Updating Default Report Settings

*Note: The legacy Submittal and Advantage Reports tool will be obsolete by January 2022. We recommend Setting Up the New Submittal & Advantage Reports Tool as soon as possible and familiarizing yourself with the interface and usage.

How to: Update default report settings in the Report Management window.

Environment: Comsense Advantage (Version 21.1.100.094 and later)

Security Requirements:

  • Reports
    • Report Management 
      • Open Report Management
      • Save Report Management

In this article:

About Default Report Settings

Default report settings are accessed in the Report Management window and are set per report by division. Default report settings include:

  • Parameter visibility settings
  • Parameter values settings
  • Role accessibility settings
  • Sort settings

It is best practice to update default report settings to the most commonly used settings and/or your company's report setting requirements.

Accessing the Report Management Window

Opening Suite Users

Enterprise > Reports > Report Management

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Enterprise Navigation menu; shows the location of Reports and Report Management.

Advantage-Only Users

Advantage > Tools > System Administration > Report Management

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Comsense Advantage; shows the pathway from the top toolbar to Report Management and the location of Report Management in the System Administration menu.

Selecting the Report

In the Report Management window, the reports are categorized by division and further subcategorized by report type category.

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Report Report Management window; shows the location of Division 1 heading and the location of the Division 1 report categories.

*Note: Always select the report under the correct division before updating report defaults. 

In the Report Management Navigation menu:

  1. Find the Division
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Report Management window; shows the location of Division 2 and it's reports.
  1. Click the + button next to the report category
    1. The report list will expand
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Report Management window; shows the location of the Enterprise report category.
  1. Click the Report Type
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Report Management window; shows the selected report type and the Reports pane.

The associated reports and report default settings will populate in the Reports panes.

Updating Default Report Settings

Default report settings display in the Reports pane. You can update default report settings manually or copy report settings from another division using the copy settings feature. Report setting values can be checkboxes, drop-down lists, calendars, or text fields. You can update Report Descriptions, Criteria Descriptions, and Parameter Descriptions to match your company's primary language or terminology requirements. Updating description fields does not affect the corresponding value field and you cannot change the value fields e.g. you cannot make a text field a drop-down list.

Report Settings

Report settings are the first line in the Reports pane. The Report settings include:

  • Report Description
  • Report visibility 
  • Print dialog visibility
  • Default print copies
  • Print/Paper source
  • File name
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Report Management window; shows the location of the Report Settings line item.

To view the default criteria and parameter settings, Click the + button on the report settings line item.

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Report Management window; shows the location of the + button to see the report criteria and parameters.

Criteria Settings

Criteria fields are pre-determined and meet standard report requirements. Criteria cannot be added or removed.

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Report Management window; shows the location of the Criteria Descriptions.

The criteria descriptions display with their corresponding value fields in the Criteria pane of the Generate Report window. The values can only be selected at the time of report generation.

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Generate Report window; shows the location of the criteria value fields.

Parameter Settings

Parameters determine how data displays on the report. Parameter settings can include but are not limited to:

  • How the information is grouped or organized
  • Displaying or hiding certain numerical values such as taxes, totals, etc.
  • Including or excluding change orders
  • Using parent suppliers or parent customers
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Report Management window; shows the location of the parameter line items.

For each parameter, you can set the default value and hide the parameter from the Generate Report window by unchecking the Visible checkbox. When you hide a parameter, the default value still applies but cannot be changed in the Generate Report window.

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Report Management window; shows the location of the Visible column and the Value column.

Parameter settings show in the Parameters pane in the Generate Report window. Unless a parameter is hidden, parameters are always editable at the time of report generation. 

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Generate Report menu; shows the location of the Parameters pane.

Role Settings

Role settings determine which roles can generate the selected report. Role settings can only be set in the Report Management window.

Making a Report Available for a Role

To make the report available to a different role:

  1. Right-click in the Roles pane
  2. Click Add role
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Report Management window; shows the Roles pane right-click menu and the location of Add Role.

In the Assign Role window:

  1. Add the role to the Assigned Roles pane using the selection tool
  2. Click OK
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Assign Roles window; shows a newly assigned role and the location of the OK button.

Making a Report Unavailable for a Role

To remove a role:

  1. Right-click in the roles pane
  2. Click Delete Role
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Report Management window; shows Role pane right-click menu and the locatin of Delete Role.

In the assign role window:

  1. Remove the role from the Assigned Roles pane using the selection tool
  2. Click OK
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Assign Roles window; shows the previously assigned role in the Unassigned Roles pane and the location of the OK button.

Sort Settings

The sort settings determine how the report data is sorted at the time of report generation. The first line item listed in the Sort pane is the primary sorting data and displays as the first column on the report. The second line item listed is the secondary sort order, the line item is the tertiary sort order, etc. See the table below for an example of the sort order relationships.

Parent Supplier Supplier Region
Parent Supplier A Supplier 1 Region B
Parent Supplier A Supplier 2 Region A
Parent Supplier A Supplier 2 Region B
Parent Supplier A Supplier 3 Region B
Parent Supplier B Supplier 1 Region A
Parent Supplier C Supplier 1 Region B
Parent Supplier C Supplier 2 Region A
Table 1: Example Sort Order

The sort by values are sorted alphabetically e.g. if the first line item is Parent Supplier, the report will sort the list by parent supplier in alphabetical order. If there are no sortable values, the Sort pane remains blank.

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Report Management window; shows location of the top Sort by line item.

Sort settings display in the Sort pane of the Generate Report window and is always editable at the time of report generation.

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Generate Repot window; shows the location of the Sort pane.

Changing the Sort Column

To change the sort column, Drag & Drop the sort line item to the appropriate location in the Sort pane.

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Report Management window; shows the location of the drag and drop button and an arrow demonstrating where the sort line item can be dropped.

Setting the Sort Order

The values within the sort by column are listed in ascending order (A-Z or 1-10) by default. To sort in descending order (Z-A or 10-1), Uncheck the Ascending checkbox.

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Report Management window; shows an unchecked checkbox under the Ascending column.
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