Reporting

Help Contents

The reporting functionality is located under the Reports menu. The main reporting sections are Standard Reports, Scheduled Reports, Saved Reports, and System Reports. Depending on your system configuration, you may only have access to some of these reporting sections.

 

Standard Reports

Standard Reports is located under Reports-->Standard Reports (see figure 28.1).

Standard Reports
Figure 28.1. Standard Reports

 

Running a Report

To run a report, you must select the output format for that report. There are four main output formats for time and expense reports:

When you run a report in the system, you will be able to select the format of that report. Each of these report formats are further described in 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 dropdowns to select the interval that you would like the report to cover.

Because of the immense variety of default reports that ship with Journyx, this manual does not provide specific information on each report. The manual and online help for Journyx focuses on the processes of using reporting in Journyx. The following sections discuss the various output formats and will show several different reports as examples.


HTML Reports

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:


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.

Cube Reports

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, tasks 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.

 

Saved Reports

You can save the output of a report with a fixed date range for later viewing. Saved reports can also be copied to other users or even emailed to other individuals, even if they are not Journyx users. The following section describes all of these functions.


Saving Reports

To save a report in Journyx, select either 'Display report in browser and save report output' or 'Save report output only' without displaying in browser (see figure 28.2). Additionally, you must designate a name for the saved report for identification purposes. By default, the system will name the output file with same name of the Saved Report. You may change this name. The last option determines when the saved report will expire and be automatically deleted from the system. Saved report expiration defaults to 3 months, but you can change the expiration to suit your needs.


Creating Saved Reports
Figure 28.2. Creating Saved Reports

Once you have selected the report format, chosen the method for saving and specified the name , click the Run Report link next to the selected report. The report will run and the output will be saved for later viewing. Please note that the report data is saved at the time you run the report. Therefore, any modifications you may make to the report after it has been run (i.e., changing the subtotaling options when using a Cube Report) will not be saved. To save reports that have been modified after the initial run, export the report data to Excel or another similar program.

Existing Saved Reports can be seen by navigating to Reports-->Saved Reports (see figure 28.3).
The list of saved reports, located at the top of this screen, includes all reports that you have saved, as well as any saved reports that have been copied to you by another user within your organization. This screen includes the following information on each saved report you, as a user, have access to: report name, date run, report type, output format, and file size. This screen also provides access to the tools needed to copy or email saved reports to other users both within and outside the system database. To view a previously Saved Report, simply select the report you wish to view from the list of Saved Reports and click the View button.


Saved Reports
Figure 28.3. Saved Reports


Copying A Saved Report To Journyx Users

You can copy your saved reports to other users within your organization. To copy a report to another user, select the report you wish to copy from the list of saved reports. You may then select one or more users shown in the listbox. To select more than one user, ctrl-click each name in the listbox. Once you have selected the user(s) you wish to copy this Saved Report to, click the Copy To button. When copying a single report to other users, you will be able to rename the report for those users. However, when copying multiple reports to users, you will not be able to rename the report for those users.


Emailing A Saved Report

Saved Reports may be emailed to anyone with a valid email address. Before you can email a saved report, the system requires the following items be established in the system:

Without your email address and the System Settings configured, you will be unable to email any Saved Reports. Additionally, you will not be able to email Saved Reports to other users who do not have an email address entered for them in the Custom Fields section of Journyx. For these users, as well as anyone who is not a user within your organization's Journyx installation, you may manually enter email addresses in the textfield located to the right of the user listbox. Email addresses entered into this field may be separated by commas, semicolons or carriage returns. You may also utilize the User listbox and the email text entry field in combination. One you have selected the Saved Report you wish to email and have indicated which users or email addresses you would like to send the selected report to, click the Email To button. If any users you selected from the user listbox do not have an email address entered in the Custom Fields, the system will display a red text error message indicating which users were not sent the Saved Report. Emailed Saved Reports arrive as attachments within the email itself. The format of the attachments varies depending on the output format of the saved report that was mailed. HTML Reports arrive as plain HTML files that contain the contents of the report. These function exactly like HTML reports as discussed above. HTML Printable reports arrive as plain HTML files that contain the contents of the report. These function exactly like HTML Printable reports as described above. Cube Reports arrive as an HTML file and an XML file that combine to create the Cube Report. These function exactly as Cube Reports as discussed above, including the limitations associated with this report format. Plain Text (Exported) reports arrive as a tab-delimited .txt file that contains the contents of the report. These files can be imported into Excel or another similar program.

If you encounter difficulties emailing Saved Reports because either the Email System Settings have not been set for your organization's installation of Journyx or because you or your intended recipients do not have email addresses defined within Custom Fields, please contact your system administrator to correct these issues.


