To run a report, you must select the output format for that report. There are five main output formats for reports:
- HTML Reports
HTML Reports display the data as web pages that are optimized for screen display and viewing. HTML format includes a hover menu in the upper left corner of the report output that allows you to view the report in other formats, modify the report, etc.
- HTML Printable
HTML Printable reports are similar to HTML Reports but have been optimized for printing purposes.
- Plain Text (Exported)
Plain Text (Exported) reports produce output which has been designed to be saved to your computer's hard drive and then imported into Excel or another spreadsheet-based data manipulation program.
Excel reports allow you to view the report output in Excel. If you are using the Internet Explorer browser, you can export a report to Excel with a single click. If you are using a different browser, you will be prompted to download the report in .xlsx format. Then you can open the downloaded file in Excel.
- Cube Reports
Cube Reports are designed for use only with Windows versions of Microsoft Office and Microsoft Internet Explorer. NOTE: Total Cost Reports, Profitability Reports and Accrual Reports are not available in cube format.
To access system data in the Cube Report format you must meet the following requirements:
- You must have a Windows XP or later client operating system.
- You must be using Microsoft Internet Explorer 6 or later.
- You must use the 32-bit version of Internet Explorer if you're using a 64-bit edition of Windows. If you're not sure which version of IE you are using, go to the Help -> About Internet Explorer menu option. If you don't see the Help menu press the Alt key. Under "Version:" if it says "64-bit Edition" after the version number then you need to switch to the 32-bit Internet Explorer. If it doesn't say anything after the version then it is the 32-bit version.
- You must have Microsoft Office XP (or Excel XP) or later installed. If you are on a 64-bit OS then you must have the 32 bit version of Office installed.
- You must have the Office Web Components option installed from Microsoft Office XP or higher.
In addition your Internet Explorer settings must be configured correctly to allow Cube Reports to work. Check the following options in Internet Explorer under the Tools -> Internet Options menu. If you cannot see the Tools menu press the Alt key. For help configuring IE security options please contact your organization's IT department. Cube Reports will not function unless these prerequisites are met. The following instructions are for Internet Explorer version 9 but the same concepts should apply to all versions. Make sure the following Internet Options are set in Internet Explorer:
- Under the Tools -> Internet Options -> Security tab click on the Trusted Sites zone.
- Click "Sites" and make sure your Journyx site is listed as a site in the Trusted zone. Then click Close.
- Under the Trusted Sites zone, click "Custom Level..." under "Security Level For This Zone". Note that any security level may be selected such as "Medium-High" as long as you then enable all of the following custom options.
- In the "Security Settings - Trusted Sites Zone" window, make sure the following settings are enabled:
- Miscellaneous -> Access data sources across domains -> Enable
- Scripting -> Active Scripting -> Enable
- ActiveX Controls and Plugins -> Run ActiveX controls and plugins -> Enable
- ActiveX Controls and Plugins -> Script ActiveX controls marked safe for scripting ->Enable
- If you wish to avoid a warning prompt about authentication you should also set: UserAuthentication -> Logon -> Automatic Logon with current username or password
- If your Journyx site uses SSL encryption (https protocol) then you must also set this option: Tools -> Internet Options -> Advanced -> Security -> "Do not save encrypted pages to disk" must be unchecked. Otherwise you will get "Error opening data file".
Each of these report formats are described in more detail below.
Once you have selected the report to run and have indicated which report output format you desire, simply click the Run Report link next to the selected report. If the report has been given a specific run date, the system will then generate the report and display it in your browser window. If the report has been created to request a date range, the system will display the Report Date Entry screen.
This screen is used to select the dates that will be covered by the report being run. The default begin date for reports is the first day of the previous month. The default end date for reports is the last day of the current month. To change these dates you may either enter a date manually using 'mm/dd/yyyy' format, use the popup calendar by clicking the Calendar icon next to the field, or use one of the date shortcuts in the select lists below the fields.
When running a report that will request a date range, you may choose to run the report for either a date range or an interval. If you choose to run the report for a date range, simply enter the start and end dates that you want the report to cover. If you choose to run this report on an interval, select the start date for the report and then use the length and interval select lists to select the interval that you would like the report to cover.
The default output format for reports is the HTML Report format. This format uses the web-based nature of Journyx itself to produce a report that is simple to read and matches Journyx's look and feel. Every report in the system, from the standard default reports to any custom report created by any user, can be displayed as an HTML Report. These reports show the data that they have been configured to show in an easy-to-read layout. Furthermore, the HTML Report display screen contains the following tools for use with these reports:
- Viewing Past and Future Periods
Clicking the arrow to the left of the report date range shown in the report header will show you the data for the previous period. For example, you will see data for the current month when running a report with a monthly time frame. Clicking the arrow to the left of the date range will show you data for the previous month. Likewise, the arrow to the right of the date range will show you data for the next month.
