Reporting is a very useful feature which can be used creatively to access knowledge quickly and/or manage progress of work within Processes in addition to the Pro Text Search capabilities.
- Generating reports
- Where can you generate a report
- Accessing the reports
- Types of reports you can run by application
You can run and store one report per FREE space and up to ten reports per PRO space per each user. Each report is private to the user who run it and they are not sharable between users.
To run a report, click on the report icon in the upper-right menu. You will see the list of your active reports (up to four). To run a new report, click "Add new report" at the bottom.
This will pop up a window where you can choose the type of a report you wish to run from the dropdown.
Important note: Reports are always generated against what is currently visible on the screen, be it a diagram, Salesforce org or compliance models, set of requirements etc. If you filter the list of URLs in the library, or set of requirements, or change the scope of the compliance model, this will limit the scope of the report you will generate.
Important note 2: Sometimes you may not see items (specifically attachments & links to other items within the application) in generated reports. This may be because of group visibility settings on attachments & links. Please see this article for more information.
Where can you generate a report
You will not always be able to add a new report. Reporting is available when you are in the following applications:
- Process application
- Salesforce org model (check out this separate article on Salesforce Org Model reports)
- Reference model
- URL Library list
- Change grid: requirements (but not stories or feedback)
Even if you can't run a report, you can always access the ones you already generated.
Important note: When you wish to generate a report in the process application you can use the toggle under the dropdown field to include lower levels of that diagram. This then runs the selected report not only against the diagram currently on screen but also against all of its children.
Accessing the reports
If you are on a FREE space and you generate another report, it overwrites the previously generated report in that space. If you are on a PRO space, a new report will overwrite the old one if there are more than ten reports in that space.
The report runs in the background, and when it is finished you will get a notification.
Click on the notification to open the report in the new browser tab. You can:
- reorder the columns
- change the width of each column
- filter by every column
- sort by every column
- group by every column (drag n drop it into a tab above the report)
- export to excel
On a PRO space you can always open up the previously run reports (we store up to 10 for each user) by clicking on the reporting icon and then selecting "Show all reports".
You can refresh previously generated reports to include the new data. The report will be re-run with the same parameters (report type, item, scope, filters etc.) and it will include any new data added since the last time the report has been generated.
You can also remove a report from the list to clear your list of stored reports.
Types of reports you can run by application
You can report on different aspects of a Process:
- Diagram list
- diagram comment status
- activity list
- attachments & links
- data tables
- reference model links
- RASCI matrix
- Sticky notes
Ref model & GDPR reporting
You can report on different aspects of a Ref Model:
- activity links attachment
- ref model comment status
- attachments & links
- data tables
- Field list/GDPR
You can report on different aspects of a requirement list: