Creating Table Reports

Objectives

After completing this lesson, you will be able to:

  • Create multiple Table Report types
  • Define report scope of user data
  • Select the data sets to display in the report output
  • Select the columns to display and sort data
  • Configure fields
  • Filter data

Introduction

This lesson includes many details about creating Table Reports. Here’s what you can expect to experience as you make your way through the lesson.

  1. First, you will cover some key concepts on utilizing table reports.
  2. Then, you’ll cover how to plan a Table Report.
  3. Next, you’ll learn how to create a new Table Report.
  4. After that, you’ll see how to define configurations on Table Reports.
  5. Lastly, you’ll get some practice creating a table report

Keep in mind that no one expects you to memorize all the details. The intent is for you to get a lay of the land when it comes to creating Table Reports and feel comfortable to refer to this part of the course in the future as you build these reports.

Key Concepts for Table Reports

Reporting Domains

Reporting Domains (also called sub-domain schemas) define tables fields used in reporting. The reporting domain name is typically the same as the product name, but some products might have more than one reporting domain available for the purpose to query different parts of the module or application. Most domains are available across Table Reports and Canvas Reports, and Tiles.

When you use a Reporting Domain, you are indicating the high-level data in the system on which you would like to report.

For example, to run a report on a certain year's Goals, you start by using the Goal Management Reporting Domain.

Note: the current list of possible available reporting domains can be viewed on the help portal: Available Product Schemas for Live Data | SAP Help Portal. Domains available in your system will vary by configuration and permissions.

Report Type

The first decision you need to make when creating a Table Report is its Type. There are three possible Report types:

  1. Single Domain (default)
  2. CrossDomain
  3. Multi-Dataset

Single Domain allows you to query data from one Reporting Domain and is the default Report type option.

Note
Most of the concepts in this course are applicable to all report types, except where noted.

Multi-Dataset Reports and Cross Domain Reports allow you to query data from two or more Reporting Domains.

  • Multi-Dataset Reports do NOT join data together. The report results from each selected Reporting Domain will appear on separate tabs in the output. There are separate tabs in the output which exports as an Excel spreadsheet and cannot be a CSV file.
  • Cross Domain Reports join data in the query from multiple Reporting Domains. This information is displayed in one output list. When you create a cross-domain report, there are two options to join the domains: Inner Join, Left Outer Join.

Cross Domain is a query that contains multiple domains in a single list report. This implies linking data into a single record. In the example, Employee Profile details are listed in the Cross Domain Table Report along with their Compensation details and Performance ratings. When you are creating a Cross Domain report, you have several unique options.

Report Planning

Before you run a Table Report, you’ll need to do a bit of planning first. Consider the following points before creating a new Table Report:

People

Who will be running the report?

Who is the audience for the report?

Columns

What information do I need to be displayed in my report?

Is there specific information that will be needed for future analysis?

Is there a preferred order of the information?

How does data from different modules fit together, if applicable?

Filters

Is there a specific characteristic to the data I need?

Do I need to further refine based on business need?

How will the information be presented?

Sort

Will there be easier ways to review and interpret the report based on the organization of the data?

New Table Report Creation

Now that you’ve done some planning, you’re ready to create a new report. Creating a new report launches the Report Builder to guide the user through a series of steps. The Report Center calls this process 'creating a new table'.

You can start the Table Report Builder by completing the following steps:

  1. In the Report Center, choose New.
  2. Select the table and choose Select.
  3. Select the Report Type.
  4. Select a Reporting Domain.
  5. Choose Select.
  6. The rest of the steps are common to Creating an Table Report with Table Report Builder.

Table Report General Information

When you select the Reporting Domain, you will be taken to the General Info page. On this page, you enter the Report Name and Description. You also have the ability to set high, medium, or low priority per report to specify the order in which reports are run. You can enable Remove Styling for excel reports. This will significantly improve performance, but does not work for any report that includes a field with date/time data.

Hint

When entering a Report Name and Description, you should be clear about the content of the report so that it is easy to select this report for use in the future. It is important to be very clear if you plan to share this report with others.

Additional Reporting Domains

Note
This setting applies to Cross Domain or Multi Dataset reports.

The Add Domain button is used to add additional reporting domains to the report.

For Cross Domain, the only domains supported through the Cross Domain functionality (based on the current domain selected in the report) will be available.

For Multi Dataset, you can select any additional domains.

Next, you’ll learn about limiting the output to certain individuals.

Report Scope of User Data

Team View.

HR View

The HR View is based on a user's HR relationship. Selecting this option will allow the report creator to view data for users who have been assigned to the selected Team Manager as HR Reports.

This relationship is determined by SAP SuccessFactors based on data contained in the HR column of the User Data File. If a user's ID is listed in the HR column of the User Data File at least once, that user is considered to have HR Reports. That HR Business partners output would be any user to which that HR is assigned.

HR View - Example

RowUser IDManagerHR
1.cbarkleydmontagnaffrito
2.ccooperdmontagnamsierra
3.dmontagnadmontagnamsierra
4.ffritodmontagnamsierra
5.llesliedmontagnaffrito

In the example, if an HR Report is shared with ffrito, she will see rows 1 and 5 because ffrito is HR manager for these users.

