Report builder

Version 1.0

Introductory Notes

The report writer is a consolidation tool used to combine multiple form submissions of the same form into one report. You can use any data input field and well as any fields from one table container within the form. Please follow the guide below to begin building a report.

*PLEASE READ* - the report writer is included with any doForms Professional or Dispatch license. In order to use the report writer your account must have an active balance of credits. Each time a report is created and then executed a credit will be deducted from your account. For example, if I run a weekly report on Fridays at 9am, every Friday morning at 9am when my report runs, a credit will be deducted. This does not mean that every email address I send my report to will be an additional credit. Report Writer uses 1 credit per report no matter how many people you want to send it to.

To check how many credits your account has, log into your doForms portal and check the upper right hand corner. To purchase additional credits please have the administrator of the account log into the portal and click on the My Account tab followed by the Purchase Credits option.

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Pick a Form

It is important to be selective when choosing forms to use with Report Builder. Report Builder was designed around a simple concept; to consolidate data from multiple forms into a single report. This report can be run once, or you can schedule this report to run and be emailed to you or others on a repetitive basis.

Your form can have multiple tables but Report Builder was designed to use a single table from within your form. You currently cannot use a repeatable section. All data elements within your selected table will be available with the exception of elements that contain signatures or other non-data entries.

Report builder works by building a large table with many columns and rows. If you select a form with no table each form will represent one row in the table of all forms consolidated together. For example, if you pick a form that has many fields but you only select four of those fields as your report inputs, then each form would be one row in a four column table. i.e. : Employee Name, Start Date/Time, End Date/Time, Duration.

If you have ten employees submitting one form a day and you ask the report to run each Friday night, your table will be four columns by 50 rows. You will be able to run a report using Employee Name as your Group By so that you could see the weekly timesheet for each employee.

Let's change the form. Your form now has a field for Customer Name, Date and Supervisor Name. It also has a table for Product Sold, Price, Qty and Total.

If you pick the fields as inputs and the table, Report Builder will create multiple rows for each form. It will create a seven column table combining your inputs and your table elements. It will create a row for each row in your table. This means for each product sold, we will also know the Customers Name, the Date it was sold and the Supervisors Name. These rows will be combined with all the other rows from all the other forms to create a seven column table with multiple rows depending on how many total forms were submitted for the date range and how any products were sold in each form.

The Report Builder can now build a report by Product, by Supervisor, by Customer or even by date using the group by function or they select to run a report for a specific Customer and or Product and or Date and or Supervisor.

Each form must have at least one Date field. Reports cannot be run for more than 31 day periods. You can pick a single day, a custom date range or if you would like to create reports that are recurring you can use variable date ranges like Yesterday, Today, Last Week, This Week, Last Month and This Month. You can also ask for a report to run for a pre-defined number of days back using the Last N Days Back Date Range.

Examples

If you want a report every Monday for last week, you would pick last week as your Date Range. In the email schedule section, you would pick Weekly to define how often you want the report to run and Monday as the day your weekly report would get generated. This means each Monday the system will generate a report for you based on forms found where the Date is between Sunday and Saturday of the prior week.

Some reports do not fit nicely into a week or month. For these reports you can either use a custom Date Range and run the report once or you can use the Last N Days Back option. So if you want a report to run every week on Wednesday from last Wednesday through Tuesday, then set the Last N days to 7. In the Email schedule section, set the weekly option and Wednesday as your Report Date.

Report Header

The Report Header has several functions that help to define the appearance and size of your report.

Text - Add up to two lines of custom text at the top center of your form.

Image - Add an image. Images can be placed Left, Right or Center at the top of your report.

Other - Add critical information in your header.

Appearance - You can add a color behind your header and select the text color.

Orientation - Since doForms will try and fit your form into the space allocated, picking landscape over portrait will allow you to fit more columns. This will however generate more pages.

Paper size - Once again since doForms is always trying to best fit your form into the space provided, picking legal as your paper size will allow you to have more columns.

Data Filter

You can filter the data your report returns by picking a field and or a number of fields and setting the conditions.

Employee name = John Smith

And/Or

Revenue > 100,000

And/Or

Hours worked < 8

Group By

Reports can be divided into section or groups. By picking a field as a group by, the report will effectively stop and start again each time the value of the field changes.

You can add a section footer at the bottom of each column that either sums up the numeric information in the column or counts the number of text entries in section.

You can add multiple Group by widgets. If you select fields like Region, Supervisor and Employee as Group by' ;s, the report will break each time there is a new region, new supervisor within a region or a new employee under that supervisor.

Report Data

Select what fields you want to go into the report body. A list of fields will appear under the toolbar. If an input field is not checked in the Pick a form section it will not appear in the list of fields you can use as report data.

Once a field is added into the Report data section you can configure the section to sort using that field in ascending or descending order.

Once a field is in the Report data section you can click on that field to do the following

  • Change the Column name. The Column name will default to the field name when first selected.

  • Change the Font size. Font size range is between 8 and 12.

  • Add a footer at the bottom of the column after each grouping. You can also add a footer at the bottom of the report for all groupings.

  • Select if you want a count or a sum. Only numeric fields have the sum option.

    Report Footer

    The Report footer has several functions that help to define the appearance of your report.

    Text - Add a single line of custom text at the top center of your form.

    Other - Add critical information in your header.

    Appearance - You can add a color behind your header and select the text color.

    Email Schedule

The most powerful part of the report builder is the ability to automatically distribute reports on a recurring basis.

This means that you can build a report that runs every month and automatically gets sent to multiple people depending on your configuration settings.

The email schedule works in conjunction with the Pick a form section. In the pick a form section you choose the field to be used as your date field and then you determine the date range you want the report to use.

If you pick a custom date range in the Pick a form section, you will only have the option of running that report once in the Email schedule section.

To use the Daily, Weekly or Monthly options you must select a data range that support recurrence like Last Week or Last N days.

Once - If you choose to only run your report once, you will choose the date and time you want your report to run.

Daily - You pick the date you want the reports to start running and the days of the week you want the report to run. You must also set what time during the day you want the report to run.

Weekly -- You pick the date you want the reports to start running and the day of the week you want the report to run. You must also set what time during the day you want the report to run.

Monthly - You pick the day of the month and the time of day the report will run. The user has full control of what day each month a report is created. Users can set reports to run on the 1st of every month, the 5th, 31st, etc.

When selecting the time of day you want your reports to run you also need to specify what time zone you are in. We release some organizations have employees on different coats and we want to give the user the available to run reports in any time zone they want.

Email - Enter the email address you wish to send the report to. You can add more than one address by use the ; symbol. Recipients will receive a link they can click on to run the report. This is to avoid large reports being blocked by email systems.

Subject line - Enter text as you would like it to appear in the subject line of your email.

As - Select the format of the report. You can select PDF or have your data delivered as an excel spreadsheet.

When using the excel output:

Column Layout- Column layout allows users to select a column based format versus the standard structured format for your report. You can also load your report data into a predefined Excel Template which will give you the ability to further manipulate your consolidated report data before it is emailed to the recipients. To add a custom template to your report writer you will first need to create the template and upload it to doForms using the manage report templates area of build forms. Once uploaded, in the report writer you can select the column layout and then select the "use custom template" setting. Once selected it will prompt the user to select a template that has already been uploaded to the account. Users can also select which tab in the document the data will dump to making it easy to use pre exisiting templates to create reports, graphs, charts, etc.

This feature extends the basic features of report builder by allowing you to create things like pivot tables, charts and graphs, Macros and formulas gainst the doForms data that is dumped to the sheet of your choosing. Column

Schedule

The schedule serves two purposes.

  1. Viewing what reports are scheduled to run in the future. If you set up a recurring report you will see an entry for each time the report is set to execute.

  2. Viewing reports that have already executed. Reports are available via the schedule for 7 days. Reports that have ran <= 7 days will be clickable links in the schedule button in which the user can download the report. After 7 days doForms will no longer keep this information so we recommend saving a copy locally of any executed reports.


  3. Conversion to PDF supports the following fonts. If your Excel template uses any other font, Arial will be used in its place.

    • Arial
    • Calibri
    • Courier New
    • Lucida
    • Segoe Script
    • Segoe UI
    • Tahoma
    • Times New Roman
    • Verdana