ayfie Reports

Owned by Tony Luzar (Deactivated)
Nov 03, 2020
5 min read

The Reports page is the default page shown after a user signs in. Here, the user can create new reports and view existing reports.

Create a Report

When creating a report, the user can define the required and output fields of the report.

To create a new report, click  + " in the top left corner. The New Report Creator is divided into four sections: Required Fields, Output Fields, Report Preview, Summary.


  1. Required Fields
    1. This page allows you to build a query for the report using nested rules and rulesets. Rules are used to filter documents that appear in the report.
    2. Multiple rules and rulesets can be joined using either AND / OR. The condition operator setting applies to all rules within a set. For example:
      1. Generate a report of documents where both rules A and B in the ruleset are true
      2. Generate a report of documents where either rule A or B in the ruleset is true
    3. To add a rule or ruleset, click the +Rule or +Ruleset buttons. Rules are nested within rulesets and additional rulesets can be nested in other rulesets.
    4. Select the field to filter on from the Field Name drop down
      1. You can mark fields you use often as Favorites by clicking on the star icon on the right hand side
        • Favorite fields will be listed on top
    5. Choose the filter type and specify the criteria if appropriate
    6. Click Next once all desired rules are configured
  2. Output Fields: Select which fields will appear in the generated report
    1. Click on the field from the Available Fields column to add it to Selected Fields list.
      • You can use the Filter feature to search for a certain field 
      • You can mark fields you use often as Favorites by clicking on the star icon on the right hand side
        • Favorite fields will be listed on top
    2. You can also click the "Copy from required fields" button to automatically populate the Output Fields list with the fields chosen in the Required Fields step
      1. If the Required Fields step contains fields not available as an output field, they will not be copied. If all required fields are unavailable as output fields, the copy button will be disabled.
    3. Change the order in the Selected Fields column by using the arrow buttons to move fields up and down on the list
    4. Click Next once all desired output fields have been selected
  3. Report Preview
    1. Preview the first 10 documents in the report based on your specified query. You can go back to steps 1 and 2 to make changes before finalizing the report.
    2. A preview cannot be exported and does not contain the entire data selection
  4. Summary
    1. Title: Required: Enter a name for the report
    2. Description: Optional: Enter a description for the report
    3. Category: Required: Choose a category for the report. Reports can have multiple categories.
      1. Click the Add Category button to create a new category. New categories are available to all users. 
      2. If a category is removed from all reports, it is automatically deleted.
      3. Selected categories can be removed by clicking them
      4. The default category is "GDPR". To change the default, an administrator can modify it in the file ~\ReportEngineService\appsettings.json (a restart of the Report Engine service is required).
  5. If any step is missing information or has an error, the step number along the top will appear red. The new report cannot be saved until all steps are complete.
  6. Once all steps are complete, click Save Report
  7. Your new report appears on the Report screen
  8. To make changes to the report, select Edit in the Actions menu. A report can be edited as long as the Report History is empty.
  9. When the report configuration is finished, run the report from the Actions menu and a report snapshot will be created 
    • Note: A report with report history cannot be edited (without deleting the report history).

Report Actions

For every report there are several actions you can do. These are accessible from the Actions Menu represented by "...".

Run

Run the report to retrieve current information. 

Preview

Preview the first 10 rows of the report.

Edit

Edits the report definition. This option is only available if the report history is empty.

Delete

Deletes the report from the system. This option is only available if the report history is empty.

Clone

Makes a clone of the report with the required fields and output fields intact. The cloned report must have a unique name. The required and output fields can also be changed before saving the cloned report.

Archive

Archives the report and removes it from the Reports table but retains it in the database.

Schedule

Shortcut to set the schedule of the report.

Information

View information on the report definition.


Report Results

To retrieve and review earlier report snapshots, click the Report History screen. The table lists all previously run reports, when it was generated, and if it was generated by the scheduler.

Clicking View Report will display the historical report. The Actions menu provides an option to delete the historical report.


Report Screen

The report view page provides several options to search and sort the report. To sort by a column, click the column header to sort in ascending or descending order.

By default, 20 rows are displayed per page. The number can be changed by updating the "Number of rows" field in the top right corner.

If the rows don't fit on one page, links to the additional pages appear under the table. You can also drag and drop to reorder the fields by clicking on a field and drop it in the new position. 

The Actions menu contains an option to Open the file listed in the report. In order to use this option you need to have the Document Handler installed. The Document Handler can be downloaded from the Locator search page under Client Downloads in the user menu.

Export

By clicking the Export button you can choose to export the report to the following formats:

  • Comma Separated Values (.csv)
  • MS Excel spreadsheet (.xlsx)
  • Portable Document Format (.pdf)

If you want to print the report, simply export it first and print it from MS Excel or your PDF reader. Note that if you have many fields in the report we advice you to use .csv or .xlsx format.
PDF format will default to landscape mode and columns without values will be be skipped. 


Obfuscate Columns

If you want to hide the information in any of the columns you can do that by using the obfuscate column feature. Note that the fields also will be hidden in the export file. 

Search Report

The search field in the top right corner can be used to search the report for a specific string. Use the "Advanced search" feature to choose which columns to search.

You can also search per column to filter your results even more

Back to report selection

If you want to select another report, click on the back button ( < ) to go back to the report selection.


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