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Module: Report

The Report module will allow you to create table reports and extract your timesheet data to PDF, CSV (Spreadsheet) and Google Drive Spreadsheet.

While you can directly start using this module as-is, you may also have a look at the Export Settings module which allows you to set up the header, the footer and the paper format of your PDFs. The Export Settings module is available in your Settings screen (Available to Admin only).

Create your Report

The Report module can be used in your Dashboard but also on any company (customer), project or employee, the data being filtered accordingly.
First, add the module to the screen you want. Look for "Report" in the catalog.


Available Data


  • Absence: the absence name.
  • Absence ID: the absence ID, which would be an automatic ID or, if defined, the ID from the Absence Details module.
  • Activity: will display a concatenation of the company name, project name and sub-project name or the absence name.
  • Billable - Ratio: the % of billable hours for the row.
  • Billable Utilization %: the % of billable hours for an employee.
  • Billable/Non-Billable: will split the hours recording in billable and non-billable time and will display "billable" or "non-billable".
  • Billing: the total billing for the row.
  • Billing - %: the % of billing that the row represents compared to the total billing for the report.
  • Budget: budget information defined in the Budget module. The budgets are time independent and won't be impacted by the time frame selected.
  • Business days: number of working days for the selected timeframe = number of days in the timeframe minus the week-ends and the holidays.
  • Business days remaining: number of business days for the selected timeframe minus the number of days worked.
  • Business hours: number of working hours for the selected timeframe = number of hours in the timeframe minus the week-ends and the holidays.
  • Business hours remaining: number of business hours for the selected timeframe minus the number of hours worked.
  • Comment: the comment/note of a time entry.
  • Company: the company name.
  • Company ID: the company ID, which would be an automatic ID or, if defined, the ID from the Company Details module.
  • Costs: the total cost for the row.
  • Costs - %: the % of cost that the row represents compared to the total cost for the report.
  • Daily Cost: the average cost calculated for a day. (The conversion between hours and days is done in the Timesheet Settings module)
  • Daily Rate: the billing rate calculated for a day. (The conversion between hours and days is done in the Timesheet Settings module)
  • Date: the date of the time entry.
  • Days: the time entries expressed in days. (The conversion between hours and days is done in the Timesheet Settings module)
  • Group, Custom Field: groups or custom fields values defined for a row (for example a department for an employee).
  • Hourly Cost: the average cost per hour for a row.
  • Hourly Rate: the average billing rate per hour for a row.
  • Hours: the time entries expressed in hours.
  • Hours - %: the % of hours that the row represents compared to the total hours for the report.
  • Is working: True if the employee has currently a running timer at the moment of the report.
  • Month: the month of the time entry displayed as yyyy-mm.
  • Overtime / day: the amount of hours above the number of hours per day defined in Timesheet Settings + hours worked on week-ends and holidays.
  • Overtime / week: the amount of hours above the number of hours per week defined in Timesheet Settings + hours worked on week-ends and holidays.
  • Person: the person name.
  • Person ID: the person ID, which would be an automatic ID or, if defined, the ID from the Person Details module.
  • Profit: the billing - cost for a row
  • Profit - %: the % of profit that the row represents compared to the total profit for the report.
  • Profit - ratio: the % of hours with profit for the row.
  • Project: the project name.
  • Project ID: the project ID, which would be an automatic ID or, if defined, the ID from the Project Details module.
  • Status: draft, submitted, approved, rejected, locked.
  • Sub Project: the sub-project name.
  • Sub Project ID: the sub-project ID, which would be an automatic ID or, if defined, the ID from the Sub-Project Details module.
  • Task: the task name.
  • Task ID: the task ID, which would be an automatic ID or, if defined, the ID from the Task Details module.
  • Time End: the end time of a time entry (when using the daily view in the timesheet module).
  • Time Start: the start time of a time entry (when using the daily view in the timesheet module).
  • Week: the week number.

Parameters

The first step will be to define the type of information and the columns you want to be displayed in your report.
To access the advanced configuration of the module, simply click on the "Change this report" button.
The configuration panel will replace the current report.



Choose Information type


You can decide to display information about:
  • Working Time
  • Absences
  • Working Time and Absence
  • Absence quotas

Add/Remove Columns


  • To Add a column, simply click on the empty drop down list and select the new column you want to add
  • To remove a column, click on the grid present at the bottom of the column and move it away from the module
  • To change the column order, click on the grid present at the bottom of the column and move it to the right place

Filter on Groups

Filtering on groups will allow you to filter the data displayed in the results of your report by groups or a selection of groups, using AND/OR conditions.

To add a filter on groups, start by clicking on the "Add a group to filter data" button.


A list of selectable groups will appear.
You can decide to select a group folder as well as any value in the group folder.


The group is now selected and data will be filtered to only display entities assigned to this group.


To remove the filter, simply click on the red cross icon in the top left of the group.

You can decide to refine your filter by adding new conditions to the existing one.
Simply click on the group box. A new list of selectable groups will appear.


Select the condition you want to use, AND or OR.
A AND means that all entities displayed in the results have to be assigned to both groups at the same time.
A OR means that all entities displayed in the results have to be assigned to the first group OR the second group.

In this example, my results will display all employees who belongs to the Sales & Marketing department AND working in the UK.

Repeat the same process to continue adding more conditions to your filter.


Choose recorded time status


  • Check the time status you want to be displayed in your reports.

Give your report a name

  • Change the module title by filling in this field.

Change the currency of displayed amounts


To ensure a coherent report when it comes to amounts of money, all currencies are converted by default to the currency of the account or to your own currency.
If you need the data to be displayed in a different currency, you can choose in the parameters the desired currency.



Define the Selection Period



Click on the Period button and a calendar pop-up will appear.

You can decide to select a certain type of period (Day, Week, Month, ...) by clicking on the D, W, 2W, ... at the top of the pop-up.

To select a specific time frame, click on D first, click on the first day of the time frame you want to choose, then on the last day.

The selected period will be displayed in your PDF export and will be used in the filename.

Export

Export options

Select the output format you want and click on the corresponding icon.

Currently we support 4 formats

PDF

CSV (a standard spreadsheet format)
If, when you open the CSV file, the data appear in one single columns instead of several columns, please read how to solve this issue. 

Google Drive Spreadsheet
The Google Drive Spreadsheet export is only available for Google Suite and Gmail users.

Microsoft OneDrive
The OneDrive Spreadsheet export is only available for Microsoft email users (Office 365, Skype, Yahoo, ...)


Refine your Report Selection / Filtering

While you can use the module in any customer, project or employee screen to only display the data related to that specific entity, you also could directly filter the data with a few clicks.

Most of the entries appearing in the columns are clickable. Clicking on one of them will automatically filter the results appearing in the module to only display the entries specific to that entity.

A simple example. Let's assume you have a few columns displaying Employees, Customers, hours done ...:



Clicking on "Jaguar" will automatically filter all the results to only display the hours done on that specific customers.

Also note the "Jaguar" name that just appeared next to "All Hours" at the top of the table to easily go back to the previous selection.



Where can you use this module?

When you use this module on the home page, it gives you all the data you have the right to see.
  • Everything if you are an admin
  • Your team, if you are a team leader
  • Your projects, if you are a project manager
  • Your own data if you are an employee

You can as well use this module in the page of:
  • a client
  • a project
  • a sub-project
  • a person
  • an absence
  • a task

In these pages the data are filtered, and show you only the data of the respective entity.