Calendar Report Type

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A calendar report displays items within a chosen date range. This report type is often used to display tasks on the date they are due. Month, week, day, and agenda-style calendars are available.

Create a calendar report

  1. Expand “Reports” on the sidebar navigation.
  2. Select “Design” to design a new report. 
  3. Populate the fields. Data fields with an asterisk (*) are required.
    • Category*: The category grouping for this report. You can create your own categories by navigating to Report Categories under the Lists & Types menu under Configuration.
    • Type*: Select the “Calendar” type of report.
    • Name*: Enter the name of the report.
    • Icon*: Select an icon to represent the report.
    • Datasource*: Select the underlying data for the report. 
    • Tags: Enter the list of tags for this report.
    • Description*: Enter a short description of the report.
    • Managed By: The contact who manages this report.
      • This field is hidden upon creation and visible when the record is edited. It is defaulted to the user who created the record.
    • Allow Anonymous Viewing: Toggle on to allow anonymous (unauthenticated) users to view this
      report. It is recommended that you only enable this functionality when approved
      by your security department.
      • When activated, the report will become public, allowing anyone with the link to the report to view it. Linked data is not recommended; links within the report will be redirected to the login page. Please ensure this selection aligns with your organization’s security requirements.
      • When toggled on, an icon will appear on the report search page in the Tags column to indicate the report allows for anonymous viewing.
      • When viewing the details of a report, there is a barcode icon within the Details header which will launch the Encoder tool. This tool will create a barcode with the link to the report embedded so public users may access this report without logging into the system.
    • Archived: Toggle on to disable the usage of this report.
      • This field is hidden upon creation and visible when the record is edited.
      • Archiving a report will add a tag of “Archived” to the report.
      • Archived reports are removed from dashboards when referenced as dashboard controls.
      • The Report Administrators or the “Managed By” report contact can view archived form types by selecting the appropriate value from the Archived Status dropdown.
    • External Identifier: Create a unique identifier for this report.
  4. Select “Save” upon completion.

Calendar properties

  1. Locate the report and select the “Edit” button for the desired report.
  2. Select “Edit” within the Calendar Properties section. 
  3. Populate the fields. Data fields with an asterisk (*) are required.
    • Title*: Select the data element to use for the calendar item’s title. Assetas recommends selecting a short text field.
    • Description: Select the data element to use for the calendar item’s description, which will appear when you hover over the calendar item.
    • Start*: Select the data element that sets the calendar item’s start date. This must be a date data type. 
    • End*: Select the data element that sets the calendar item’s end date. This must be a date data type. The start date and end date may use the same data element if the item should only appear on a single day in the calendar.
    • All Day: Toggle to indicate if the calendar item spans the entire day.
    • Background Color*: Select the background color to use for this calendar item.
      • See the Color Key to view the color names and hex codes with the corresponding color.
    • Text Color*: Select the text color to use for this calendar item.
      • See the Color Key to view the color names and hex codes with the corresponding color.
    • Icon: Select an icon to display alongside the title of the calendar item.
    • Calendar Type*: Displays the data using the selected type of calendar. Options include monthly, weekly, daily, or agenda format.
  4. Select “Save” upon completion.

