technical workshop - clarizenmkt.clarizen.com/rs/clarizen/images/final-tw... · reports and...

Copyright © 2015 Clarizen@Work. All rights reserved !!

#ClarizenAtWork15 v www.clarizen.com!

Technical Workshop: Creating Reports &

Dashboards



Featuring:

Angela Bunner Senior Director of Product

Clarizen


#ClarizenAtWork15 Copyright © 2015 Clarizen@Work. All rights reserved !#ClarizenAtWork15

Agenda

!  Feature Overview

!  How to Use

!  Hands-on Exercises -  Project Status by PM Report -  PM Dashboard



Feature Overview


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Key Features

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Feature Overview


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Availability by License •  Reports and Dashboards are not available to Social, Time & expense and

Team member license holders

•  Scheduling is only available to Admin Users via Scheduled Workflow rules quota

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Feature Overview



How to Use


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Out of the Box Reports and Dashboards The new Report and Dashboard module comes with several OOTB reports covering some common use cases to help users when getting started:

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Reports and Dashboards Module Overview


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Folders

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Folders can be used to divide or group all the reports and dashboards created in the system. Available folders: •  Out of the box folders (Budget, Cases,

Customer, etc) •  Folders created by the user •  Special folders:

•  My reports – each user in the org has their own “my reports” folder, that acts as a private folder only for the current user which can be used to save personal reports & dashboards

•  All reports – displays a list of all the reports & dashboards that you have permissions to view

•  Unfiled – a public folder available to everyone in the org


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Create and Manage Folders You can create New folders by clicking the

+ icon located under the list of folders. Arrange your reports and dashboards by dragging and dropping them between folders you have sharing permissions on.

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Sharing

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Each of the folders has sharing permissions inherited based on the reports/dashboards within. They can be further defined in the Folder property popup screen •  Sharing permissions can be defined for Users,

User groups, special groups, and profiles in several levels:

•  Owner – can add/remove/edit reports and dashboards and the folder itself

•  Editor – can add/remove/edit reports and dashboards and the folder itself

•  Contributor – can add/remove reports and dashboards

•  Viewer – can run relevant reports and dashboards


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Filter to find specific types of reports or dashboards Depending on your permission level, one can:

1.  Add – create new report or dashboard 2.  Edit 3.  Delete 4.  Mark an item as favorite 5.  Follow discussions on an item 6.  Export – send or download items in Excel

or PDF

Search for an item


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Related Panels

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Reports includes the following out of the box relations: •  Scheduled runs (reports only)

•  The scheduled report runs automatically and is displayed in the Scheduled runs relation panel

•  The exported data can be saved either as PDF or Excel allowing you to access and analyze past results

•  Discussions •  Allows you to collaborate with all team

members around reports/dashboards and their results using social

•  Note: If the user does not have permission on the report he will receive discussion notifications but will not be able to access the results themselves


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Overview

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Dashboards Module Overview

•  Dashboards allows you to create a one glance view of reports spanning multiple data objects.

•  For example, you could have a dashboard consolidating different reports on timesheets, expenses, project status, requests, and resources – where each report could be displayed in a different format (chart, grid, or highlights).

•  Just like in the Reports editing feature, you can define sharing permissions for each dashboard



Exercise 1 Create & Manage Reports

To do: Project Status by PM


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Managing Reports

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Exercise 1 – Create & Manage Reports

•  Create a folder and set the sharing permissions •  Who do you want to give full Editor access to? •  Who needs to be a Contributor? •  Who needs to be able to view the report?

•  Create and Move existing reports/dashboards into the newly created folder to better organize your necessary information

•  Mark relevant reports/dashboards as favorites so you can easily access them


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Managing Reports

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Managing Reports

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Managing Reports

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Creating a new report -> Project Status by PMs

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In Report & Dashboard click “Add” and select “Report” •  Give the report a name: “Project Status by PM - <your name>” •  By default the folder in which the report is saved is the folder in

which you are in, click “Change” to select a different folder •  Set the sharing permissions for the report under “Owner” and

“Sharing” •  Note that users who have access to the folder are “inherited” into the

newly created report •  You can further limit the report access to specific users, user groups,

profiles •  Define what information or data set to create the report from in: “Report On”, select “Project”


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Adding Filters to a Report

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Add filter parameters either on the report entity or the related data •  For objects with a role (work items, cases, etc.) you can set the role filter

•  By default the role is set to “all” which shows all objects the user has permission to view, but this can be filtered for a specific role - such as project manager, reviewer, etc.

•  Set “Role” to “Any” •  Filters can be simple or advanced

•  Simple filters simply mean that each filter criteria is separated by an “and” while advanced allows you to add an “or” between parameters

•  Add “Project Type” and “State” as filters •  When creating a report you can select to “show at runtime”, this allows the

running user to set/edit the filter values so you do not have to set them now •  Click and enable “Show at runtime” option


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Adding Filters to a Report

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Creating Multiple Pivot Reports

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One report can contain several pivots or dimensions on the same data, allowing you to quickly view the data in different perspectives •  For instance, a report on running projects can be viewed grouped by project

manager in one pivot, profitability in another, and overall success rate on the third

•  Rename the default pivot tab to “By PM”. •  Click “Add pivot tab” and call that new tab “Cost”

•  Pivot tab menu options include: •  Rename – allows you to rename the selected tab •  Delete – allows you to delete the selected tab •  You can also reorder the various tabs using drag and drop

•  The Business question field provides an optional header for each tab, making it easier for viewers to understand what data they are viewing.

