Table Report Type

Last Updated On
Print
You are here:

A table report displays text and numeric information in a column format. Data may be linked to create a seamless navigation experience to other areas of the application.

Create a table 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 “Table” type of report.
    • Name*: Enter the name of the report.
    • Dashboard Control Name: When used as a control on a dashboard, this is the default name of the control. Leave blank to use the report name.
    • Dashboard Refresh Interval*: When used as a control on a dashboard, this is the interval (in minutes) when the data is automatically refreshed. Toggle No Automatic Refresh to ‘On’ to only refresh data when the dashboard is reloaded. Toggle No Automatic Refresh to ‘Off’ to select the refresh interval.
    • 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. Only users with the “Administer Report” function granted to their security role will see this toggle.
      • 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.

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 fields. Data fields with an asterisk (*) are required.
    • Raw Data: Enter the raw data.
  4. Select “Save” upon completion.

Columns

  1. Locate the report and select the “Edit” button for the desired report.
  2. Select “Add” or “Edit” within the Columns section. If a single form is selected as the datasource, you may also add every column from the form.
  3. Populate the fields. Data fields with an asterisk (*) are required.
    • Column*: Select the data element chosen for each column. The naming convention is: [Table.Element] (data type).
    • Position*: Enter the ordering of the columns with respect to each other. This field requires a whole number.
    • Calculated Field: Enter your variables along with your mathematical functions here. SQL Server functions are also supported in this field. Please see Calculated Fields for more information.
      • This question will appear if Advanced Features.Calculated Field is selected as the column item.
      • Available variables available will depend on the Datasource selected in the Report Details section. Please refer to Variables for proper syntax.
    • Aggregate: Select the mathematical function applied to a grouping of data. Leave blank for text data types.
    • Format: Select the number display format to use. This will adjust based on the user’s “culture” that is set in the user preferences.
      • This field is only visible for numerical fields.
      • Select formatting options for Currency, Exponential Notation, Number, and Percent values.
    • Limit Length*: Enter the number of characters returned. To return the full text string, set the value to zero.
      • This field is only visible for text fields.
    • Encoding Type: Encode the data as a barcode or QR code.
      • Some encoding types are only compatible with certain types of data.
    • Photo Size*: Select the size of the photo or signature to display in the report.
      • This field is only visible for photos or signatures sourced from Contacts, Assetas, and Form Types.
    • Alias: Enter the column heading name. If left blank, the default will be the name of the data element set in the Column field.
    • Footer Aggregate: Choose the aggregate function to apply to this column’s footer.
    • Add Link: Toggle on to add a hyperlink within the table to link directly to the data elsewhere in the database.
      • This function is most applicable to names (not descriptions), such as asset names, form names, document names, and contact names.
      • Assetas recommends using only one linked column per table report.
    • Comments: Enter any comments you would like to store for this column.
  4. Populate the Conditional Styling fields to format the column based on logic. By default, the system provides 5 rows. Additional rows will appear upon save when all rows are populated. Clear formatting using the icon to the right of each row.
    • Precedence: Enter the precedence of the style.
    • Operator: Select the operator of the style.
    • Value: Enter the comparison value of the style.
      • Note: Select variables ({Today} and {Today +- n}) may be used in the Value field.
    • Bold: Toggle on to apply text boldness for the style.
    • Italic: Toggle on to apply text style for this style.
    • Color: Select the text color to apply for this style.
      • See the Color Key to view the color names and hex codes with the corresponding color.
    • Background Color: Select the background color to apply for this style.
      • See the Color Key to view the color names and hex codes with the corresponding color.
  5. Select “Save” upon completion.

Filters

Filters allow the report to dynamically return results based on defined logic, criteria, and order.

  1. Select “Add” or “Edit” within the Filters section. 
  2. Populate the fields. Data fields with an asterisk (*) are required.
    • Group*: The group of this filter.  Groups are used in conjunction with logical statements where the entire group evaluates to true or false.
      • If an OR statement will be included in the logic, the Group value defines the order of operations.  Use additional groupings to ensure the filtering logic works as expected.
      • If the logic does not use OR statements (the logic only uses AND statements), or there is only a single filter, Group 1 will be sufficient.
      • For example, if your logic looks something like:
        (A and B and C) OR (D and E), the filter elements within the first set of parentheses will be in Group 1, and the filter elements within the second set of parentheses will be in Group 2.
    • Precedence*: The order of this filter in relation to the other filters in the report query.
      • When adding, editing and deleting a filter, the system will automatically renumber the filters by increments of 5.
    • Column*: The column that you will use to filter the data. The naming convention is: [Table.Element] (data type). For example, select Asset Type.Name to filter on the type of asset. There is a search box within the dropdown to help locate data elements within tables. 
    • Operator*: The operator to use for this 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.
      • If filtering on the presence of Form Tags, please use “contains” or “contains any of these items” as the operator.
      • The Operator value of “is in the list” is appropriate for matching entire values.
    • Value*: The value 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. The Append Variable button allows you to quickly select a variable from a re-defined list, including {Today}, {CurrentUser}, {StartDate}, or {EndDate}. 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}. For a full explanation of variable formats, please reference the Variables page.
        • The list of potential variables will depend upon the data type selected. 
        • For date fields, the two filters {StartDate} and {EndDate} must be applied together; you cannot reference only one of these two in the filters for a report.
        • 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). For example: Telemetry.Active Date >= {StartDate} AND Telemetry.Active < DateAdd(day, 1, {EndDate}).
        • If the filter is referencing one date, please use {AsOfDate}.
        • For comparing telemetry timestamps with {Today} please use Telemetry.Active Date >= {Today} AND Telemetry.Active < DateAdd(day, 1, {Today}).
      • 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 need to 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 need to 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*: Defines how to relate this filter to the other filters. If the filter directly after this filter is in a different group, then the logical field will describe how the two groups interact.
      • The AND logical has a higher precedence than the OR logical,  See the table below for examples.
    • Exclude: Toggles whether this filter will be applied.
  3. Select “Save” upon completion.

Manage filters

  1. Select the View/Edit button for the desired filter.
  2. To the right of each filter, under the Actions menu, you may edit the filter position or criteria or delete the filter from the report.

Additional Filters

Additional Filters define the default maximum number of rows to return and sets how to handle distinct rows.

  1. Select “Edit” within the Additional Filters section. 
  2. Populate the fields. Data fields with an asterisk (*) are required.
    • Maximum Rows*: Sets the maximum number of rows returned in a report.
      • For a Selection List report, please increase the Maximum Rows to exceed the maximum number of results returned by the Selection List.
      • For reports that return a number of rows that exceeds the Maximum Rows value, the row count is displayed in yellow alongside a + icon.
    • Distinct Rows*: Eliminates any duplicate rows if set to Yes.
  3. Select “Save” upon completion.

Sorting

Sorting criteria allow the report to display results in the expected order.

  1. Select “Add” or “Edit” within the Sorting section. 
  2. Populate the fields. Data fields with an asterisk (*) are required.
    • Column*: The column that you will use to sort the data.
    • Position*: The position of this sort in the report.
    • Order*: How to order the sorting of the column in the report.
  3. Select “Save” upon completion.

Manage sorting rules

  1. Select the View/Edit button for the desired sorting rule.
  2. To the right of each filter, under the Actions menu, you may edit the sorting rule position or criteria or delete the sorting rule from the report.

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.
Table of Contents