Reports

Reports are queries to the organization’s current data, displayed as a table. A report shows only the projects and elements the user has access to, and only from workspaces where they have permissions. The result always comes from current data, so the same report opened a week later shows a different state.

The Reports tab is in the main menu and available to users with a Full license (see Licenses). A Projects report also has the Gantt and Overview views. Portfolios and Reviews are also used to manage project data in detail.

Report list and groups

The report list is a tree of groups and reports. The columns are Name, My access (Owner, Edit or View), Owner and Last edited (who changed the report and when). Groups organize reports and can be nested. Each user’s group structure is private.

1. Click the arrow next to the New report button and choose New group. The Add query group window opens.
2. Enter the group name.
3. Optionally, choose a parent group in the Group field.
4. Click Add. The group appears on the list.

The Move command (the three-dot menu by a report on the list or in the report view) moves a report to a group. Clicking a group opens its editing, where you change the name and parent group or delete the group. Deleting a group deletes all the reports it contains (the application asks for confirmation).

Creating a report

1. Click New report on the report list. The New report window opens with the report types.
2. Choose the type: Projects, Schedule, Budget, Budget execution, Risks, Products or Baseline (the budget, risk and product types are available when the relevant module is enabled) and click Add. The Filter window opens with default conditions for the chosen type.
3. Set the conditions (see Filters and the report result) and click Filter. The report opens with the result and default columns.
4. Click Save, enter a name, optionally choose a group and click Save. The report lands on the list.

A Projects report has the Table and Gantt views and, once saved, also Overview (see Project report as a Gantt chart and Graphical overview of a report).

Ad-hoc report

A report is not a summary prepared once and for all — it is a query that pulls current data every time it is opened. The result of the same report a week ago and today can therefore differ although its definition has not changed.

A new report that has not been saved is an ad-hoc report. You can browse it freely: choose the type, set filters and look at the result. Until you click Save, the report does not exist in the system as a separate entry and only its author sees it in that browser. When you leave the page without saving, the application asks whether to discard the changes.

The same rule applies to saved reports: changing filters or columns immediately recalculates the result from current data. A report is not a snapshot from the day it was created — it shows the state of projects, budget or schedule at the moment you look at it.

Note: a saved report is seen only by its owner until they share it (see Sharing a report).

Filters and the report result

The Filters button above the result (with the number of rules) opens the Filter window. A filter consists of rules (New rule): a field, an operator and a value. Rules are combined into groups with the AND or OR condition, and groups can be nested (New group). The available fields depend on the report type — in a project report they are, for example, name, Workspaces, status, portfolio, manager, health, dates and project attributes. The Filter button applies the conditions. Filters are changed by the report owner and by a person with the Edit permission.

A report works within workspaces: it aggregates data only from projects in workspaces the user has access to (see Workspaces in portfolios, reviews and reports). The Workspaces field in a filter narrows the result to selected business units.

The number of results is shown under the buttons. When a filter returns nothing, the report shows a no-data message.

Summary row

If a report has numeric columns (for example duration or budget amounts), a summary row with the sum of each such column appears under the table headers. Without numeric columns there is no such row.

Report columns

The Columns button above the result opens the Column settings window, where you choose which fields the report shows and in what order.

1. Click Columns.
2. Drag a column by its handle (six dots appear on hover) to change its position, or change the field from the list by the column.
3. Click Add column to add another field; the list suggests only fields not yet used.
4. The trash icon removes a column.
5. Confirm.

The available fields depend on the report type: a project report offers project, project charter and project role fields, a schedule report — schedule fields, a budget and execution report — budget fields. Previously defined custom attributes are on the list too. The Department column is visible only when the organizational structure is switched on. A report must have at least one column.

In a project report, the five budget columns — Budget – current baseline, Budget actual, Budget forecast, Budget diff – current baseline and Budget actual + forecast — can be added multiple times, each for a different period: Total, a specific Year, a Month or the Current month given as an offset from today’s date (for example a month earlier or three months later). This way the report shows the right period also when opened later.

Note: in a saved report, a column change is saved immediately; in a new, unsaved report the columns are saved together with the whole report. The browser remembers column widths.

