Who is this article for?

Users who work with Document Manager reports.

User (EVERYONE) permissions are required.

To help you keep on top of the documentation on your system, we offer a variety of premade reports you can use. This article Lists them all and guides you on how to use them.

1. Catalogue
   • Document Manager
   • Change Manager
   • Navigator
   • Other Reports
2. Filtering Reports
   • Top Level Filtering
   • Column Filtering
   • Keywords
   • Ascending/Descending
   • Rearrange
   • Grouping
   • Remove
3. Using Reports
4. Exporting Reports

1. Catalogue

Document Manager

Change Manager

Navigator

Other Reports

There is a number of other Reports which appear directly from icons on various online screens e.g. a full Report of all a Document's Details (available from the Document Detail screen).

These Reports operate in the same way as the Reports presented after selection from a Report List screen.

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.

1. Type your filter keyword(s) into the Filter text field.
2. Select the Filter icon to the right of the field.
3. 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.

1. Select the ‘=’ icon from the relevant column header bar.
   A list will be displayed.

2. Click Sort Ascending or Sort Descending to rearrange the column.
   This organisation extends to the rest of the report.
3. 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:

1. Select the column header.
2. 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.

1. 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.
2. The grouping options currently used will be displayed in the header bar and can be rearranged in ascending/descending order.

3. Alternatively, you can select the ‘=’ icon from the header bar of a column.

   A list will be displayed.

4. 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:

1. Select the ‘=’ icon in the top right of a column header.
2. Hover over Columns at the bottom of the list of options.
3. 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.
or	Replaces the current report selection with the selection which preceded or followed it in your current choice of this report.
or	Displays the first or last page in the current selection of the report.
or	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.

Select the now active [Export] button to view or take a copy of the report in the desired format.