Filters

  1. Locate the report and select the “Edit” button for the desired report.
  2. Select “Add” in the Filter section.
  3. Populate the fields. Data fields with an asterisk (*) are required.
    • Group*: Select the group of this filter. Groups are used in conjunction with logical statements where the entire group evaluates true or false.
    • Precedence*: Enter a number to define the order of filters within each Group in relation to the other filters defined. This field requires a whole number.
    • Column*: Select the data element chosen for each filter. The naming convention is: [Table.Element] (data type).
      • For example, if you want to filter on the asset type, the appropriate selection would be “Asset Type.Name”.
      • There is a search box within the dropdown that is helpful if you’re not certain which table your data element resides in.
    • Operator*: Select the operator used to apply the filter.
      • The Operator value of “contains any of these items” will return all results that meet the entries. For example, a filter to show only records that “contains any of these items” with “WELL,TANK” would return WELL0001, WELL0002, and TANK0001.
      • The Operator value of “is in the list” is appropriate for matching entire values.
    • Value*: Enter the value(s) to use for this filter. There are several options:
        • Enter a single numerical or text value (please note that text values are not case sensitive).
        • Enter a semicolon-separated or comma-separated list of numerical or text values.
        • Enter a GUID surrounded by single quotes.
        • Use a variable. See Variables for more information.
          • The list of potential variables will depend upon the data type selected.
          • Variables are denoted with curly brackets. Certain variables require you to enter a variable’s unique identifier or external identifier to evaluate properly.
            • For example, for {ContactID}, simply enter the Contact’s unique/external identifier within the curly brackets.
            • For Selection Lists, enter the Selection List report’s external identifier within the curly brackets, like so: {SL:Assetas_SL_Active_Assets}.
          • The Append Variable button allows you to quickly select a variable from a re-defined list, including {Today}, {CurrentUser}, {StartDate}, or {EndDate}.
          • If the filter is referencing one date, please use {AsOfDate}, which uses the current date as the reference point.
          • The two filters {StartDate} and {EndDate} must be applied together; you cannot refer to only one of these two in the filters. 
          • When timestamps matter, Assetas recommends using the DateAdd function (DateAdd(day, 1, {EndDate}) to add one day to the {EndDate} variable as the timestamp on the {EndDate} variable defaults to 12:00AM (the beginning of the day). If the filter is referencing one date, please use {AsOfDate}.
          • Choosing from Selection Lists:
            • To configure a filter to select a value from a selection list (as in the case of {SL:Assetas_SL_Active_Assets} above), you’ll set the Column value to an ID rather than a name.
              • For example: Asset.Asset ID = {SL:Assetas_SL_Active_Assets} will allow you to run a report on a single asset chosen from the selection list of active assets.
          • Choosing from County, Country, or State Lists:
            • To configure a filter to select a value from a list of counties, countries, or states, you’ll set the Column value to an ID rather than a name.
              • For example: Address.County ID = {CountyID}will allow you to filter by a single county chosen from the list of US counties.
            • To hardcode the filter for a single county, use Address.County ID = ‘GUID’ where GUID is replaced by the 36-character GUID of the county (and retain the single-quotes on either end).
    • Logical*: Select either ‘AND’ or ‘OR’ to describe how the filter relates to the following filter (in order of precedence). If the filter directly after this filter is in a different group, then the Logical field will describe how the two groups interact.
  4. Select “Save” upon completion.

Additional filters

  1. Locate the report and select the “Edit” button for the desired report.
  2. Select “Edit” in the Additional Filters section.
  3. Populate the fields. Data fields with an asterisk (*) are required.
    1. Maximum Rows*: Sets the maximum number of rows returned in a report.
    2. Distinct Rows: Toggle to remove any duplicate rows.
  4. Select “Save” upon completion.

View Mapping SQL Select Statement

No SQL skills are necessary to create a report. This is simply for validation if you’d like to use it.

This is a non-editable box that returns the SQL defined by the report parameters chosen in the sections above. The SQL will dynamically adjust as data elements, filters, and sorting rules are changed. If you are comfortable with SQL, reviewing the code within this box may provide additional validation that your report is returning correctly.

Security

In this section you may define which security roles have access to your report if the report is not set to be viewed anonymously.

By default, reports are not assigned to any security roles; only the user who created the report and anyone with the “Report Administrator” security function will be able to access the newly created report. 

When a report is granted to one or more security roles, users of those security roles will also be able to access it.  You can add single roles at a time, or all roles at once.

Add a security role

Reports are only available for use by users who have appropriate security roles.

  1. Locate the report record and select the View/Edit button for the desired record.
  2. Select the “Add” button in the Security section.
  3. Populate the field. Data fields with an asterisk (*) are required.
    • Security Role*: Select the security role that allows the use of the report.
  4. Select “Grant” upon completion.

Add all security roles

Reports may be available to all users if all security roles are granted access.

  1. Locate the report record and select the View/Edit button for the desired record.
  2. Select the “Add All” button in the Security section.
  3. Select “Grant All” to confirm your selection.

Manage security roles

  1. Locate the report record and select the View/Edit button for the desired record.
  2. To the right of each record, under the Security menu, you may revoke this security role which will prompt you to confirm revoking access to any user with this security role.

Validate

  1. Locate the report and select the “Edit” button for the desired report.
  2. Select the “Validate” button to check the report for any issues and display any errors found.

A report without validation errors does not necessarily guarantee that the logic in the report is accurate or that the report will return data. It simply affirms that the way the mappings, filters, and sorting rules have been defined to generate the report.

Run

  1. Locate the report record and select the “Edit” button for the desired report.
  2. Select the “Run” button to run the report.
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