If an HR Report is shared with dmontagna, he will not see any row because dmontagna is not HR for any of these users.

Detailed Reporting rights and Other Filters

Some users may need to have access to data outside of their a relationship hierarchy as determined by the User Data File. These users may be administrators or analysts (or any user who requires this permission). To allow select users to see information of a predefined group of people, you must permission them to do so.

Selecting the Correct People Scope for Your Report

Now that you understand the various user data available, you can apply this knowledge to the People step of the Table Report Builder.

Team Manager

The first thing you need to consider when creating a report is whether the report is for your use only or if this is a report to be shared with others.

If the report is for you and you will never share it, select either your name or Logged In User from the Team Manager section. Both have the same impact on the report results since you are the logged in user. However, selecting your name creates an absolute or fixed starting point for the user data scope.

If you would like to share the report so that others can run and view the information as it pertains to them, select Logged In User from the Team Manager dropdown. This creates a relative starting point for the people scope.

Hint
For the purposes of testing, you can select a specific person other than yourself to be the starting point and run the report for that person. If you do that, remember that your own permissions are still in effect, and if you do not have permission to see the data for that person's team, then you will not see that data.

Team Reporting Type

In Team Reporting Type, select the specific scope on which to report. Team View, HR Reports, and Detailed Reporting Rights or Other Filters are the most used.

By combining Team Manager and Team Reporting Type, you determine the People whose data is displayed in the output.

Inactive Users

By default, the user data returned in your report includes only active user data. If you want to run a report which contains data for inactive users, you may include inactive user data by selecting the Include Inactive Users checkbox in the Define Team screen.

Note
The option to Include Inactive Users is not available for all Report types.

Data Sets

The next step in the Table Report creation process is the selection of Data Sets.

Note
This only applies to those report types in which data sets are available.

Data Sets are Form Templates. For example, if you run a Goal Management reporting domain report,the Data Sets you are able to select from are your active Goal Plan Templates. For a Performance Management reporting domain, the Data Sets are active Performance Form Templates.

Some of the Reporting Domains that use Data Sets:

  • Goal Management
  • Development Goal
  • Performance Management
  • Form Status
  • 360 Multi-Rater Subject
  • Compensation Eligibility
  • Compensation Planning
  • Variable Pay Bonus Detail
  • Variable Pay Bonus Payout

If you have selected one of the Reporting Domains that uses Data Sets, the Data Sets option will be available in your Report Setup. You may select one or more Data Sets depending on the data you wish to view in your report output.

For example, if you wish to run a report on the status of all forms in existence, you will choose Select All. Conversely, if you wish to run a report on the information contained in just your Year-End Review for one specific year, you will select only that form template from your available Data Sets. 

Only active templates are available for selection as a data set. Therefore, it is recommended that you keep your form and goal templates active for as long as you wish to report on them.
Note
Select All applies to all current and FUTURE templates. This means that if you Select All today and there are 5 available templates and tomorrow you add a new template, that new template will automatically be included in future reports run using this report definition.

Columns and Rows Overview

Next, let's consider how to customize your Table Report with more detailed information. Selecting Columns is available for all Reporting Domains.

The Table Report Builder displays its output as a list. The list contains the columns you choose during the report setup.

Columns

Each column you create in a Table Report is a field from a selected Reporting Domain. If the Reporting Domain is Goal Management, the columns available for your selection are fields pertaining to the Goal Management module.

Data Map

The most difficult aspect of selecting columns is knowing which columns in the list contain the data on which you would like to report. Each SAP SuccessFactors implementation is unique. Depending on your system's configuration, the columns you select may be tailored for the data your organization tracks.

A data map is a document that each organization should create to document how that organization stores data. For example, it could contain which field in the SuccessFactors configuration are in use, the organizations’ purpose for using the field, what type of data is stored, and where it is available in SuccessFactors reporting solution (Domain → Table → Field).

To create a data map, complete the following steps.

  1. Create a Table Report that contains ALL the available fields for selection.
  2. Review the results.
  3. Create a document (possibly an Excel file) that lists each column name and the data it contains, if any. In addition, ensure you specify the fields that are not relevant for your organization
Hint

To assist you and other users in your organization in selecting the correct fields, we recommend that you create a centralized shared Data Map.

Select Columns

The Select Columns screen is organized first by All Columns then by subsets of data from the report type and data set (if applicable). In the example, these are all the available columns from the Goal module. To see all the columns, scroll down.

If you select a section on the left, the columns in the center are limited to the data found in that section. To select a column for display in your report, place a check in the box to its left. To remove a column from your report, either deselect the check box or select the trashcan icon to the right of the column in the Selected Columns area.

Hint
You can locate fields by name by using the browser find command (usually Ctrl + F on your keyboard).  Make sure that you select All Columns and search for the name of the field.

Column Order

By default, columns are ordered in the report in the order they were selected. To change the column order, select Rearrange Columns then choose and drag up / down to position the columns in the desired order.

