New article
Recently updated
Creating and Configuring System Manager Reports
Who is this article for?
Users who work with System Manager reports.
User (EVERYONE) permissions are required.
System Manager offers a variety of reports that help you keep track of the activity on your system. This article walks you through what reports are available.
1. Catalogue
| ID | Title | Description |
|---|---|---|
| 101 | Module Access Permissions | Lists for Groups of Users to whom access is currently allowed for each module. |
| 102 | System Groups | Lists the members of each Group and whether they are currently active users. |
| 103 | System Users Report | Lists for each system user the Groups of which they are currently members, and the status of their email notification options. |
| 104 | Organisational Areas | Lists organisational areas grouped by parent (if any). Organisational Areas without parent are listed as Individual Departments. |
| 105 | Logon Status Report | Lists the details of each user logon status, including the last date logged in and the total number of sessions. Will filter for Group members when Group selected. |
| 106 | Active Email Addresses | Contains a list of email addresses of currently Active Users. |
| 107 | Reports Status | Lists information on Reports and associated Dropdown Selection Parameters. If they are marked Inactive, they will not appear in the Module Report Lists. |
| 108 | Selected User Responsibilities | Lists for the selected user: Documents owned, Approval Paths owned, Approval Path Actions for which Actionee, and Actions awaiting issue or issued but not completed/closed. |
| 109 | Audit Trail of Changes to Group Records | Identifies for each Group who created each record and when, and the subsequent times modified by whom and when, plus an indication if the record is currently inactive. |
| 110 | Audit Trail of Changes to User Records | Identifies for each User who created each record and when, and the subsequent times modified by whom and when, plus an indication if the record is currently inactive. |
| 111 | Analysis of Session Usage over past year | Shows for each User the number of times which they have logged into the system in the last 12 complete calendar months. |
| 112 | Users not logged in within the last 30 days | Lists users who have logged in, but not within the last 30 days. It excludes users marked as inactive. |
| 113 | User activations and deactivations | Lists, for all user accounts, the date and times when the account was made active or inactive, and by whom. It may be filtered for members of a specified Group, and by status currently Active/Inactive All. |
2. Filtering Reports
Top Level Filtering
Selecting the ‘+’ Icon in the top right corner of the report screen will extend the bar and reveal a series of filters.
As you can see in the example above (filters vary depending on module and/or report), there are several useful filters which can be applied to ensure that the data displayed in the report is relevant, useful, and concise.
Multiple filters can be applied at once to further refine the report.
Column Filtering
In addition to the standard Top Level report filtering, customisable reports allow you to filter, group, rearrange, and remove data using the columns.
Each of these reports has an overall header, and a column-specific filter on each column.
Keywords
In the header for each there is a text field that allows you to filter the column to the specific data you require.
- Type your filter keyword(s) into the Filter text field.
- Select the Filter icon to the right of the field.
- You will see the options to filter the results:
- No Filter – Does not apply a filter.
- Contains – Filters to results the contain the keyword in that column.
- EqualTo – Displays only results that feature the exact phrase/keyword(s) used.
Ascending/Descending
One of the simplest ways of arranging data is to arrange the column in ascending/descending order.
- Select the ‘=’ icon from the relevant column header bar.
A list will be displayed.
- Click Sort Ascending or Sort Descending to rearrange the column.
This organisation extends to the rest of the report. - To remove the filter, select the ‘=’ icon and click Clear Sorting.
Rearrange
Customisable reports allow you to rearrange the columns in the report to better suit the purpose of the report you want to extract from the system.
To rearrange the columns:
- Select the column header.
- Click and drag the column to the new desired location.
This new location will also apply when the report is exported to Excel.
Grouping
Customisable reports allow you to group the data using a relevant column of data.
- Select the column header to drag the column to the header bar.
Doing this then re-organises the data displayed so that they are grouped using the data found in the column you used to group. - The grouping options currently used will be displayed in the header bar and can be rearranged in ascending/descending order.
-
Alternatively, you can select the ‘=’ icon from the header bar of a column.
A list will be displayed.
- Choose the Group By option to group the report data by the column selected.
To remove the grouping, select the ‘x’ icon from the group in the header bar or choose Ungroup from the list menu.
Remove
When using the customisable reports, you may find that some of the columns are unnecessary for the report you want to produce.
To remove a column:
- Select the ‘=’ icon in the top right of a column header.
- Hover over Columns at the bottom of the list of options.
- Untick any desired column(s) checkbox.
To bring the column back, simply perform the same steps as above but this time ‘tick’ the desired column checkbox.
3. Using Reports
Once you have selected and filtered your report, you can preview it.
There, you will have several options to navigate and use the report.
| Item | Description |
|---|---|
| [Back] | Selects to return to the list of reports. |
| [Preview] | Revises your filters and presents a different selection of data. |
|
|
Replaces the current report selection with the selection which preceded or followed it in your current choice of this report. |
|
|
Displays the first or last page in the current selection of the report. |
|
|
Presents the previous or next page of the current selection of the report. |
| Refreshes the report. It will return to the database, which may have changed since first presented, and apply your filter again, to produce a refreshed report. | |
|
Presents the report in the form in which it will be printed (as A4 portrait or landscape pages). |
|
| Sends a link of this report selection to your system's Print window so that you can direct it to be printed on your chosen printer in your chosen form. | |
| Toggles the Filter panel off and on. This can present you with more of the Active Area within which to view the report. |
4. Exporting Reports
One item omitted above is the Export to the selected format dropdown. This offers the choice of several options.
| Option | Output |
|---|---|
| Acrobat (PDF) file | Standard Adobe Reader screen for .pdf output, of similar appearance to the report layout. |
| CSV (comma delimited) | Spreadsheet style output with headings and column headings repeated for every detail line of the report. May need to see the source report layout to deduce what the detail columns are. |
| Excel 97-2003 | Spreadsheet output mimicking the "paper" layout. Column headings appear above their detail. Group and Heading references, and space rows may present subsequent data sorting problems, where the report is not designed primarily for spreadsheet output. |
| Rich Text Format | .rtf file of similar appearance to the report layout. |
| TIFF file | .tif file of similar appearance to the report layout. |
| Web Archive | .mhtml file of similar appearance to the report layout. |
Select the now active [Export] button to view or take a copy of the report in the desired format.