Administrator Management of Saved Reports

Administrators have some additional options on the Saved Reports screen.

Administrator Saved Reports
Figure 28.3.1. Saved Reports for Administrators

Administrators have the option to view saved reports for all users in the system, and they can use their Saved Reports area to delete old reports and clear up space on the Journyx server. The select list at the top on the left side allows Administrators to view their own saved reports or saved reports for all users. The select list at the top on the right allows Administrators to see when saved reports were last viewed by anyone in the system. Reports with expiration dates will be deleted from the system if they are not viewed before the expiration date. If a report is viewed by someone, the expiration date will be reset. Expiration dates are set by the user when saving the report. All of these options allow Administrators to ensure that the Journyx server doesn't get cluttered with old and unused saved reports.

 

Scheduling A Report

Scheduled reporting is located under Reports->Scheduled Reports (see figure 28.4).
You can schedule reports to run automatically at specific times. This feature can be used in any number of ways, though the most common reason for scheduling reports is to arrange for large reports to run at times of low traffic. The Scheduled Reports Screen provides access to all the tools needed to schedule reports to run at specific times, dates or intervals. This screen is used to schedule one report at a time. The basic process of scheduling a report is outlined below and the details on each schedule type are provided in the following section.


Schedule Reports
Figure 28.4. Scheduled Reports

To schedule a report, select the report you wish to schedule from the dropdown list. Then select the output format of the scheduled report. Enter a description for the scheduled report. Select the schedule type for the scheduled report. Select the Schedule Options for the scheduled report. Enter a start date for the scheduled report (One-Time Reports and Bi-Weekly Reports only). Enter a time of day for the scheduled report to run. Once you have completed these steps, click the Schedule New Report button. The system will refresh the Scheduled Reports Screen and display a green text message indicating that the report has been scheduled. Additionally, the newly Scheduled Report will be added to the list of existing Scheduled Reports located at the top of the Scheduled Reports Screen.

To modify an existing Scheduled Report, click the report you wish to modify from the list of existing Scheduled Reports. You will then be able to modify whichever options you wish to change for the Scheduled Report. Once you have completed these steps, click the Save button. The system will refresh the Scheduled Reports Screen and display a green text message indicating that the report has been modified.

To delete an existing Scheduled Report, simply select the report you wish to delete and click the Delete button. The system will display a warning asking you to confirm the deletion of the Scheduled Report.


Schedule Types

System Reports

System Reports are located under Reports->System Reports (see figure 28.5). The system incorporates the ability to run reports on individual aspects of your Journyx configuration, allowing you to get a 'big picture' view of the information contained within. With the System Reports, you can easily see which Users have access to which Projects, which Activities are contained in which Groups, which Approvers are associated with which Custom Approval Plans, and nearly any other combination of internal data.


System Reports
Figure 28.5. System Reports

Journyx's System Reports function provides a number of views of the information contained in the system database. To run a System Report you simply need to select the item on which you would like the report to be run and then indicate which associated items you would like to have shown in the report itself. The available items for reporting are the following:

Each reportable item has one or more associated items that can be selected for reporting purposes. You may select as many of these associated items as you choose from the Show Me list. You can use shift-click or ctrl-click functionality to select multiple items to show in the report. Once you have made your reporting selections, choose a report output format for the report. Before you run the System Report, you may choose to save the report output by checking the Save Report Output checkbox on this screen. If you intend to save the report output, you are encouraged to specify a more detailed Saved Report Description on this screen as well.

To run the System Report that you have designed, click the Run Now button. The system will open a new window containing the results of your System Report. You may close this window when you are finished. If you have chosen to run this System Report in the Plain Text (exported) format, you should print this report out before closing the window.


Filters and System Reports

You can apply a limited set of filters to System Reports to provide even more filtered and detailed results. If you wish to run a System Report with a filter, select the criteria of your report as outlined above, including your desire to save the report output, and click the Run Through Filter button. Journyx will display the System Reports Filter Screen (see figure 28.6)


System Reports filters
Figure 28.6. System Reports filters


This screen provides access to the tools needed to apply a filter to your System Report. System Report filters allow you to limit the scope of the report to show data in one of the following manners:

You may select multiple items in the Selected column by ctrl-clicking or shift-clicking each item individually.

Once you have configured the System Report filter, click the Run Report Button. This will open a new window containing the results of your filtered System Report. You may close this window when you are finished. If you have chosen to run this System Report in the Plain Text (exported) format, you should print this report out before closing the window.

 

Creating A New Report

The product ships with a number of default reports that should fit the needs of most users and organizations. However, Journyx also includes a complete suite of report creation tools so that reports can be customized (see figure 28.7).


