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Using Advanced Reports

Overview

CCW's new Advanced Reports provide deeper insight into a contingent workforce than was possible with our legacy reporting tools. With access to much more data, and more options for configuring and customizing the reporting interface, Advanced Reports help you uncover the most important knowledge about your CW program to enable key decision making.

CCW's legacy reporting features provided customers with the information and insights necessary to manage and make decisions related to their contingent workforce. However, over time, we collected a lot of customer feedback asking for more data and more flexibility to configure and customize CCW reports.

New Advanced Reports give CCW users additional data sources and ability to configure reports in a number of ways, such as:

  • Adding/removing columns
  • Re-ordering columns
  • Filtering columns to drill down and display only the most relevant rows
  • Grouping report data (for example, by supplier or location) so key info is easier to identify

The power and flexibility of advanced reports will enhance your visibility into all aspects of your contingent workforce - from sourcing to hiring to timesheets, SOWs and more.

Standard reports 

Click Advanced Reports to see a list of the available standard reports, within each of the following categories:

  • Candidates
  • Contingent workers
  • Requisitions
  • SOW
  • Timesheets

The standard reports available display to the right of the category selected, as in the image below. Click a report name to generate that report.

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See Advanced Reporting - Standard Reports for a list of all standard reports, with descriptions of each.

Copy and Modify a Standard Report

Any standard report can be copied and configured according to your preferences. 

Click Advanced Reports and select a standard report (e.g., Contingent Worker > CW Details Report). Then follow these steps:

  • Click Edit above the report and select Copy.
  • Name your custom report (e.g., CW Details - Custom). Under Category, select an existing report category. Click OK.
  • Click Edit above the report and select Design.
  • Point your mouse in the area under Report Body until a blue toolbar displays (see image below). Right-click and select Switch to Configuration Mode.

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Once in configuration mode, you can do the following:

  • Re-order columns
  • Rename columns
  • Change how data is formatted (e.g., show numbers as currency, percentages, etc.)
  • Add or remove data sources
  • Add or remove columns
  • Group report data
  • Add filters

Re-order columns

First, expand the Columns field to make sure you see all of your report columns. Click on the lower-right corner of the field (just to the right of the scroll-down arrow), hold down the mouse button and drag down to expand.

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In the Columns field, rearrange the order by clicking on a column name and dragging/dropping to the position you want (in the example below, CW Status is moved to the fourth position). Click Apply Filter, then click Save above the report.

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After saving, a preview of your changes displays. To continue making changes, switch back to configuration mode as described above.

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Rename Columns

In the Columns field, click the column you want to rename and in the Field Name Alias field, enter a new name (see image below) and press the Enter key. Click Apply Filter, then click Save above the report to confirm your change. Again, a preview of your changes displays.

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Video: Renaming a Column:

Reformat Data

In the Columns field, click any column name and change the Data Formatting settings. For example, columns with numeric values can show totals as a Sum or Average (select the Function menu).

  • For numeric columns, select the Format menu to display numeric data as currency or general numbers, etc.
  • For date columns, select the Format menu to change the date display format for that column.
  • Note that these changes only apply to the specific report, you're modifying. There is no global setting for numeric or date formatting.

To see all supported data formats, please refer to Advanced Reports Data Formats.

Click Sort to display a column in ascending or descending order. Click Word Wrap, SubTotal or GrandTotal to further customize data in the column.

Click Apply Filter, then Save. Then click Report Viewer to see how the report looks with your changes.

New data sources

Advanced reports include access to far more data sources than CCW's legacy reports, and we’ll continue to add sources over time. See Advanced Reporting Data Sources for a list of all current data sources available and their descriptions. (A data dictionary will be made available soon.)

When creating a new report, or modifying a report in Configuration mode, data sources are listed in the left rail (see image below).

Scroll to see all of the data available, or type into the Search field to narrow the results that are displayed until you find the item you’re looking for.