- Hover Menu Options
The hover menu in the upper left corner above the report output includes several options for manipulating reports. The Modify option allows you to edit the report configuration and filters. The Refresh option allows you to reload the report and include any new data that has been added since it was last run. The View As options allow you to view the current report in one of the other report formats (HTML Printable, Plain Text/Exportable, Cube Report). The cube report option is only visible when using Internet Explorer as your browser. The Save As options allow you to save reports in either HTML or plain text to a local drive or network.
- The Commit Button
Clicking this button will commit all records shown in the current report. Committed records are records that have been closed to modification purposes, i.e., users cannot modify or delete records that have been committed. You should exercise caution when using this Button, especially if you are using one of Journyx's approval processes. In general, the Commit button is used to approve individual records when no formal workflow approval process is being used. Clicking this button will close the current report and return you to the Main Report Menu, where Journyx will display a green text message confirming the number of records that were committed.
HTML Printable Reports
The second standard report output format is the HTML Printable report. This format, which is easily viewable on screen, is designed to be printed. The look and feel of the product has been stripped away in this report format, leaving a simple table appearance. To print a report in this format, simply use your browser's Print function. The report will be printed as it appears on the screen. This format is particularly useful for keeping hard copies of reports. It can also be used by individual employees in conjunction with the My Timesheet report to generate a faxable timesheet.
Plain Text (Exported) Reports
Journyx also includes the Plain Text (Exported) report format, which is designed for producing data that can be saved to your computer's hard drive and then imported into another program, such as Microsoft Excel, for data manipulation. When you run a report using the Plain Text (Exported), Journyx will display the data as a tab-delimited file. From the report output screen, you should use your browser's Save As command to save this data to your computer. By default, the file name will have a .pyc extension. This is simply the name of the file that the system uses to generate the report output. You may leave the .pyc extension as part of the file name or you may change that extension. In any case, the resulting file will simply be a tab-delimited text file that you may then import.
The Excel report format allows you to view the report output directly in Microsoft Excel. If you are using the Internet Explorer browser, you will be able to open the report in Excel with a single click. If you are using a different browser, the Excel format will download the report data to an .xlsx file that you can then open in Excel. The Excel format loads the report data in a standard Excel worksheet. See the Cube Report format and/or Journyx Reportlink for access to report data in Excel pivot tables.
Cube Reports contain a dynamic report output form that allows you to sort and view your data. Cube Reports make use of Excel Pivot Tables. Therefore, the computer that you are using to view Cube Reports must have a Windows operating system with Microsoft Office 2000, including the Office Web Components module, or later installed. Additionally, you must use Internet Explorer 5.5 or later to view Cube Reports successfully. Finally, Internet Explorer must be configured to access data sources across domains. For help configuring this IE security option, please contact your organization's IT department.
Cube Reports allow you to view your data within your browser as an Excel Pivot Table. Microsoft Pivot Tables make it easy to change the subtotal options of a given report in real time. Furthermore, you can sort your results or hide individual users, dates, activities and the like. Finally, The Cube Report format also allows you to export the results of a specific report directly to Excel, where you can have complete control over the data to make graphs or drill down further.
Hint: When you export a Cube Report from Journyx into Excel, the complete selection of raw data covered by that report is also exported - usually to Sheet 2 in the workbook which is created during the export process.
Interaction with the data presented in a Cube Report is handled via the Cube Report Toolbar. Additional help with the pivot table technology behind Journyx's Cube Reports can be accessed by clicking the Help button.
To modify the subtotal option dynamically, click the Field List button on the report toolbar. The Field List screen will be displayed and you will be able to select additional fields to show in the report. Initially, only the fields that are included in the report are displayed in the report. However, by default, all standard fields will be listed in the Field List Screen and are able to be added to the active Cube Report. Simply drag the desired field from the Field List screen to the Filter Fields portion of the Cube Report. The system will automatically re-subtotal the report based on the choice you make.
To export the data displayed by a Cube Report to Excel, click the Export to Excel button on the report toolbar. You may receive a security warning from IE indicating that the data you are about to transfer is located in another domain. If you receive this warning, you may safely click 'Yes' to continue. Once the data has been imported to Excel, you may work with it independently of the system. Please note that running a Project Status Report as a Cube Report is a special case because the hierarchical nature of this report cannot be represented accurately in Excel. Therefore, this report in this format cannot be represented well as a Cube Report. The WBS field shown in this report combination is a numerical representation of the hierarchy. Journyx has included the ability to run this report combination so that you may easily export the data contained within a Project Status Report directly into Excel. If you are unfamiliar with Pivot Tables or need further information on this subject, please see the Microsoft web site or your organization's Excel documentation for additional assistance.