Standard Reports
Figure 28.7. Standard Reports


The first thing you must choose when creating a new report in Journyx is the Report Type for the new report. Report Type defines the general functionality of the report (see figure 28.8). This report parameter is described in detail below.

Report type selection
Figure 28.8. Report type selection


Report Types

The system divides the default reports into four main categories:

Additionally, the system allows you to select between Time, Expense or Custom subtypes of Line Item Reports and Time or Expense subtypes of Matrix Reports. Each Report Type as well as the two/three subtypes have certain parameters that you may use to configure the reports. Each of these sets of parameters is discussed below.

Once the report type has been selected, you will be directed to the Create Report screen for that specific report type (see figure 28.9 and 28.10)


Report creation options
Figure 28.9. Report creation options


Report creation options (continued)
Figure 28.10. Report creation options (continued)


General Report Options: Line Item Reports and Project Status Reports

Line Item Reports and Project Status Reports share the same general report options. Each of these options is outlined below.


Date Ranges For Reports

All reports in the system are designated as either reports that will request a date range or reports that will run on a specific dates. This portion of the report creation screen allows you to select which date range style you would like to use for your new report.

Reports that will request a date range will allow you to define the date range each time your run the report. When you run such a report, the system will ask you for the date range for the report to cover before returning data. Otherwise, the report will run for a specific range of time as defined from the date specification criteria. When you run such a report, the system returns data based on the period interval that has been defined for the report when the report was created. If you chose to create a report that will request a date range, you may then move on to the next step in report creation; however, if you choose to create a report to run on a particular interval, you must provide details on the date period before continuing to the next step. When creating such a report, you will need to choose a Length and Increment Type for the report. Report Lengths are a number between .25 and 365 as defined in the Length dropdown menu. Report Increments are standard time periods - day, week, month, and year. The output of such a report is based on the length/increment chosen at this point. Therefore, you could create a report that covers 90 days or one quarter (.25) year or nearly any combination of length/increment. Obviously, certain combinations of length/increment are more useful than others. After indicating the Length of the new report, you must also define a Start for the report. The Start tells the system exactly where the report should begin when returning data. The system requires either a 'day of the week or a combination of 'day of month' and a 'month of year' to function. A 'day of the week' must be selected for a report that has been configured with a length of one week or less. Reports that have been defined with a length of greater than one week must have a combination of 'day of month' and a 'month of year' established.


Primary Filters

You are able to apply certain filters to newly created reports. These filters may be used to target the report output to specific Projects, Activities, Pay Types, Bill Types and Users. The process of using the report filters in the system is relatively straightforward. For each filter category, you may choose to have the system show the following range of each item:

You may select multiple items in the Selected column by using ctrl-click or shift-click functionality. Additionally, you may choose to show data associated with all of the selected projects' descendants by checking the 'Automatically Include Project Descendants in Report?' option at the bottom of the Project Filter section.


Item Status Filter

The Item Status Filter works in the same manner as the Primary Filters described above. This filter allows you to target your report to records that meet certain status requirements. The status requirements for use with this filter are, effectively, four pairs of possible record statuses. Any one of these pairs may or may not apply to your organization, depending upon how you are using Journyx. The first pair of status filters relates to the Approval Status of records in relation to the standard Journyx sheet approvals. For more information on the standard sheet approvals process, please see the Approvals section of this manual. 'Approved/Committed' filters records that have been approved using the standard sheet approvals process. 'Not Approved/Not Committed' filters records that have not yet been approved using the standard sheet approvals process.

The second pair of status filters relates to the Synchronized Status of records in relation to the optional Disconnected User module of Journyx. If your organization is not using the Disconnected User module, these filters will not apply to your records. For more information on the Disconnected User module, please see the Disconnected Client Module section of this manual. 'Synchronized' filters records that have been synchronized via the Disconnected User module. 'Not Synchronized' filters records that have not been synchronized via the Disconnected User module.

The third pair of status filters relates to the Approval Status of records in relation to the Project Approvals process of the system. For more information on the project approvals process, please see the Project Approvals section of this manual. 'Project Approved' filters records that have been approved using the Project Approvals process. 'Not Project Approved' filters records that have not been approved using the Project Approvals process.

The fourth pair of status filters related to records that are created in they system via the punch entry process. 'Created from Punch Records' filters records that have been created in the Journyx database from punch records. 'Not Created from Punch Records' filters records that have not yet been created in the Journyx database from punch records.

The Item Status Filter allows you to choose records that have multiple statuses. You may choose any combination of filter items, though obviously some combinations will be more effective than others. When filtering by more than one pair of status filters, Journyx allows you to choose whether you want your results to be exclusive (OR) or inclusive (AND). Therefore, you can choose to have the report show items that are Synchronized OR Punch Records, or items that are both Period AND Project approved.