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Add or remove columns

Add a column: When configuring a report, select any element under the data sources listed to the left of the report body, and drag and drop into the Columns field (see image below). The Preview pane dynamically updates to display the new column. This is helpful, for example, if you’re not exactly sure whether the data you selected is the one you wanted.

Remove a column: To remove any column from the report, click the X next to its name.

Click Apply Filter, then click Save above the report to confirm your changes.


 

Video: Adding a Column:

Video: Removing a Column:

Video: Adding a Calculated Column:

Group report data

When configuring a report, select any data source from the list and drag/drop it to the Separators field. See the Preview pane in the image below for an example where a CW Details report is grouped by Cost Center Number:

Filters

Filters allow you to narrow the results of a report. Standard reports each include default filters. However, as with columns described above, filters can be added or removed from any report as well as configured so that results are pre-filtered when the report is run. 

When viewing a report, filters appear above the report. The example below is from the CW Details report, which can be filtered to only show CWs whose start date falls within a specific date range. In this example, click the filter and enter a date range (dates formatted as MM/DD/YYYY). Click Apply Filter to see the filtered results.

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When configuring a report, filters can be added, removed and/or edited.

Add a filter

In configuration mode, select any data element in the left rail, and drag and drop it into the Filter area (see image below). Click Apply Filter, then click Save

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Remove a filter

Click the filter name, then click the trash icon in the lower-right part of the window that appears.

Edit a filter

Click the filter name, then click the Gear icon in the lower-right part of the window that appears. 

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Filter Settings

  • Filter alias: the name of the filter as it displays on the report.
  • Visible: select whether the filter is visible or hidden when the report is run.
  • Required: select whether report users are required to enter values in the filter.
  • Cascading: select whether the filter is cascading. Cascading filters limit the available values in a related filter. For example, a selection in a Country filter (e.g., Canada) could determine the available values in a City filter (e.g., Montreal, Vancouver).
  • Sort: click the icon to determine how filter values are sorted in this filter, ascending or descending. 

Filter Operators

Use one of the following operators to filter for results that are greater than a certain value, within a certain range, equal (not equal) to a certain value, or that begin with (end with) certain values, etc.

  • Comparison
  • Date and Time (Date and time-specific filters only)
  • Equivalence
  • Field Comparison
  • String

Active or Deleted Records

When configuring existing reports or creating new ones from scratch we recommend including the Active Record Flag filter, to ensure you pull only active records. This ensures your report loads quickly and includes the most relevant data. Otherwise, you could potentially include many thousands of inactive records, cluttering the report with data you don't need.

Users with rights to Edit reports can add the Active Record Flag filter to any report and edit the filter. Under Filter Operator select: Equivalence Equals Y. 

Following is an example to clarify the importance of filtering for active records:

A CW changes her name from Jill Smith to Erika Smith. The name, Jill Smith, is now considered an inactive record and the name, Erika Smith, is an active record. A report with Active Record Flag enabled only pulls the new name and excludes the old one. Without that flag, the report takes longer to load and returns lots of data that probably isn't useful - unless, for example, you truly want to see all changes regarding a specific data element over a certain time period.

You may see Effective Begin/End Dates associated with various records in Advanced Reports. These dates reflect when a record was created (Begin) and when it became inactive (End). In the Erika/Jill example above, the Effective Begin Date for the "Erika" record is the moment the name change was submitted, and the Effective End Date for the "Jill" record is the moment immediately before that. A record that has never been made inactive does not have an Effective End Date.