Sharing a report

A saved report can be shared with other users. The owner and a person with the Edit permission can share it; a report can be shared only with users with a Full license.

1. Open a saved report (a new report has to be saved first).
2. Choose Share from the three-dot menu in the report header. The Share window opens with a table of Full name and Access.
3. Click Add user, choose people and the access level.
4. Save.

• Edit — the user changes the report’s filters and columns and shares it, but does not rename it; the delete command withdraws only their own access to the report.
• View — the user only views the report and exports its result.

Added users get a notification about the shared report and the access level (see Sharing a report, portfolio or program). Removing a user from the table withdraws their access. The owner always has access to their report.

Deleting a report by its owner deletes it permanently and withdraws access from everyone it was shared with. A user the report was shared with loses only their own access when they delete it.

Cloning a report

Cloning creates an independent copy of a report: the same type, filters and columns, but a separate entry on the list, owned by the user who cloned it.

1. Open the report and choose Clone from the three-dot menu.
2. Correct the name in the New report window (the original’s name is suggested by default) and optionally choose a group.
3. Click Save. Editing of the new copy opens.

The report type, filter conditions and columns carry over to the copy; in a project report also the graphical overview and column widths. The original’s shares and the group do not carry over — share the copy anew and choose a group. Any report you have access to can be cloned, also with the View permission.

Project report as a Gantt chart

A Projects report can be viewed as a Gantt chart instead of a list — a convenient way to compare the schedules of many projects at once.

1. Open a Projects report.
2. Switch the view from Table to Gantt above the result.

The chart shows one bar for each project that meets the report filters, together with dependencies to tasks outside these projects. The Chart button switches on and off: milestones, dependencies, dates, the project manager, the project status, today’s line and two extra date bands — Current baseline and Initial baseline. It also lets you choose what the bars are colored by: progress, project health, project status or a list-type project attribute. The zoom slider changes the time scale (day, week, month, quarter, year), and the Export button saves the chart as a PDF or PNG file.

Note: in the Gantt view you cannot change columns or export the result to Excel — those buttons are unavailable while the chart is on. The browser remembers the chart settings (visible bands, coloring, scale) separately for each report.

Graphical overview of a report

A Projects report has an Overview view: a dashboard of charts (widgets) that show indicators of the projects in the report result, such as health, status, project managers, delays against the plan and budget overruns. The view is available next to Table and Gantt only in a saved report; reports of other types do not have it. The charts are calculated from the projects that meet the report filters, always from current data.

Everyone who can open the report sees the dashboard. Charts are added, changed and arranged by the report owner and by a person with the Edit permission (see Sharing a report). The dashboard layout is stored in the report and is the same for all users. When the Overview is opened for the first time, five default charts appear: project health, project status, project manager, project progress and budget overrun.

1. Open a saved Projects report and click Overview next to Table and Gantt. The dashboard opens.
2. Click Add chart. The Add chart window opens, with a preview of the chart on the left and the settings on the right.
3. Choose the Data Range and the Chart type, and set grouping and filters if needed (see Data range and chart types and Filters of a single chart). The Name field suggests a title for the chart, which you can change.
4. Click Add. The chart appears on the dashboard.

When you point at a bar or a pie slice, a tooltip lists the projects that make up that element of the chart.

Note: in the Overview view the Columns and Export buttons are unavailable, as in the Gantt view.

Data range and chart types

In the Add chart window, the Data Range field defines what the chart counts:

• the Projects group: Projects (the number of projects) and project attributes of the number type and of the function type that returns a number (see Charts for numeric and function attributes);
• the Schedule group: Task progress and Milestones progress. Only unfinished tasks and milestones (progress other than 100%) of the report projects are included. The chart distinguishes three groups: Delayed (the end date is earlier than today), On schedule (the end date is today or later) and No dates defined (no end date);
• the Risks group: Risks and Matrix (a probability and impact matrix; point at a cell to see the risks in it). The group is available when the risks module is switched on.

The Chart type field has five values: Pie, Bar, Counter (a single number), Percent (a circle with “count / total”, that is the share of the items that meet the chart filters among all items of the data range) and List (names of projects, risks, tasks or milestones, with their number in the header). Not every type is available in every range: Percent is not offered in the Schedule group, and List is not offered for numeric attributes. For Task progress and Milestones progress, a Counter and a List show one of the three groups, chosen in the Delay field.