User Modification

You are able to copy newly created reports to other users within your organization's Journyx installation. By default, all newly created reports that are assigned to other users are set to be modifiable by those users. When a user modifies their copy of a report, those changes are not reflected in any other copy of the report. If you are creating a report that you do not want other users to be able to modify, this section allows you to indicate that choice. Simply change this option to 'No' and users who receive copies of this new report will not be able to make changes to the report. They will be able to view the report only as you have designed it. The copied report can still be modified by users with roles that are not limited to User Authority. Blocking modification of a copied report only applies to roles with User Authority.


Custom Column Names

"Show users's column names from Entry Screen Configuration": this checkbox lets you choose whether customized column names are shown in the report output. If this option is unchecked the report headers show the field/column names from System Settings -> Entry Screens. However if the option is checked then the field names shown reflect the users in the report, not necessarily the names used on the reporting user's own entry screens. The system determines which users are included in the report and shows all the column names relevant to those users. If a given column has more than one name then all the names are sorted in alphabetical order and separated by a / (slash) character.


Header and Footer

Journyx provides access to the header and footer text that appear on each Journyx report. These two areas accept plain text as well as HTML formatted text. Additionally, you may use one or more of the Journyx 'tricky tags' in these sections as well. Journyx 'tricky tags' are HTML-style tags that pull specific information directly from the Journyx database, such as the name of the User who is viewing the report, the name of the Time Entry Screen that is currently active for the viewing user, and similar data.

The available tricky tags are given below along with the system information that the 'tricky tag' will display. You must type the tag exactly as shown including capitalization.

Tricky Tag System Information Displayed
<Name> Displays the login ID of the active user
<Authorization> Specifically for use by the Journyx Professional Services team
<Reserved> Specifically for use by the Journyx Professional Services team
<Number of Input Records> Displays the number of blank rows that appear on this time entry screen for the active user; this number may be set globally for the Time Entry screen or may be left to the individual user to specify for himself
<Number of Output Records> Specifically for use by the Journyx Professional Services team
<Number of Dates> Displays the number of days contained in the time period upon which this time entry screen is based
<Full Name> Displays the full User Name of the active user
<Default Comment> Displays the default comment that the active user has defined under his preferences tab
<Other Options> This tag is specifically for use by the Journyx Professional Services team
<Expense Entry GUI in Use> Displays the name of the Expense Entry screen assigned to the active user
<Time Entry GUI in Use> Displays the name of the Time Entry screen assigned to the active user
<Domain ID> Displays the name of the Domain that contains the active user
<Mileage Entry GUI in Use> Displays the name of the Custom Entry screen assigned to the active user
<Custom Field Name> Displays the name of the contents of the named User Custom Field. For instance, if you want to show the contents of the user's custom field "Employee Number" then use the tag <Employee Number>. Likewise, in order to use the "Email Address" field you can use the tag <Email Address>.

Please note that if you have renamed any of the default custom fields such as renaming "Email Address" to "E-mail" then you must use the renamed field name in the tag. If the user does not have a value set for that Custom Field then the tag will be replaced with a blank value. Any custom field with the same name as one of the standard tags mentioned above will be ignored. Any custom fields with Visibility set to Hidden will not show up. The user must also be assigned a role that is allowed to report on the custom field.

 


General Report Options: Expense and Custom Reports

Expense and Custom Reports have a slightly different set of general options than those associated with Time Reports and Project Reports. All of the general report options for expense and custom reports are outlined below (see figure 28.11).

Expense Report
Figure 28.11. Expense Report


Date Ranges

All reports in Journyx are designated as either reports that will request a date range or reports that will run for a particular period interval. This portion of the report creation screen allows you to select which date range style you would like to use for your new report. Reports that will request a date range are run for an amount of time relative to the date on which you run the report. When running such a report, Journyx will ask you for the date range for the report to cover before returning data. Reports that will run for a particular period interval are run for a specific period interval as defined within the report itself. When you run such reports, Journyx returns data based on the period that has been defined for the report when the report was created. If you chose to create reports that will request a date range, you may then move on to the next step in report creation; however, if you choose to create a report that will run on the specified period interval, you must provide details on the period before continuing to the next step. When creating such a report, you will need to choose a Length and Increment Type for the report. Report Lengths are a number between .25 and 365 as defined in the Length dropdown menu. Report Increments are standard time periods - day, week, month, and year. The output of such a report is based on the length/increment chosen at this point. Therefore, you could create a report that covers 90 Days or one quarter (.25) year or nearly any combination of length/increment. Obviously, certain combinations of length/increment are more useful than others. After indicating the Length of your new report, you must also define a Start for the report. The Start tells Journyx exactly where the report should begin when returning data. Journyx requires either a 'day of the week or a combination of 'day of month' and a 'month of year' to function. A 'day of the week' must be selected for a report that has been configured with a length of one week or less. Reports that have been defined with a length of greater than one week must have a combination of 'day of month' and a 'month of year' established.