Date/Time Filtering

Edit any date or time-specific filter, such as CW Effective Start Date, for a number of useful options for viewing your data within very specific time frames. Edit the filter, select the filter operator Date & Time, choose the setting In Time Period and pick one of the following options:

  • Long Term Period: Filter by future or past dates.
  • Fiscal Year Period: Filter to see only data within the current, previous or next fiscal year; as well as the current and previous, or current and next fiscal years.
  • Fiscal Quarter: Filter to see only data within the current, previous or next fiscal quarter; as well as the current and previous, current and next, or current and next three fiscal quarters.
  • Calendar Year: Filter by the current or previous year.
  • Calendar Quarter: Filter to see only data within the current, previous or next calendar quarter; as well as the current and previous, current and next, or current and next three calendar quarters.
  • Calendar Month: Filter to see only data within the current, previous or next calendar month; as well as the current and previous, or current and next calendar months.
  • Calendar Week: Filter to see only data within the current, next or previous calendar week.
  • Day: Filter to see only data as of today, yesterday, tomorrow or various numbers of days in the past or future.

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Create a New Report from Scratch

A completely new report can be created by following these steps:

Navigate to Advanced Reports in CCW's main navigation, then click the plus sign in the top-left area of the page.

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A list of available data sources displays to the left of the report body. Select which data to include in the new report. Or, use the Search box to locate a specific data element or field:

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For example, create a report showing contract rates for all of your CWs:

  • Under the Contingent Worker category, select Contingent Worker Details and Contingent Worker Contract Rates (see middle pane in image below).
  • Click the edit icon next to the report name to rename the report (see right pane in image below). Click the check mark to save the new name.
  • Click Design in the left part of the page (see left pane in image below).

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Click Grid to view your report configuration area.

Next, add filters to pull in only the data you need and ensure the report loads as quickly as possible:

  • In the Search bar above the list of data sources, enter Active. All filters related to active or inactive records display in yellow highlight (see image below).
  • Under Selected Data Source > Contingent Worker Contract Rate, select the Is Active Flag filter and drag/drop it in the Filter area of your report. 
  • Edit the Is Active Flag filter by clicking it. Select: Equivalence Equals Y and press Enter and click Apply Filter. This excludes inactive contract rate data from the report.

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Next, pull in two more filters. Under Contingent Worker Details, drag and drop Active Record Flag and CW Active Flag in the Filter area. Edit both filters just as you did the Is Active Flag filter, excluding inactive records and inactive CWs from the report.

Now add data elements (columns) to the report.

  • Enter CW in the search field. Under Contingent Worker Details, drag and drop the following to your Columns field: CW First Name, CW Last Name, CW Status. 
  • Enter Supplier in the search field. Drag and drop Supplier Reg Bill Rate, Supplier OT Bill Rate, Supplier DT Bill Rate, to the Columns field (see image below).

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Click Apply filter, then click Save above the report. Save under the Contingent Worker category. Click OK.

A newly-created report is only visible to the individual who created it.

Video: Creating a Report:

Subscribe to Reports

You can receive specific Advanced Reports via email on a regular basis by subscribing. Any report that you have permission to view can be emailed daily, weekly, monthly, or on a custom schedule, eliminating the need to manually run a report each time you want to see updated data. Reports can be emailed as an attachment, or as a link that takes you directly to the report on CCW.

 

To create subscriptions, a user's role must be assigned the Subscribe right.

To subscribe, navigate to Advanced Reports and open the report you want to subscribe to.

Click Subscribe. Then click Add Subscription and enter your preferences for the following:

On the Schedule tab:

  • Instance Name: Enter a name for your subscription; for example: "Candidate Activity Weekly Subscription"
  • Subscription Type: Subscribed Reporting Item (this is the only option)
  • Time Zone: The Start Time will reflect the time zone in your Preferences unless you specify a different one here (and also select Use Subscription Time Zone on the Delivery tab).
  • Start Date / Start Time: Select the date / time when the subscription will start (use 24 hour time formatting)
  • Recurrence: Select when you want to receive the subscribed report. Options include:
    • Every Day
    • Every Weekday
    • Every Week 
    • Every Two Weeks
    • Every Month 
    • Every Quarter
    • Custom Recurrence
      • Specify which day(s) of the week/month/year to receive the subscribed report
      • Specify if the subscription should end after a specific number of "occurrences" (reports received), or on a specified ending date.