•  Enter “How are my PMs performing?” for the “By PM” tab and “What is our cost performance?” for the “Cost” pivot tab


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Report Highlights

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Clarizen reports allow you to create on-the-fly KPIs, aka Highlights, onto each pivot tab of a report. You can add up to 3 highlights per pivot table. These highlights allow you to quickly view the most critical data of a report

•  For example, the total cost of all running projects or the total billable hours •  In “How are my PMs Performing” tab, Click “Add Highlight” and provide the following:

•  Caption : “Total Costs” •  Define the summary type, you can even add formula functionality to the mix : “Sum” •  Select the field or formula you wish to highlight : “Actual Cost”

•  In “How are my PMs Performing” tab, Click “Add Highlight” and provide the following: •  Caption : “Project Count” •  Define the summary type : “Count” •  Select the field : “Name”

•  In “What is our Cost Performance” tab, Click “Add Highlight” and provide the following: •  Caption : “Total Actual Cost” •  Define the summary type, you can even add formula functionality to the mix : “Sum” •  Select the field or formula you wish to highlight : “Actual Cost”

•  In “What is our Cost Performance” tab, Click “Add Highlight” and provide the following: •  Caption : “Avg Cost Balance” •  Define the summary type : “Average” •  Select the field : “Cost Balance”


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Report Highlights

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Adding Charts to the Report

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A chart can be added to each pivot tab of a report in order to provide a graphical display of the received results •  Clarizen offers eight (8) different graphical charts with multiple options

•  Bar – includes stacked and cluster bar chart •  Horizontal-bar – includes stacked and cluster horizontal bars •  Pie •  Starburst – a unique radial scatter chart •  Scatter •  Bubble •  Gauge •  Line

When viewing the results of a report, you have the ability to drill down into different areas of the chart to further view and analyze the data


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Adding Charts to the Report

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•  In “By PM” tab, select the “Bar” graph icon and set the following: •  Chart Type: “Stacked” •  X-Axis: “Project Manager” •  Grouping: “Status” •  Y-Axis: “Display: Number of Projects”

•  In “Cost” tab, select the “Bar” graph icon and set the following: •  Chart Type: “Stacked” •  X-Axis: “Project Manager” •  Grouping: “Status” •  Y-Axis: select “Custom” and choose “Actual Cost”


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Adding Charts to Report

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Define the Result Table

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You have complete control over the display layout of the result table for each pivot •  Click “Manage” to select what fields will be available in the table columns

•  You can also define the view for each of the fields based on the field type: •  Choose to see a Value, Icon, or both •  Show or hide fields with ‘0’ value •  And much more

•  To wrap column titles be sure to select the checkbox •  You can drag and drop fields in the editor to set their order •  You can group the results by clicking on “Group By” : “Project Manager”, “Sort:

Ascending” •  Click on a column header in order to set the sorting

•  Tip: For multi sort, hold the CTRL key on your keyboard while clicking on a column header


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Exercise 2 Create & Manage Dashboards

To do: PM Dashboard


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Creating Dashboards

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Exercise 2 – Create & Manage Dashboards

In the Reports and Dashboards module click “Add” and select “Dashboard”. •  Give it the name “PM Dashboard”, under “Dashboard Name” •  By default the folder in which the dashboard is saved is the folder in

which you are in, click “Change” to select a different folder •  Set the sharing permissions for the dashboard under “Owner” and

“Sharing”. Permissions are inherited based on the folder, but you can further refine this.

•  Click “Layout” to determine the layout of the dashboard with a 1-3 column layout


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Creating Dashboards

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Setting the Running User and Schedule Refresh Options

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The “Running User” of a dashboard determines under which user’s permissions the reports within the dashboard will run, and thereby affect the results of the dashboard •  By default, the “Running User” is set to the current user, meaning that each

user that runs a dashboard will see only the data they have permissions to view

•  Admin users can set the “Running User” to any user in the system •  Once a specific user is selected, the dashboard shows the data as per the

permissions of that user, and therefore all users who have access to the dashboard will see the same resulting data

•  Once the “Running User” is set, the admin user can select to schedule a refresh by clicking on the “Scheduled Refresh” button

•  This enables the automatic refresh of a dashboard, upon which a notification will be sent out to the relevant user, including an export of the dashboard (if selected)

•  When scheduled a refresh, the admin can choose to disable manual refreshing of the dashboard, ensuring that data of the past refresh remains untouched


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Adding Reports to a Dashboard

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Click on “Add panel” to add multiple report panels to a dashboard: •  Replace the “Report Name” field with the report’s title – this field will be

automatically filled with the selected report’s name if not manually set •  Type in the report to display or click the ellipse under “Report to display”, and

select “Project Status by PM” – this allows you to select the relevant report •  Under “Report tab to display” select “By PM” - allows you to select the relevant

pivot tab of a report (this is only available if the report has multiple tabs) •  Under “Filters” select the filtering criteria for the report •  Select the visual display, under “Style” – allows you to select the report

element(s) to display •  In wide columns, you can choose to see the highlight (where applicable) AND

either the chart or the table •  In narrow columns, you can choose to see either the highlights, chart, or table •  When selecting table, you can choose which fields to view (fields available are

only those already selected in the report itself) •  Continue to add other reports to the other two panels


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Adding Reports to a Dashboard

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Your PM Dashboard

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Questions?

technical workshop - clarizenmkt.clarizen.com/rs/clarizen/images/final-tw... · reports and...

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