Currency Conversion

Journyx PX allows you to convert the expense values that will be shown in expense reports to another currency or custom values to a base currency based on your custom conversion rates. This section of the Report Modification screen allows you to select the currency to which these values will be converted. To establish a currency conversion for your new report, simply select the 'output currency' you wish the report to use from the dropdown box located in this section. Please note that you must have a previously established currency conversion and/or custom conversion in place for this setting to function properly. For more information on currency and custom conversions, please see the Conversions portion of this manual.


Include Custom Records in Expense Reports

If you are using a custom entry screen and would like to combine the custom entries with expenses for reporting, you can use this option to include the custom entry information in expense reports.


Primary Expense Filters

The Journyx reporting engine allows you to apply certain filters to newly created reports. These filters may be used to target the report output to specific Projects, Users, Expense Codes, Currencies, and Sources. The process of using the report filters in Journyx is relatively straightforward. For each filter category, you may choose to have Journyx show the following range of each item:

You may select multiple items in the Selected column by using ctrl-click or shift-click functionality. Additionally, you may choose to show data associated with all of the selected projects' descendants by checking the Automatically Include Project Descendants in Report? option at the bottom of the Project Filter portion of this section.


Item Status Filter

 

Expense Report creation options (continued)
Figure 28.12. Expense Report creation options (continued)

The Item Status Filter works in the same manner as the Primary Filters described above. This filter allows you to target your report to records that meet certain status requirements. The status requirements for use with this filter are, effectively, four pairs of possible record statuses. Any one of these pairs may or may not apply to your organization, depending upon how you are using Journyx.

The first pair of status filters relates to the Approval Status of records in relation to the standard Journyx sheet approvals. For more information on the standard sheet approvals process, please see the Approvals section of this manual. 'Approved/Committed' filters records that have been approved using the standard sheet approvals process. 'Not Approved/Not Committed' filters records that have not been approved using the standard sheet approvals process.

The second pair of status filters relates to the Synchronized Status of records in relation to the optional Disconnected Client module of Journyx. If your organization is not using the Disconnected Client module, these filters will not apply to your records. For more information on the standard sheet approvals process, please see the Disconnected Client Module section of this manual. 'Synchronized' filters records that have been synchronized via the Disconnected Client module. 'Not Synchronized' filters records that have not been synchronized via the Disconnected Client module.

The third pair of status filters relates to the Approval Status of records in relation to the Project Approvals process of Journyx. For more information on the project approvals process, please see the Project Approvals section of this manual. 'Project Approved' filters records that have been approved using the Project Approvals process. 'Not Project Approved' filters records that have not been approved using the Project Approvals process.

The fourth pair of status filters related to records that are created in Journyx via the punch entry process. 'Created from Punch Records' filters records that have been created in the Journyx database from punch records. 'Not Created from Punch Records' filters records that have not yet been created in the Journyx database from punch records.

The Item Status Filter may be turned off or on using this section of the Report Modification Screen. You may choose any combination of filter items, though obviously some combinations will be more effective than others. When filtering by more than one pair of status filters, Journyx allows you to choose whether you want your results to be exclusive (OR) or inclusive (AND). Therefore, you can choose to have the report show items that are Synchronized OR Punch Records, or items that are both Period AND Project approved.


User Modification

You can copy newly created reports to one or more users within your organization's Journyx installation. By default, all newly created reports that are assigned to other users are set to be modifiable by those users. When a user modifies their copy of a report, those changes are not reflected in any other copy of the report.

If you are creating a report that you do not want other users to be able to modify, this section allows you to indicate that choice. Simply change this option to 'No' and users who receive copies of this new report will not be able to make changes to the report. They will be able to view the report only as you have designed it.


Header and Footer

Journyx provides access to the header and footer text that appear on each Journyx report. These two areas accept plain text as well as HTML formatted text. Additionally, you may use one or more of the Journyx 'tricky tags' in these sections as well.

Journyx 'tricky tags' are HTML-style tags that pull specific information directly from the Journyx database, such as the name of the User who is viewing the report, the name of the Time Entry Screen that is currently active for the viewing user, and similar data. The complete list of tricky tags and the information that they provide is available in the Time Entry Screen Design portion of this manual.


Specific Report Type Options

Along with the General Report Options discussed above, each new report in Journyx has a number of options that are associated with the type you have chosen for the report. The report types that are available are:

The options for the different report types are discussed below.