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On the Delivery tab:

  • Delivery Type: Email (this is the only option)
  • Delivery Method: Attachment or Link
    • Attachments are limited to 30,000 records. If you expect a report to exceed that limit, select Link.
    • Links in the subscription emails take you directly to the report. Make sure you are logged in to CCW in your default browser before clicking the link.
  • Export Attachment Type: Select whether to receive attachments as CSV or Excel files
  • Use Subscription Time Zone: Select if you want to use the time zone specified on the Schedule tab for your subscription Start Time (defined above) rather than the time zone in your Preferences
  • Email Subject / Body: The subject and body of the subscription email are prefilled, however you can customize them if you like. Note that any copy in curly brackets will be dynamically populated when the email is received; for example {recipientName} is populated with the recipient's first name.
  • Filters: Because attachments are limited to 30,000 records in subscription emails, it is recommended that filters be used to keep report sizes to a minimum. If you are subscribing to a report that is typically very large, we recommend using additional filters here when creating the subscription. For example, where possible, use date/time filtering to limit results to data that is new since the last report (if you receive a monthly subscription, limit your subscribed report to the previous month's worth of data, etc.).

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Create a filter in your email to specify that anything sent from ccw.coupadev.com is delivered to your Inbox (or another folder you've created).

Click OK to save your subscription. The new subscription is displayed in a table within your report area, with the following options:

  • Search: If you have many subscriptions, enter key words in the Search area to narrow the list and find a specific subscription. To search within a specific column, select the column name in the dropdown menu to the left of the Search bar before entering your search terms.
  • Add: Click Add Subscription in the top-right area of the table to begin creating a new subscription.
  • Delete: Click the X icon to the right of a subscription to delete it. To remove multiple subscriptions at once, select the checkbox next to eahc subscription in the table and click the Trash icon in the top-right area above the table.
  • Edit/Copy: Click the pencil (edit) icon to make changes to a subscription. Click the Copy icon (next to the pencil) to create a copy of the subscription on a new row.

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Note that subscriptions are removed when a CCW user account is set to Inactive status for at least 7 business days. For users activated after such time, report subscriptions would have to be re-created.

Quick Edit

The Quick Edit functionality allows you to quickly remove filters and/or columns from a report. Other configuration options, including data sources, are not enabled with Quick Edit, so the reporting interface loads and responds much faster. While viewing any report, select Edit > Quick Edit.

Data Refresh Rates

To optimize performance, rather than generating report data in real time, the Advanced Reports data warehouse is refreshed twice daily. The exception is timesheet data, which is refreshed every 20 minutes.

Deleting is Permanent

Users with access to Advanced Reports have, by default, the ability to delete reports, including the standard reports (see Roles and Rights for Advanced Reports). Once a report is deleted, it cannot be restored, so unless this functionality is necessary for a specific role to clean out old reports periodically, we recommend removing the Delete right from some or all roles to ensure nothing is deleted by mistake. 

Empty Columns

It is possible to see columns with no data in a report in cases where a particular field is not used in your current configuration.

Maximum of 100,000 Results

If you cannot locate a record that you know should display - either in search results or a filter's dropdown selections - it is possible your query returned more than 100,000 records, which is the maximum number that will display. Use date/time filtering to narrow the time frame of your query as much as possible so all matching records are captured in your results.

Date Display Formatting 

Dates in Advanced Reports are displayed by default according to your Date Format setting in CCW user preferences, as long as it is one of the following three formats:

MM/DD/YYYY
DD/MM/YYYY
YYYY/MM/DD

If you selected a date format preference other than the three listed above, MM/DD/YYYY is used as your default. 

Within each specific report, Date columns can be manually customized to use additional date formats.

  • Refer to the Reformat Data section in this document for instructions on how to customize report columns. 
  • Refer to the full list of supported formats when customizing a Date column. 

 

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