For years, Fingercheck has featured the ability for users like you to create custom spreadsheets, allowing for easy access to sets of data that aren't normally accessible through the pre-made "System" reports.
Without any prior knowledge, creating custom reports could be tricky- however, we've updated and designed the interface of our "Report Writer" with this in mind, aiming to provide a simple, intuitive, and easy-to-use method to get access to all of the data you could possibly need.
Below, you'll find we've created a step-by-step tutorial to show you exactly how to make use of our Custom Report Writer.
From the Fingercheck Main Menu, hover your mouse over "Reports", then click on the category you want your custom report to be entered into.
You'll be taken to the pre-made System reports for that category. Next, click the green "+Custom Report" button.
Here, you'll have your option of various different "data sets" that exist within Fingercheck. Use the filters on the left side to narrow down your choice, then select the set you want to use.
In this example, we are going to choose "EARequests" under the "Time Card" filter.
Next, create a "Code", "Name", and "Description" for your report. These fields are used on the Custom Reports list to display your report.
Then, choose your preferred "Export Type" (CSV and CSV2 are basic spreadsheets without any formatting, while PDF and Excel are more aesthetically customizable), and finish by clicking the green "Start" button.
Using the Custom Report Writer
Next, you'll move on to the Custom Report Writer screen. This screen has all of the following tools available to you.
You'll start off with a blank slate and some "Fields" on the right side of the screen. These fields are all of the different blocks of data available to the data set you selected.
In our example, due to the data set we selected, there are two categories of data that will populate - "Employee" and "Absence Requests."
Structuring Your Report
From these categories, we can click and drag over the fields we want to appear on the report.
In the example above, we want to see Absence Requests that have been entered by employees, so we'll include fields such as the Employee's Name (LastFirst/FirstLast), the Date of the request, the Code and Description of the request, the amount of Hours absent for, and the Reason field.
Once you've determined what columns you want in your report, you could just finish right there and then by hitting the green Save Report button, and you'd have a report that shows you all relevant information for any Absence Requests entered within the time frame you specify when running the report. You could also click the blue Run Report button to run the report right now.
But what if you don't want ALL of the possible data, or what about things like the order in which the data appears? What if you only want it for a specific Department, or you want to arrange the data so results are sorted or grouped a specific way?
For that, to the left of the Run & Save buttons, there are buttons for Groups, Sorting, and Filters. Let's tackle each of these concepts separately.
Applying Filters to a Report
Filters are the way to tell the system to apply restrictions to the data displayed on the final report. Without filters, a report will show all valid data of that data type for all selected employees across the time period specified when running the report. In our previous example, it'd show any and all Absence Requests entered by employees.
With filters, however, we can do something like only showing the PTO requests, ignoring other possible Absence Requests you might have, such as Sick Leave or Unpaid Absences.
To do this, click on the "Filter" icon, then click "Add a Filter". Next, select from the dropdown list the field you want to filter by. In our example, this could be either the Code or the Description of the Absence Request. Then, click the blue Add button to continue.
Congratulations, the Code filter has been added! But that's not all- you still need to tell it what Code to filter by. To do that, click the blank field to the right of "EqualTo" and select the option you want to show on the report.
You can add more lines just like this if you want to show more than just one possible result. To do this, click the blue Add Filter button. Additionally, you can use the Gear icon on the right side to apply basic logic operators "AND" or "OR" to your filter.
Grouping Data in a Report
Groups are how to tell the system to bunch up all data that includes the same value for a particular field. Most commonly, this is used to group all of the same results of employees together.
For example, without grouping, our example Absence Request report could show an Absence Request entered by employee Billy, then one by employee Sam, then one by Billy again, then one by Francis, then one by Billy again, then one by Zeke, and so on. What if I want to show all of Billy's requests together, then Francis's, then Sam's, etc?
To set that up is simple! Start by clicking the "Group" icon, then click "Add a Group". You'll then be able to select what field should be grouped by (in this case, we'd recommend EmployeeNumber).
You can also tell the report to separate the grouping by empty buffer space by enabling "Page Break" before the group, after it, or both.
Sorting Data in a Report
Lastly, you can sort data. As you'd imagine, sorting influences the order in which results appear in your report. Typically, this is done in either Ascending or Descending alphabetical/numerical order.
For example, let's sort our Absence Request example alphabetically by the last name of the employee.
Start by clicking the "Sort" icon, then click "Add Sorting". You'll then be able to select what field should be sorted by (in this case, LastFirst) and in what order (in this case, Az since we want to start from the A's).
Applying Formatting to a Report
This last bit is specifically relevant to the PDF and Excel file types. These types allow you to apply "Styles", customization options such as resizing, bolding, and italicized fonts, column widths, cell borders, and more.
To do this depends on what specifically you're trying to set. If you're trying to set something specific to a column, such as field width, font color, or more, hover your mouse over the column header, and click the icon that looks like 3 horizontal bars. You'll see the options shown below.
As for things like cell borders and the font particulars, click the Gear icon to the left of the Run Report button, then select Theme Editor to reveal this set of options to play with.
These examples just scratch the surface of what one can do with the Custom Report Writer tool.
If you have questions about how to use this feature of Fingercheck, feel free to reach out to our Support team at any time!
To learn more about our cost-effective and user-friendly cloud-based time and attendance software, check out our website at Fingercheck.com. Interested in our services? Sign up for a 30-day free trial and get started with Fingercheck today.