Reports – configuration, views, editing

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Applies to version 2019.1; author: Krzysztof Gaszczyk 

Introduction

WEBCON BPS 2019 allows to create reports directly within WEBCON Designer Studio application. It helps to quickly configure reports which contain various views which as a result can present data from the same report in multiple ways. Creating one report with all tasks and views for each step is also a good idea. Report configuration, creating private views and their usage are presented here with advanced payments application. Reports can also move during import/export of the processes. This type of Web Part can also be added on SharePoint website. It’s described in the paragraph Editing and view creation in Portal.

 

Configuration

To add a report go to the application configuration and in “Presentation” tab choose “Reports”.

Then provide name of the created report.

In “Configuration” tab you will find a plethora of options. Main configuration section is Data source configuration. Firstly, user chooses from which process, form type, workflow and steps, data should be downloaded.

Also you can find there a group “Mandatory filters” in which user can put filters on tasks which should be included in the report.

In the next configuration tab there is configuration panel of the report columns which are to be used. System columns are displayed by default however user can add columns accordingly with form fields which are a part of the process and the workflow. You can also add calculated columns which configuration was described in this  article.

You can also add data sorting in chosen columns.

Another report configuration tab is named “Search panel”. It allows to choose form fields by which the user can search the collected data. None of the columns are selected by default. Choose fields by which task can be most frequently searched.

Another stage of report configuration is view configuration which is described in detail in the following paragraph. The last part of configuration is providing privileges for the reports. They give users options to create private views as well as to choose a non-standard report visibility (breaking inheritance of privileges from the application). Those privileges can be provided to AD users.

 

Views

Report views are a novelty introduced in WEBCON BPS 2019. They allow users to create individual views based on data collected from data source provided. Those views are created without administrators’ participation.

View configuration includes many groups which are described in further parts of this article. First two groups are linked to the views list which were recently added. By default you will get a “Basic” view which includes information chosen on previous stages of the report configuration. Adding view is possible thanks to a dedicated button. Private views are temporary views which are not globally visible.

Another group of configuration field is “View configuration: Basic”. In this group after choosing a view, system will allow configuration of column display method and their width. System is based on columns chosen previously on “Report columns” tab. In each column you can choose whether it should have action menu displayed or should be a link to this task. You can also add aggregation which depends on the type of chosen column and change its width. While browsing the report user can display hidden columns.

Another group is named “Mandatory filters”. Here you can choose accordingly to which assignment filter the data will be displayed, set a predefined filter and put a filter on a form field. They work analogously to “Mandatory filters” in configuration tab of “Source” report.

You can also put an additional filter on one of the system parameters as well as on form fields which are present in this step.

It is also possible to group form data on two levels and on each of them choose one of the form fields. Moreover you can display a group for elements which do not have a provided value.

You can also hide or display search panel and configure it accordingly. Search engine work-scheme is set directly in the report configuration, here however you can decide if it should be visible or hidden.

 

During configuration you can provide users with an option to generate Excel file from report.

Below you can see final report view configuration:

 

 

Editing and view creation in Portal

As you can see below this report can be edited in SharePoint by adding filters.

 

After applying all those filters you can add your own view by clicking the down arrow which is placed near the report name.

 

After adding, view can be chosen from the report menu.

After creating the report it is possible to search in it for information accordingly with chosen report configuration. To do that click on the magnifying glass icon on the right side of the view name.

 

 

Final effect

This is how a report of active user tasks together with views for each step is created. By default system includes “My tasks” inbox, however if a task on a specific step will be given to a group of users and one of them will open it through the inbox, then the system will lock it for the time of editing. If using the report, system will not lock such a task. Below you can see a general report.

By choosing a proper view you can display data which it includes.

 

Summary

WEBCON BPS 2019 introduces creating system task reports directly from the configuration application. Managing the report is easy and intuitive, which makes report creation process just as pleasurable. Using views helps users to work more efficiently especially if they use a similar pattern of task search. By using a private view it is much faster to switch between the views.

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