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Summary
This document describes the basic use of reports, how to filter them and the advanced sorting techniques that are available.
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Column headings which describe the data within the column
Column headers links which are links to the sort / filter window. An arrow (beside
[glossary_exclude]Owner[/glossary_exclude]' in the image to the right) shows how the report is sorted (ascending/descending). In the example, the Owner column is sorted ascending. If you click the Owner link on the report once again, you will see the sort / filter window (shown on the image to the right) allowing you to switch the sorting to descending (Biggest First) . Clicking on any of the other column header links will allow you to sort the report / list by that column ascending or descending as required. Note: Where invoice names exist, the sort is alphabetic even if you are not using invoices names with letters.
Filter which as shown above appears when you click a Column header link, allows you to filter (search) by that value entered into the textbox. E.g. If you want the report to show a specific owner, enter that owner name in the filter box and hit 'Enter' and the report will filter by that owner. See the Filtering Reports section below for more information on using filters.
Tool Links - the tools on the right hand side perform various actions on the data present in the report.
View - this provides filtering functionality and the ability to hide columns. Hiding a column
removes the column from view and will also initiate summarization. If for example you remove
unique column, such as User in the case below, the report will then try to summarize any
outstanding unique data and collapse the report to its lowest common denominator. The Save
Current View option lets you save and use the customized view as the standard view each
time the report is loaded. See the Filtering Reports section below for more information on
using the View tool
Email - this option allows you to email a pre-canned email message from the email messages
configured in EngageIP to the users listed or linked to in the report. If you want to email a
subset of users, filter them until you have a list of the customers needed, then click email,
select the message and click send. The email will be sent to the contact as specified when
contact information was setup for each customer. If the contact specified does not exist,
EngageIP will attempt to email the billing contact if an email address exists for that contact.SMS - this option allows you to send an SMS to every user listed in the report view, or subset of
users if filters are applied. Note: before you can send SMS messages you must configure an SMS
Gateway, see the guide SMS Gateway Configuration for instructionsExport - this option provides the ability to export data into XML or CSV, the file by default will be
called export.xml/export.csv.Print - this provides the ability to print the selection, or results of the report. First filter the report
as needed to get the desired data set, then click print to provide print options for the data set
returned.
Page Links at the bottom of the report allow navigation of the result set. You can click to the next page, or click a page number to jump to a specific page.
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Reports can be filtered in two ways, by clicking on the column header and using the basic filter for that particular column as described above or by clicking the 'View' link on the top right side of any report or list. When a column is filtered, a filter icon will now display on the column that has been filtered as shown next to "Priority" in the image below:
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The view window as show below allows filtering by many columns at once. In that example screenshot below, a filter (search) is entered to return all 'Full Name's' that include 'Bob' in them, and for all accounts that have a status of 'Enabled'. Notice those items are filled in. You can enter filtering data in one or more of the text boxes and the report will be sorted based on that criteria. To filter for more then one item or name in a text box, you can separate the values by a semicolon (i.e.: bob;jane;harry). To exclude data in the report you can use an exclamation mark. For example, if I want to exclude Bob from the report and show all others, I could enter '!Bob'.
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When the list is summarized, the value of the COUNT field/Column will show the sum of the line items. The example Audit Log report illustrates that there are 3 records that match the criteria listed in the columns shown.
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Logic Options
OR = Bob;Jim;Larry - means the search will only contain: Bob OR Jim OR Larry
NOT = !Bob;Jim;Larry - means search will not contain: Bob but will contain: Jim OR Larry. To omit Bob, Jim, AND Larry, the filter list would be: !Bob;!Jim;!Larry
EXACT Match - Using !! (double exclamation points) - means to look for an exact match, example of a search !!Bob. That will return ONLY account names or data that match exactly that with no surrounding text or symbols (i.e. accounts with a Contact Name containing 'Bobby' would not be returned).
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Exclude
A check box named ‘Exclude’ now exists on date range and numeric value range filters. Exclude will allow you to filter out things like zero values or a range of values from being returned. ie if you want all non zero transactions, you can use the exclude check box with numeric filters entered as Min: 0 and Max: 0. Prior to this you could only filter out less than or greater than values. Exclude also works on date filters allowing you to exclude a specific date or a date range from the filtered list.
Advanced Sorting Functionality
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Clicking "Omit user data view" will load the custom view you created, to switch back to the standard view you can use the "Reset View" link as described below.
Sharing A Saved List View Across A Role
You can share a saved list view and even mark it as the default across an entire role by going to setup tab, clicking on the Roles link, edit the role needed, then at the bottom is a list of saved list views from users who have that role. You can then update those to be shared or shared and default across the whole role.
To add the same to different roles, you need to login with the other role, create the saved list view, then share it within the role edit page.
Overriding the Default View
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The Reset View link will appear after you filter a report or list
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Clicking on Reset View will return the list back to your saved default or if there is no saved default, to the system default for the report
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This is excellent for emailing promotional / marketing content, or notifying customers of outages etc.