If one of the General reports does not meet your needs, you can create your own custom report format. There are four steps.
- Select the data fields you want in the report. To make it easier, the fields are grouped by category so select the Field Category from the dropdown list and click on the field that you want. As you select the fields, they will appear in the field list by column. You can re-order the fields by using the up and down arrows to the left of the field.
- Select the Report Area. This is the most important step to get correct. If you select the Employee report area, no matter what data fields you select, you will get only one record or line item for each employee found in your search. You will not see all their jobs or all their credentials, etc. If you are interested in the employee jobs, then select the Job Assignment report area. In this report, you will see all the job assignments for the employees that you select in your search. If you are interested in credentials, then select the Employee Education Licenses report area so you will see all the licenses for the employees that you select in your search.
If you find that your resulting report does not have all the data you are expecting, then most likely you have chosen the wrong report area so try selecting a different one. If you need to change the Report Area, make sure to rerun your search.
- Select Search Criteria. Click on the Add-Edit Criteria button to select the criteria to find the data/records that you want in the report. Remember that the more criteria you select, generally the fewer the records found. After executing the search, the system will display a count of the total records. If this count does not seem right to you, you may want to re-enter your search criteria.
- Click the View Report button to see the results. By clicking on a data heading once or twice, the data will be sorted in either ascending or descending order. Note that for some reports, there are additional sort options available in the upper right corner of the screen. You can print the report to paper or to a pdf or export the data to a CSV/Excel file. Then close the report.
If the report is one that you would want to run often, click on the Save Current Report button. Enter a title and description for the saved report. If you want others to be able to run the same report, you can share it with them by selecting their name from the list.
If you need to save the report with the exact data that you see, you should print it to paper or PDF or export it to Excel. This is because every time a saved report is run, it always is pulling the latest data from the system.