiple columns can be moved at the same time
      • f. Remove: Once the Current Column(s) have been selected, click ‘Remove’ to remove the columns from the report
      • Once the columns have been selected/re-ordered/removed to your specifications, click image7.png on to review the newly configured report

 

Custom Settings 

  • Custom settings allows you to format and rename existing columns along with choosing which columns should be exported with the report
  • Select the ellipses icon image19.png on the right then click Export Settings
    • Uncheck the boxes on the left to remove the column from exporting
      • Click into the Custom Label column to change the name of the column
      • Under the ‘Columns To Export’ tab:
    • When all the Export Settings are configured, select image7.png image16.png

Custom Columns - up to 25 custom columns can be added to a report

  • To add a custom column to the report, select the ellipses icon image19.png on the right then click Add/Remove Columns image18.png
    • Click image36.png image29.png
    • Label: Enter the column name
    • Type: Select the format the data should appear in (i.e. numeric, money, text, etc)
    • Format: for all data types except text, select the format for the data
    • Sum: Check this box to show a total of the column on the report
    • Expression: Enter the formula that should be used to calculate the data using the Functions, Constants and Columns available on the right
    • Select image28.png to add additional Custom Columns
    • Select the image6.png to remove unneeded Custom Columns
      • Functions: Select the function that will produce your desired data.  The function will include placeholder values that will need to be replaced with fixed values, constants, or column variables image39.png
      • h. Constants:  Replace the placeholder values in the function with the appropriate constants to pull the constant into your calculation image35.png
      • i. Columns: Replace the placeholder values in the function with the appropriate variable names to pull data from other fields into your calculation image20.png
    • Once the custom column has been configured, select image7.png
    • The custom column is then automatically added as the last column in the report under Current Columns, if needed check the box to the left to change the placement of the column
    • Select image7.png  to review the report with the new custom column image32.png



Saving and Accessing Saved Reports

  • To add save a report, select the ellipses icon image19.png on the right then click Save View As image27.png image24.png
    • a. Name: Enter a name for the custom report
    • b. Description: Enter a brief description of what the report was configured for, or this field can be left blank
    • c. Tag: Enter a short tag, this can be used to categorize multiple reports containing the same Tag. This field can be left blank
    • d. Deletion Is Not Allowed: Check this box if other users should not be allowed to delete the report
    • e. My Default: Check this box if this should be the default view when accessing this screen
    • F. Share: Check this box to share the report with other users, they will be able to access the report by navigating to My Saved Reports and selecting “All Views”
    • Select image26.png  to save the settings or select image10.png to save the settings and review the report with the new updates

 

Accessing Saved Reports - Saved reports can be accessed via:

  • The My Saved Reports library, this contains all pre-configured reports you have saved or report you have been given access to
    • Select the image4.png ‘Menu’ button in the top left 
    • Select the my info icon image12.png then navigate to My Reports > My Saved Reports (or select the Other Reports link on your dashboard)                                image9.png                                                                                                   image1.png
    • By default, the system will display “My Views”which is only the reports you have created/saved 
      • To review reports others have given you access to, change the views dropdown in the center to “All Views” image13.png
    • Select the ellipses button image19.png  on the right to Run or Edit the report image41.png
  • Changing the report view allows you to easily see “My Saved Views” (these are the configurations you have saved for the report) or “Shared Views” (these are other users configured reports that are shared with you or company related reports created by Payroll Link)
    • Navigate to the report you’d like to review
    • In the Saved filter on the left, pull the dropdown listing “Default” to select the report view by name or select the Shared Views/Saved Views to see the report list broken out image33.png   image8.png image38.png