Line Item Reports


Line Item Options
Figure 28.13. Line Item Options

The most versatile report type, Line Item reports provide you with the ability to show many details associated with the individual item for which you are reporting. The options specific to Item Reports are:

The options specific to Item Reports are:

Subtotal Period
This option specifies the length and period to use as the Subtotal Period for the report. The Subtotal Period determines the timeframe that the system will use when calculating subtotals.

Within Subtotal Period, Subtotal By Attribute
Use this option indicates which item (User, Activity, etc.) to subtotal by.

Only Show Rows Associated With Attribute Subtotal if Amounts Are
Use this option to limit the results returned by the report. The report can be configured to show only records that meet the rule you establish in this section. You may choose from greater than, less than, and equal to the amount you enter in the textfield.

Show Grand Total?
This option will display a grand total of all subtotals that are displayed in the report.

Show Zero Days and Zero Subtotals?
This option determines whether the report will display subtotals that equal '0' in value.

Show Details?
This option will display the selected fields below in the report output.

Combine Similar Records into a Single Row?
This option will combine all records that are identical in terms of Project, Activity, Pay Type, Bill Type, and comments into one record in this report, thereby simplifying the view. This is used to combine corrective records created when a sheet is rejected and modified through an approval process. Otherwise, the system will display all records individually.

Fields to Display
This section allows you to select the standard and extra fields to be shown in the report output. Choose a category of fields to display from the dropdown menu and then select one or more fields in the list of available fields.

The order in which fields are displayed left-to-right in the report correlates with the order in which they appear top-to-bottom in the Fields Displayed In Report column. Therefore, you can move a field closer to the left side of the report by using the button to bring that field closer to the top of this list. Conversely, you may move a field further to the right side of a report by using the button to move it lower in this list.


Matrix Reports

Matrix Report options
Figure 28.14. Matrix Report options


Matrix reports provide a well-defined cross-reference style report that resembles a matrix. The options specific to Matrix Reports are:

Show Percentages
This option will calculate the percentages of the grand total that each subtotal item represents and display those percentages in the report.

Show Subtotals
This option will calculate and display subtotals for each category in the report output.

Column Headings will be... listbox
Choose one item from this dropdown list to serve as the column header. This value combined with the Row Header option will be the matrix.

Row Headings will be... listbox
Choose one item from this dropdown list to serve as the row header. This value combined with the Column Heading option will be the matrix.


Project Status Reports

Project Status Report Options
Figure 28.15. Project Status Report Options


Project Status Reports allow you to view data from a project management point-of-view.

The options specific to Project Status Reports are:

Roll up project actuals
This option will add the hours logged to each subproject to the total hours logged to that subproject's parent project.

For each Project, subtotal by: listbox
You may use this section to choose the category you would like Journyx to use for subtotaling in this report.

Roll up subtotals
This option will add the subtotal of the hours logged to each subproject to the subtotal of hours logged to that subproject's parent project.

Select Fields to Display in Report
This section allows you to select the standard and custom fields to be shown in the report output. Choose a category of fields to display from the dropdown menu and then select one or more fields in the list of available fields. You may use the Add button to add fields to the report. You may remove fields already contained in the report using the Remove button.

The order in which fields are displayed left-to-right in the report correlates with the order in which they appear top-to-bottom in the Fields Displayed In Report column. Therefore, you can move a field closer to the left side of the report by using the up arrow button to bring that field closer to the top of this list. Conversely, you may move a field further to the right side of a report by using the down arrow button to move it lower in this list.

 

Total Cost Reports

You can create Total Cost Reports which show the total cost of a project or user by combining time, expense, and custom entry data in a single report. Total Cost Reports can be created from the main Reporting screen, which is accessed via the Reports tab located at the top of each screen in Journyx.


Total Cost Report
Figure 28.16. Total Cost Report


Date Ranges

All reports in Journyx are designated as either reports that will request a date range or reports that will run for a particular period interval. This portion of the report creation screen allows you to select which date range style you would like to use for your new report. Reports that will request a date range are run for an amount of time relative to the date on which you run the report. When running such a report, Journyx will ask you for the date range for the report to cover before returning data. Reports that will run for a particular period interval are run for a specific period interval as defined within the report itself. When you run such reports, Journyx returns data based on the period that has been defined for the report when the report was created. If you chose to create reports that will request a date range, you may then move on to the next step in report creation; however, if you choose to create a report that will run on the specified period interval, you must provide details on the period before continuing to the next step. When creating such a report, you will need to choose a Length and Increment Type for the report. Report Lengths are a number between .25 and 365 as defined in the Length dropdown menu. Report Increments are standard time periods - day, week, month, and year. The output of such a report is based on the length/increment chosen at this point. Therefore, you could create a report that covers 90 Days or one quarter (.25) year or nearly any combination of length/increment. Obviously, certain combinations of length/increment are more useful than others. After indicating the Length of your new report, you must also define a Start for the report. The Start tells Journyx exactly where the report should begin when returning data. Journyx requires either a 'day of the week or a combination of 'day of month' and a 'month of year' to function. A 'day of the week' must be selected for a report that has been configured with a length of one week or less. Reports that have been defined with a length of greater than one week must have a combination of 'day of month' and a 'month of year' established.


