How to: Configure 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 set the 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

Advantage-Only Users

Advantage > Tools > System Administration > Report Management

Selecting the Report

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

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

In the Report Management Navigation menu:

1. Find the Division

2. Click the + button next to the report category
   1. The report list will expand

3. Click the Report Type

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

Setting the Default Report Settings

Default report settings are displayed in the Reports pane. You can set 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

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

Criteria Settings

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

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.

Parameter Settings

Parameters determine how data displays in 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

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.

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. 

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

In the Assign Role window:

3. Add the role to the Assigned Roles pane using the selection tool
4. Click OK

Making a Report Unavailable for a Role

To remove a role:

1. Right-click in the roles pane
2. Click Delete Role

In the Assign Roles window:

3. Remove the role from the Assigned Roles pane using the selection tool
4. Click OK

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.

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.

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

Changing the Sort Column

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

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.