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Coupa Success Portal

Risk Assess Reporting - View All

The View All Reporting feature is available for customers who would like faster performing reports and for those customers who can create reports centrally and restrict access to reporting data via report-level permissions and report filters. With this feature, any application-level view restrictions on data are disregarded during report execution. This means that any data for which view access has been denied will be available for reporting.

To enable this option, the “View All Reporting Data” checkbox is located on the Security Policy page. Any internal administrative user granted permissions to the Security Policy page can activate this setting.

After selecting this option, the feature will be enabled upon saving the change.

 

Coupa suggests that users review their reporting-related application permissions and report definitions:

  • Review which users have access to create new reports and make system permissions changes as necessary. This means you will want to report out your global, group, and user grant permission to the Reports screen (Report Web Tab permission). This also means that you will want to report out your global, group and user grant rights to create reports (AdHoc Report permission).

When “View All” reporting is activated, permissions need to be set on the reports because users can view all of the data. If there is certain data a specific user should not have access to, permissions need to be set appropriately on the report. If “View All” is not activated, then the data displayed in the report will only include the data to which the user has access.

  • Review which users have Edit access to existing reports and make system-level and report-level security changes as necessary.
  • Review which users have the ability to run existing reports and make system-level and report-level security changes as necessary.

Data Transfer Process & Frequency

Coupa moves data from the transaction database to the reporting database via an ETL (Extract, Transfer, Load) process. The ETL process takes any new or modified data in the user interface and updates the reporting database.

It is important to be aware that there is a delay between when an item, such as a UDF, is created or modified in the user interface, and when the created or modified piece of data becomes available in the reporting database. Data model changes (brand new data, such as a new UDF) are updated within the application on the next business day. Changes to existing data (modifications) are updated in the application within four hours of the change being made

Reporting Tips

The following is a brief list of recommendations from Coupa Educators for utilizing reporting within the application:

  • It is highly beneficial for the user to be as familiar as possible with their Data Dictionary.

    • The Data Dictionary stores the reporting names (and properties) of all tables and fields that can be used to build reports.

    • The specific Tables and Fields that are Active and available to report on can be controlled from the Data Dictionary.

    • To obtain a list of all Tables and Fields, run the Standard Report, “Data Dictionary.”

    • Any field with the setting “Master required = True” cannot be removed (or added) to the reporting database.

For more information, see the Data Dictionary Management section of the Risk Assess Reference Guide.

  • Start with a Fact table.

    • When building a report involving “answers” to questions on an assessment, always start with the Fact Table first in developing the joins.

    • Read the “Data Source Definitions” section of this document for a description of what information each fact table stores.

  • Sort Fields to make viewing report results easier.

    • Grouping and sorting works top-down.

    • Fields that the user wants to group should be placed at the top of all other fields.

    • If it is necessary to sort on multiple fields, then the order of the sort is determined by the order of the fields. This means that the report will be sorted on the field that appears first followed by the field that appears second in the list.

    • To move fields around, use the up/down arrows icon to drag and drop the field.

  • Build the report piecemeal.

    • When attempting to build a report that requires multiple (>2 joins), start from the first table, then select the appropriate fields and preview.

    • Add the second table, join condition and additional fields, then preview the report. Doing so will allow the user to build the report quicker and reduce potential mistakes.

  • Preview the report often.

  • As the user builds reports, they can use the Preview tab to verify that the data is correct. Preview will attempt to fetch and display the top 100 rows from the result. Doing so can assist the user in identifying errors sooner, before they save the report, and to speed up the development of the report.

  • Save the report often.

    • Save the report that is being built often to prevent the loss of any changes.

  • User Filters to limit the amount of data returned by the report.

Reporting Troubleshooting

Following are some of the most commonly communicated challenges from users to Coupa staff, along with the recommended steps to assist users in troubleshooting these challenges:

  • CHALLENGE | The report used to run, but now an error message displays, stating that the report designed is invalid (“Please verify that everything is correct.”).

    • TROUBLESHOOTING STEP 1 | Check the report’s Filter logic. Was a Filter added or removed?

    • TROUBLESHOOTING STEP 2 | Check how the data sources were joined together in the report.

  • CHALLENGE | The report is not returning the expected results.

    • TROUBLESHOOTING STEP 1 | Check to see how the data sources are joined.

    • TROUBLESHOOTING STEP 2 | If checkboxes were used, then click the Advanced button on the Data Sources tab to view the Join Types as well as the order of the Joins.

      • Highlighted area(s) indicate that the system is unclear on which field to join the tables together.

  • CHALLENGE | The Advanced Joins I utilize are not working for me, or they are not yielding the expected results.

    • TROUBLESHOOTING STEP 1 | Check the fields over which the data objects are being joined.

      • Keep in mind the default field is not always the correct field.

    • TROUBLESHOOTING STEP 2 | Remember to utilize Filters.

    • TROUBLESHOOTING STEP 3 | Validate the results.

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