Selection List Report Type

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A selection list report is a list that is referenced in selection list dropdowns typically found in form questions, attributes, etc. It’s a simple way to create a dropdown menu that may include a large number of entries and may not be static.

The system-defined parent-child selection lists are available for use in report parameters, form answers, and attribute lists. These system-defined selection lists may be copied first and then configured to your specifications.

Parent-child selection lists are controlled to ensure correct relationships are captured. When the parent value is updated, the child value will be cleared.

For an improved user experience, Assetas recommends the following:

  1. Utilize hide/show logic to display the child question only when the parent question has been answered.
  2. Order parent-child selection list questions together; do not separate them within a form.
  3. Use tooltips to provide additional insight into the relationships.

Create a selection list 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 “Selection List” 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.
    • 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.

Raw data

  1. Locate the report and select the “Edit” button for the desired report.
  2. Select “Edit” within the Raw Data section. 
  3. Populate the field. Data fields with an asterisk (*) are required.
    • Raw Data: Enter the raw data.
  4. Select “Save” upon completion.

Selection list properties

  1. Locate the report and select the “Edit” button for the desired report.
  2. Select “Edit” within the Selection List Properties section. 
  3. Populate the fields. Data fields with an asterisk (*) are required.
    • Name: The name of the selection list when visible as a report filter. Leave blank to use the report name.
      • This value is displayed in the ‘Filters’ section of a report when the selection list is used as a report argument.
    • Value*:  The column to use for the unique value identifier.
      • Select an ID data element, such as Asset.Asset ID or Contact.Contact ID. This is the GUID (or Globally Unique Identifier) specific to each record, if the record is a Contact or an Asset.
      • If you’ve entered Raw Data, this field will automatically populate.
      • If a GUID is not available (for example, in the case of attributes), select the corresponding name.
    • Text*: The column to use for the display text of the value.
      • This is the text that will appear in the selection list dropdown, such as Asset.Name or Contact.Contact Name.
      • Ensure that your Value and your Text data elements align and are sourced from the same data table (both from the Asset table, for example).
      • If you’ve entered Raw Data, this field will automatically populate.
      • Select the “Advanced Features.Calculated Fields” value to incorporate various data elements together. Please see Calculated Fields for more information.
    • Text Calculated Field: The expression to use for the display text of the value. This field is only visible if the “Text” value is “Advanced Features.Calculated Fields”.
      • For example, Asset.Name + ‘ (‘ + AssetType.Name + ‘, ‘ + AssetStatus.Name + ‘)’ will render as “Generator XYZ (Engine, Active)”.
      • When working with Contacts in a Calculated Field, please note that the correct syntax for the full name is Contact.DisplayName (not Contact.ContactName).
      • When working with Models in a Calculated Field, please note that the correct syntax for the Model table is MModel, due to “Model” being a database reserved word. Examples may include MModel.Name and MModel.ModelID.
      • Please note that any data elements included in a Calculated Field must also be explicitly included in either the Report Filters or in the Sorting (for example, sort by Asset Type.Name).
    • Parent Value: The value to use for the filtering of the list to only show items for the parent. This field is used to create dependent dropdown lists in forms.
      • Enter the GUID (or Globally Unique Identifier) specific to each record, if the record is a Contact or an Asset. Select an ID data element, such as Asset.Asset ID or Contact.Contact ID.
      • If a GUID is not available (for example, in the case of attributes), select the name.
      • The Parent Value must align with the Filter selected in the Form Question when used to create a dependent dropdown list.
    • Parent Text: The text to display for the associated parent value. Ensure that your Value and your Text data elements align and are sourced from the same data table (both from the Asset table or both from the Contact table, for example).
  4. Select “Save” upon completion.

Security

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.

System-defined Parent-Child Selection Lists

The system-defined parent-child selection lists are available for use in report parameters, form answers, and attribute lists. These system-defined selection lists may be copied first and then configured to your specifications.

  1. Assets by Physical Location
  2. Assets by State
  3. Contacts by Company
  4. Contact by Contact Group
  5. Contacts by Manager
  6. Models by Manufacturer
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