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Feel Empowered with Ad Hoc Reports Tim Borntreger, Director of Client Services
Agenda
Introduction to Ad-Hoc Reports
Database Views & Table Joins
Creating Ad-Hoc Reports
Questions
Introduction toAd-Hoc Reports
Ad Hoc Reporting is Self-Service
• Build reports yourself; no need to rely on IT resources• Reports grow as your
organization grows• No more static pre-defined
data snapshots• Allows for an enhanced
interactive end user experience
The Right Tool Will Give You…
• Real-Time Analysis• Self-Service Business
Intelligence• Client Management
Insight• Optimized Decision-
Making
Understanding the Tool
• Rich Reports and Dynamic Dashboards
• Great Looking 3D Charts, Flexible Grids, Visual Grouping
• Summaries, Subtotals, Calculations, Formats
• Flexible & Dynamic Smart Filters
• Interactive Linking & Drill-Downs
• Exports to All Popular File Formats
Click To Zoom In
To Sum It Up!
• Ad Hoc Reporting allows companies to have the access it needs to the data it manages in a user friendly interface.
Understanding the Data Structure• To get the most out of Ad Hoc Reporting you need to
have a sound understanding of databases • How relational databases work• How data is stored, i.e. Text, Decimals, Date, Bits• How foreign key relationships work• How table JOINS work• How to properly present data as more than just a list
• Many free resources can be found on the Internet to help better understand databases
Understanding the Data Structure• It is also important to know YOUR data• Take time to learn the ClientSpace tables and how they
are structured• Learn how each table can relate to another table• Learn what fields belong to which table• The more intimate you become with your data, the more
powerful it becomes and the more powerful YOU become
Database Views &Table Joins
What is the Purpose of a View
• Views are pre-built data relationships• Data Aggregation
• Hide columns in tables• Use functions and
manipulate data
• Performance• Simplifies JOINS for
frequently accessed tables
Primary Keys & Foreign Keys
• Primary Key (pk)• A column that uniquely identifies a
row/record in a table.
• Foreign Key (fk)• When you have a column in a table that
stores the Primary Key of another table.• Column names don’t have to be the
same but they have to have the same values.
Table Joins
• Linking Tables and Views together is done through Table Joins• Inner Join• Left Join• Right Join
Inner Join
Inner Join
pkFruitListID FruitName
1 Apple
2 Grape
3 Banana
4 Orange
pkColorListID ColorName
10 Red
20 Green
30 Orange
40 Purple
pkMyFruitID fkFruitListID fkColorsID
100 1 10
200 1 20
400 2 10
500 2 20
600 4 30
Fruit Color
Apple Red
Apple Green
Grape Red
Grape Green
Orange Orange
ResultsA
B
Inner Join between My Fruit (Left) and Colors (Right) Tables
Records from the left table will be returned only if there is a match to the right table.
Left Join
Fruit Color
Apple Red
Apple Green
Grape Red
Grape Green
Orange Orange
Banana
Left Join between My Fruit (Left) and Colors (Right) Tables
Records from the left table are returned regardless of whether or not there is a match with the right table. Null is returned for the right table if there is no match.
pkFruitListID FruitName
1 Apple
2 Grape
3 Banana
4 Orange
A
B
Left Join Results
pkColorListID ColorName
10 Red
20 Green
30 Orange
40 Purple
pkMyFruitID fkFruitListID fkColorsID
100 1 10
200 1 20
400 2 10
500 2 20
600 4 30
Right Join
Fruit Color
Apple Red
Apple Green
Grape Red
Grape Green
Orange Orange
Purple
Right Join between My Fruits (Left) and Colors (Right)
Records from the right table are returned regardless of whether or not there is a match with the left table. Null is returned for the left table if there is no match.
pkFruitListID FruitName
1 Apple
2 Grape
3 Banana
4 Orange
A
B
Right Join Results
pkColorListID ColorName
10 Red
20 Green
30 Orange
40 Purple
pkMyFruitID fkFruitListID fkColorsID
100 1 10
200 1 20
400 2 10
500 2 20
600 4 30
Dataform Specification Report
• Assist with learning tables• Help find related
information that may cross several tables.• Provides Element Types
to aid in report building
CreatingAd-Hoc Reports
Add Report
• From the Ad-Hoc Reporting Module• click the Add button
• Start with the end in mind and do some analysis• What fields are needed? This will determine your tables.
• Work through the tabs starting with the Data Sources
• Preview often and then Save
Data Sources Tab
• First, pick the table or view that represent your primary data best• Second, join additional tables using Primary & Foreign
Key relationships• Optionally, use the Control Icons to Delete or Insert lines
Fields Tab
• Select your fields• Manage how the data should look and feel• Easiest to use the Quick Add button
Filters Tab
• Filters help exclude unwanted data• Operator value vary based on the
Filter Field• Be selective about using auto-
populated values
• Filters are cascading• Check Blank to include null
values• Check Param to include this field
as a parameter in the report view
Preview Tab
• Preview after adding some fields• Preview
often• Its easier to
find mistakes
Save Report & Outputs
Save Report
• If you like your work so far; don’t forget to Save.
• Click the Save button.
• Give the report a name and select a Category.
Report Output Options
• Print (PDF)• Created a Web
Page for printing• Save a SQL
Statement• Export a CSV• Export to
OpenOffice
• Export to Excel
• Export to Word
• Export as an XML file
• Export as Rich Text File
Run Report in Viewer Mode
• Design Button• Hide Filters• Add Field• Delete Field
• Update Results Button• Add, Delete, Modify
Filters
Fields Tab: Advanced Field Settings
• Column Group• Hide this field• Sort (z-a)
• Expressions: AVG, CAST, COUNT, DISTINCT, MAX, MIN, SUM, LENGTH, ROUND
• Examples• [FinanceChargePct]/100• [LastName] + ‘, ‘ + [FirstName]• COUNT(DISTINCT OrderID)• AVG(Freight)
• Bold & Italic• Justification• Subtotal Function
Click the Gear icon to access Advanced Field Setting
Summary Tab
• Used to summarize data from the Fields tab• If using the Count function, use a primary key or a
required field
Chart / Chart 2 Tab
• Trend• Pie• Plot
• Bar• Funnel
Gauge Tab
• Charts measure what is done• Gauges help measure what’s not done
Misc Tab
• Here you can edit the Report’s:• Title• Description• Header• Footer• Set Report-Level
Security
• User must have access to all data to be able to run the report
Style Tab
• Further adjust look and feel of report• Color selection• Print Options• Preview Options• Visual Group
Styles• Section Ordering