For pie and bar charts in the Projects and Risks groups, the Group by field defines how the data is split:

• projects: Workspaces, Project status, Project health, Project manager, Project progress (Delayed, On schedule or Baseline not defined; delayed means the project end date is later than in the current baseline), Budget overrun (Over budget, Within budget or Baseline not defined, based on the budget deviation from the current baseline) and every project attribute of the single-choice or multiple-selection list type (see Attributes in the graphical summary);
• risks: Category and Status.

For pie and bar charts you can also set Labels (Value and Percent), and for charts of project managers and risk categories also Color (a color palette).

Charts that depend on the budget module (Budget overrun) or on the risks module show the message Widget is inactive when the module is switched off.

Charts for numeric and function attributes

The Projects group of the Data Range field also contains project attributes of the number type and attributes of the function type that return a number. A chart of such an attribute sums its values from the report projects instead of counting projects. A project with no value in the attribute does not add to the sum.

1. Click Add chart and, in the Data Range field, choose a numeric or function attribute from the Projects group.
2. Choose the Chart type. A Pie or Bar chart splits the sum by the property chosen in the Group by field, for example project status, workspace or your own list attribute. A Counter shows one number: the sum of the attribute over the projects that meet the chart filters. Percent shows that sum relative to the sum over all projects of the report.
3. Optionally set filters (see Filters of a single chart). Click Add. The chart appears on the dashboard.

The number of decimal places on the chart comes from the attribute definition. Project attributes are described in Project attributes.

Filters of a single chart

Each chart has its own filter, independent of the report filter. A chart filter narrows only the data of that chart; the report result and the other charts do not change. Charts of the Projects and Risks groups have filters; charts of the Schedule group do not.

Typical uses: leaving archived projects out, showing only risks with a chosen status in the matrix, or limiting a chart to projects in selected statuses.

1. In the Add chart or Edit chart window, click Add options in the Filter section. A new filter row appears.
2. In the first field of the row choose a criterion, and in the second the values that should stay on the chart. The chart preview refreshes after every change.
3. Add more criteria with the same button; each criterion can be used once, and the trash icon removes a row. The chart shows the items that meet all criteria at the same time.
4. Click Add (Save when editing). The filter is saved with the chart and applied every time the view is opened.

Criteria for projects: Project status, Project manager, Project archiving, Workspace, Project health, Start date, End date, Budget overrun, Project progress, Name and project attributes of the date, number and list types (single-choice and multiple-selection). Criteria for risks: Status (risks), Probability (risks), Impact (risks), Category (risk), Project archiving, Workspace and Name; the last three refer to the projects the risks belong to.

The Workspace criterion narrows the chart to chosen business units (see Workspaces in portfolios, reviews and reports).

Dashboard layout, editing and deleting charts

Charts sit on a grid. Dragging a chart by its title bar moves it, and dragging its corner resizes it; the minimum width is two grid columns. Every layout change is saved at once (a message confirms the saved changes) and applies to all users of the report. People without the right to edit the report see the dashboard without being able to move charts and without the menu.

When you point at the title bar of a chart, a menu icon appears with these commands:

• Edit opens the Edit chart window with the current settings. You can change the name, data range, chart type, grouping and filters. The Save button saves the changes, and the Delete button in this window deletes the chart;
• Clone creates a copy of the chart with the same settings and “ – copy” added to the name. A chart without data to display cannot be cloned (the message Unable to clone. No data to display prevents cloning of this item);
• Delete deletes the chart after confirmation.

Cloning a report copies its dashboard as well (see Cloning a report). Portfolios and reviews have similar dashboards.

Exporting a report

The Export button above the result saves the report in the table view as an Excel (.xlsx) file with the visible columns. The button is visible when the report has results, and is also available with the View permission. The file name consists of the report name and the date.

1. Open the report, changing filters and columns if needed.
2. Click Export. The browser downloads the file.

In the Gantt view, export to Excel is unavailable; the chart has its own Export button for PDF or PNG (see Project report as a Gantt chart).