Report Options

Total Cost Reports are built from the data contained in two Base reports - a Time or Rate Report and an Expense Report. This section of the Report Modification screen allows you to specify which of these reports Journyx will use when gathering the data used to create this Total Cost Report.

Use the drop-down menus in this section to select the base reports to be used as the basis of this Total Cost Report. The 'Select Time or Rate Report' drop-down separates Time Reports and Rate Reports into two separate groups for easy identification. If you do not have any Rate Reports defined within Journyx, only Time Reports will be displayed in this dropdown. Additionally, only Journyx Administrators will see the default Approval and Preview reports.

To make changes to the base Time or Rate Report and/or Expense Report, click the 'Click here to modify selected report' link located just below the dropdown menu for each selection. Journyx will open the Report Modification screen for the base reports in a new window. This will allow you to tailor the data contained within the base report in question, and thereby control what data is shown in this Total Cost Report.


Show Or Hide Base Reports
Journyx can be configured to display or hide the base reports for this Total Cost Report on the output screen. Simply select 'yes' or 'no' for both the Time or Rate Report and the Expense Report that are serving as the base reports and Journyx will either display or hide those reports.

Pay And Bill Rate Origins
Total Cost Reports calculate values for payroll, project costs and billing by multiplying the hours worked by employees by the pay and bill rates contained within Journyx. Projects, users and project-activity combinations can have pay and bill rates, and these options allow you to specify which rates should be used within this particular Total Cost Report. The possible choices are:


Total Cost Is A Sum Of?
This option allows you to specify which values are added together to determine the total cost for each project or user shown in this Total Cost Report. By default, the total cost is defined as the sum of the value of the Bill/Bill 1 fields and the Expenses field. You may also include the Payroll field and the Bill 2 and Bill 3 fields associated with a Rate Report if that Rate Report is chosen as one of the base reports for this Total Cost Report.


Groups Records By
This option allows you to specify whether the records contained in this Total Cost Report should be grouped by project or by user. The grouping method you choose here will allow you to see the total cost associated with either the project as a whole or on an individual user basis.


Subtotal By
You may or may not choose to display subtotals in this Total Cost Report. If you choose to show subtotals, you should choose the 'other' value from the previous option. For example, if you are designing a Total Cost Report that will group by Project and you would like to include subtotals, you should choose subtotal by User for this option.


Currency Symbol
This option allows you to specify a currency symbol that will be used in this report only - this setting will not affect currency conversions, for this or any other report or function. You may include typed/pasted ASCII characters ($, €, etc.) as well as HTML entities (&euro; for €, &yen; for ¥, etc.) or even just the standard three-character abbreviation (EUR, YEN, USD, etc.) for the currency represented by the values in this report. Regardless of which method you use, this field may contain a maximum of 6 characters.

Please note that currency symbols entered as HTML entities will appear as they are typed (i.e., &euro;) in plain text versions of this report. Therefore Journyx recommends pasting ASCII characters or using three-letter abbreviations for the currency symbol for Total Cost Reports.


Fields To Display In This Report
This option allows you to specify which of the Total Cost Report fields should be displayed in the current Total Cost Report.

The available Total Cost Report fields are: (defaults in italics)

To add a field to the current Total Cost Report, select it in the Available Fields column and click the Add button. You may also add all the Total Cost Report fields to the current Total Cost Report by clicking Add All button. To remove a field from the current Total Cost Report, select that field in the Fields Displayed In Report column and click the Remove button. You may also remove all the Total Cost Report fields from the current Total Cost Report by clicking the Remove All button. You may change the display order or fields in the Total Cost Report by using the Up and Down Arrow buttons to move fields up or down as desired.


Field Display Names
This section of the Report Modification Screen allows you to customize the header names used for the fields displayed in this Total Cost Report. You may set these values to suit your needs. These values affect only this report and will not be reflected anywhere else within Journyx.


