A Report in our program is a table of rows and columns which lists (and summarizes) the information extracted from the file you are working with. The Reports module can be accessed by clicking on the "Reports" tab at the bottom left corner of the workspace.
Just like the schedule view, the reports view also has a navigational pane at the top. In that pane you can select the type of report to display, the days and times to include in the report, the type of resources for which to generate the report and, if necessary, select the exact resources as well.
All reports can be printed or exported to various formats.
Types of Reports
The top left drop-down selector in the navigation pane determines the report type. There are several types of reports.
This report shows a list of resources just like in the Resources pane. You can control which properties of a resource are displayed. For example, you can use this report to generate a list of students with their details, addresses, emails and more.
This report also includes two additional useful columns: "Quantity" and "Scheduled". The "Quantity" column sums up the "Quantity" field of all the activities in which the resource is involved, i.e. it sums the total number of planned hours or periods for the resource throughout the list of activities. The "Scheduled" column sums up the overall number of hours or periods in which the resource is actually scheduled. Note that the "Scheduled" column requires that days (or dates) are selected in the second drop-down list in the navigation pane (the one with the calendar icon). That is because the report sums up resources' allocation only across the above selected range of days. If you do not require these two columns, you can hide them using the "View", "Settings" menu (explained below).
This is a report which lists the activities in a manner similar to how they are presented in the Activities pane – each row represents a single activity and the columns are the different types of resources participating in the activity.
However, this is only the basic form of this report. As an extra, this report also offers the ability to include the properties of the participating resources. For example, in addition to displaying the name of an instructor of the activity, it is possible to add a column which displays the instructor's email address. Another useful example – in addition to displaying a room, also display the room's building. Any property can be displayed in a separate column. All this is configurable using the "View", "Settings" menu (see below).
The "Scheduled" report is probably the most important report because it lists all the actually scheduled activities. Each row in the report corresponds to a single cell in the schedule.
So basically, this report is a representation of the schedule in a textual form. The columns of the report are all the resource types, as well as "Day", "Time" and "Note" (cells can have notes). The navigation pane above the report can be used to narrow down the range of the report to specific days, times, periods and resources.
The "Changes" report shows similar information to the one displayed in the Changes pane. It displays the daily modifications made in the "Changes" mode of the program by their type, time and affected resources.
Just like the previous report types, the navigation pane can be used to select the days, times, periods, types of resources and the exact resource names to be included in the generated report. The "View", "Settings" menu can also be used to show additional affected resources' properties in separate columns.
This report lists all the resources which are not booked at all at a certain day and time. The day and time are selected in the navigation pane. This report may be useful, for example, to find out which resources are available for some extracurricular activity at a given time.
This report lists all the resources which are blocked at a certain day and time. The day and time are selected in the navigation pane. If a blocked out cell partially intersects the selected time range, it will also appear in the report. To remind you, blocked out cells are cells in which a resource is marked as completely unavailable and thus cannot be scheduled for any activity.
This report displays all the existing conflicts in the schedule. The conflicts are displayed in a similar format to the one in which they are displayed in the Conflicts pane. Each row represents a single conflict. The "Conflict" column contains the type of the conflict (there are several possible types, see the Conflicts section of the user's guide), the "Day" and "Time" display when it happens and the last column is the name of the resource whose schedule causes the conflict.
Report View Settings
A report's columns and layout can be customized if you select the "View", "Settings" menu while viewing a report. Each report has its own customization, so if you access the View Settings while you are in one report, it does not affect the view settings of another report.
The view settings window lists all the available types of data which the report can show. Most types are simply different types of resources, but some are informational columns like "Quantity" (of hours or periods), "Start Time" of a scheduled activity and more. Each report has its own relevant data. The selections you make in this window determine the columns that you will in the report, their ordering, sorting and formatting.
Report Data Types
Like we said, there are two types of data which a report displays: resources' data and informational data. There is an important difference between these two types when it comes to the number of columns it takes to show that data. You see, informational or statistical data is always shown in a single separate column. For example, the "Quantity" of an activity's planned hours is simply a number. It requires only one column to show it. Resources, on the other hand, are more complex entities because a single resource has multiple properties. To start with, a resource has a full name, an abbreviated name, an ID and a multitude of other properties – some native program's properties and some custom user-defined properties.
You will notice this difference when you expand some data type in the view settings list. When simple informational data types are expanded (using the small "plus" button to the left of their name) you will immediately see a series of settings related to how the column is formatted in the report. When you expand a resource type, on the other hand, you will see an additional layer of items, each corresponding to a property of that resource. Only when you expand a property, you will see the column format settings of that property. If you don't expand a resource's properties and select that resource to be displayed by clicking in the check box near that resource's type, the "Name" property is the only one which is shown by default.
In order for a column to appear in a report you need to select the check box which is located at the left of the column's name in the view settings window. If you expand any column's item (using the "plus" button near the check box), you will see a series of settings which affect the appearance of the column in the report. Here are the available settings.
- Title – The title of the column as it appears at the top of the report. If this field is left empty, the title is the property's name. If you need it to be something else, you can type the new title's text here.
- Column Width – The size of the column, either in pixels or in percentage. If you add the percent symbol "%", the size is in percentage, otherwise it's in pixels. Example: "10%".
- Sort – The report allows 3-level sorting, which means that you can have the report sorted by up to 3 columns. This field determines whether the current column is one of these 3, and which one. The available options for this field are: "First in sorting order", "Second in sorting order" and "Third in sorting order".
- Alignment – The horizontal alignment of all text in this column. The available options are: "Left", "Center" and "Right".
- Font – The font and the font's size which are used to display the text in this column.
- Prefix – Allows you to type certain text which will be appended to the beginning of each row's contents in this column.
- Postfix – Same as the prefix, only this text is appended to the end of each row's contents.
- Word Wrap – This field controls whether long text is cut off or spanned over multiple lines. If this value is "True", cells with long text will become larger to ensure all text is visible.
- Split to multiple rows? – By default, if a field in a report contains multiple resources, they are all written in the same cell, separated by commas. For example, if an activity contains several participants, they will all be shown in the same cell like this: "Participant A, Participant B, Participant C". However, if this field is set to "True", this activity's row will be multiplied 3 times, so that each row will contain only one participant.
- Order – The position of the column in the report (left to right). For example, if this value is "2", this will be the second column in the report.