Distinct Records

To avoid duplicate entries in the output of the report, select Enable Distinct. The Enable Distinct function applies only when the content of the rows, shown in the report, is the same (duplicate). If the content of the rows is different for any column or fields, the row will not be hidden.

Sorting and Grouping

You can sort the output of your report in the Columns area of the Table Report Builder. You can add multiple levels of sorting.

You can also group your results and create aggregate columns of data. For example, you can create a report that determines the average performance score by location.

So far in this lesson, you’ve learned how to set multiple Table Report Configurations. Great job!

Next, let’s transition to look at the field configuration, kinds of filters you can use, and relationships in the Table Report Builder.

Configuration Overview

The Table Report Builder provides multiple options for configuring report fields. The two options are Data Type Configuration and Show Value ID Configuration. Each of the options can be utilized to meet the needs of the report creator.

DataType Configuration

DataType Configuration enables the report creator to define what date/time format should be utilized for datetime fields. This allows the selection of either the Date field (for example, 31/12/2015) or Timestamp field (for example, 31/12/2015 21:00:00) formats. If you select Timestamp, it also gives the option to choose whether the field is localized (shown relevant to your current time zone).

Show Value ID Configuration

Show Value ID Configuration enables to define whether the ID or Label should be shown for Picklist fields. Showing the ID can be useful when language-independent logic must be defined based on the report output.

For example, you may have a field that a user selects values Good, Fair, or Needs Improvement as labels, However the system stores the ID values of 3, 2, 1. Normally the report will show the Label by default, translated into the report consumers preferred locale. It may be useful is some circumstances to show the ID (3,2,1) in the report so that it is the same values, regardless of preferred locale.

Filters Overview

Table Report Builder provides multiple options for filtering. The two main choices are Filter By My Selection and Filter By Rule. Each of these options can be customized to meet the needs of the creator of the report.

Filter By My Selection allows the creator of the report to select their criteria from the list of existing data in the field. This can be useful if searching on a specific value from the field.

Filters by My Selection

Filter By My Selection enables the creator of the report to select their criteria from the list of existing data in the field. This can be useful if searching on a specific value from the field.

Filters By Rule

Filter by Rule enables more flexibility in setting up your criteria. Rules can be created to find exact matches, similar matches, or numeric values greater than, less than, or equal to. This option may also be used to find blanks which can identify users without the data you are looking for.

You have the option of creating multiple rules within the Filter Group to create AND or OR statements.

User Prompted

Each of the of options allow the creator of the report to select User Prompted. If selected, the report viewer will be prompted to enter criteria (either by selection or by rule) at the time the report is generated. This allows the report to be flexible in its use. For example, instead of a report that searches for all employees who speak French fluently, by prompting the user for criteria, the report could be generated for different languages at the report viewer's discretion.

Note

The filters that are applied, and the values on the filters do NOT appear in the report output. So if you want to create a report that finds all employees who speak a particular language, and you are using a filter to pick which language at the time of running the report, you should save your report with a name that tells you the language you have used in the filters. In addition, notice that the values available to you to select on a filter are the values that appear for people in the database. If no one in the company has reported that they speak French, then "French" will not appear as an option within the Language filter, even if your system is set up to allow people to select French as their default language.

Filter Groups

When using the filter options, you may create multiple filter groups. You have the option of creating multiple Rules within a Filter Group to create AND or OR statements. By adding additional filter groups, you create OR statements.

For example, if you wish to return data for people who speak Spanish AND who are located in Spain, you would create one filter group that contained the filter "Language Spoken" = "Spanish" and the filter "Location" = "Spain". For people to pass through this filter group and appear in your report, both conditions must be true.

By contrast, if you wanted to find people who either spoke Spanish OR lived in Spain, you would create two filter groups: the first filter group would contain the filter "Language Spoken" = "Spanish", while the second filter group would contain the filter "Location"= "Spain"; If EITHER one of the two filter groups has all its conditions satisfied, then the person is included in the report.

Relationships

When you create a cross domain report, you must define how those domains relate. The Relationships options let you define the Joining Fields from each reporting domain and Join Type between domains.

The Joining Field will list all fields available within a domain from which you want to join.

Note
The fields available in the Joining Field is defined by SuccessFactors as a fixed list of fields. Customers cannot adjust the list of fields available to join reporting domains.

The Join Type will give you the option of an Inner Join (only includes results from the intersection between the two domains, that is, where the joining record exists in both domains) and a Left Outer Join (includes all results from the Left domain and any relevant matching results from the Right domain).

Note
The Joining Field and Join Type have a significant impact on the Report Output.

Example of this is as follows:

  • If you would like to show all Employees within your scope as well as Performance Forms for these employees, choose a Joining Field of User Sys ID to Subject User Id between the Employee Profile and Performance Management domains with a Left Outer Join type.
  • If you would like to show only those employees within your scope who have a Performance Form, then you would choose a Joining Field of User Sys ID to Subject User Id between the Employee Profile and Performance Management domains within an inner Join type.

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