Report Header and Footer
Journyx provides access to the header and footer text that appear on each Journyx report. These two areas accept plain text as well as HTML formatted text. Additionally, you may use one or more of the Journyx 'tricky tags' in these sections. Journyx 'tricky tags' are HTML-style tags that pull specific information directly from the Journyx database, such as the name of the User who is viewing the report, the name of the Time Entry Screen that is currently active for the viewing user, and similar data. The complete list of tricky tags and the information that they provide is available in the Time Entry Screen Design portion of this manual.


Saving The New Report

At the bottom of the Report Modification screen, Journyx provides access to tools needed to save the new report. You may also choose to save and run your new report to see how the report output looks onscreen by clicking the Save and Run Report button. You may run your new report in any of the report output formats discussed above in the Running A Report section.


Modifying Reports

To modify any existing report, simply select the report you wish to change from the list of available reports on the Main Report Menu by clicking on the report name. Journyx will display the Report Modification Screen, with all of the current settings for the report in question already in place. You may modify these settings as desired. For information on each of the report options displayed on the Report Modification Screen please see the Creating A Report section above.

Please note that although Journyx allows you to modify the default reports freely, we strongly recommend copying an existing report to a new report before modifying one of these default reports as a backup procedure. More information on copying reports can be found below in the Copying Reports section.


Copying Reports

Journyx allows you to copy existing reports to other users. You can also use this functionality to create a 'backup' copy of one of your existing reports before you make changes to it. The process for copying a report, both to yourself and to other users, is outlined below. Select the report you wish to copy from the list of existing reports on the Main Report Menu. Click the Copy button. Journyx will display the Report Copying screen.

Select the users you would like to copy the report to. You can use the ctrl-click or shift-clk functionality to select multiple users. You may click your own user name to copy this report to yourself. Enter a name for the copied report. Indicate whether or not the new report overwrites existing reports with the same name. In general, you should not tell Journyx to overwrite existing report. This option is generally only used by Journyx Administrators when a change is needed system-wide in a standard report. Click the Copy Report button.

Journyx will display the Main Report Menu, including a green text message indicating that the report has been copied to the users you selected. The selected users will now see the report you have copied to them in their list of available reports.


Removing Reports

Reports in Journyx can be removed on an individual user basis - that is, each user can remove reports for him or herself only. All of a user's available reports can be removed, including the default reports that ship with Journyx. To remove a report, simply select the report to remove from the list of available reports and click the Delete button. Journyx will display a popup warning window asking you to confirm that you do indeed wish to delete the selected report. If you wish to continue, click the OK button in the popup window. Journyx will refresh the Main Report Menu and display a green text message confirming the deletion of the selected report. Additionally, the deleted report will no longer be listed in the available reports list.

Journyx strongly recommends deleting only those reports you are certain you no longer need. If you accidentally delete a default report, your organization's Journyx Administrator should be able to copy his version of the report to you. If you delete a custom report, you will have to create that report from scratch again, unless another user in your organization has a copy that they can copy to you. For more information on copying reports to other users, please see the Copying Reports section above.


User Compliance Report

The User Compliance Report is located under Approvals-->Compliance-->User Compliance-->User Compliance Report (see figure 28.17).
The User Compliance Report allows you to create reports that will display the status of users' sheets for the date range specified. You may choose to display all users or users that were late submitting their sheets. Only the statuses of one type of sheet may be displayed - either timesheets, expense sheets, or custom entry sheets. Once you have specified the criteria, you may choose which Custom Fields and Approvers to display in the report as well.

Line Item Options
Figure 28.17. User Compliance Report

 

User Compliance Preferences

User Compliance Preferences is located under Approvals-->Compliance-->User Compliance-->User Compliance Preferences. Within the User Compliance Preferences section, you can specify the default email address to send export files, the newline character format, the field delimiter, header row display preference, and the default file destination for saved reports (see figure 28.18). When finished specifying your preferences, click the Save button.

User Compliance Preferences
Figure 28.18. User Compliance Preferences



User Compliance Access

User Compliance Access is located under Approvals-->Compliance-->User Compliance-->User Compliance Access. Within the User Compliance Access section, you can specify which roles will have access to sheet status reports (see figure 28.19). You may also select multiple roles by using the ctrl-click or shift-click functionality. When finished, click the Save button.

User Compliance Access
Figure 28.19. User Compliance Access


Journyx Reportlink

Information for downloading and using Journyx Reportlink is located under Reports-->Reportlink Exchange. This screen includes access to the most up-to-date version of the Reportlink installer, as well as the Reportlink User Manual (available when downloading the installer). Reportlink is an optional , MS Excel-based reporting engine, and you must have a license key for access to the installer. Reportlink includes a variety of data feeds that can be loaded into pivot tables or spreadsheets. It also includes the ability to run your Standard and System reports as pivot reports in Excel. More information is available in the Reportlink User Manual.