Creating Custom Reports in Workforce Analytics

The Report Center provides all report management in a single, unified interface. Each item is categorized by a report type. Reports that can utilize WFA data are called Canvas report type.

The actions available in Report Center are:

1. In the Search Bar: Type Search.

2. Filter and Sort reports: filters are persistent between logins and the number indicates how many types of filter such as Type, Author, Last Modified, Labels are enabled.

3. Report Types: Canvas Report, Table Report, Tile, Dashboard, Custom Report, Story Report.

4. Perform an Action: select the ellipsis Action menu, Label As, Run. The actions are described below.

5. Share Indicator : this icon indicates that the report is shared.

6. Add a report as favorite by selecting the star ( ) or remove a report from your favorites by clearing the star ( ). You can access the list of your favorite reports from the home page.

7. Create New Reports: create a new report.

8. Import report definition: select an XML report definition for import.

9. View as Flat or Grouped: display grouped labels.
10. Views: My Reports displays reports authored by you or shared with you, All Reports displays all reports.

In the Report Center interface, you manage reports via the Action menu. You can perform the following actions:

• Run

• Edit

• Share

• Rename

• Delete

• Duplicate

• Export

• Schedule

• Assign a custom label

• Change Author (owner)
• Copy Link

You can use Report Center to add or remove favorite reports that are available on the home page.

To use favorite reports:

• Select or clear the star icon that precedes the report name to add it or remove it from the list of favorite reports. For example, select the star before Goal Status in Report Center.
• On the latest home page, choose the new Favorite Reports quick action to view your list of favorite reports, arranged by the report types. For example, Goal Status is listed under Dashboards. The quick action allows you to search and remove reports from your favorites list.

Custom labels provide a method to organize reports within Report Center which helps users find the reports they are looking for, and to group common reports. You can create groups of labels as well which allows for the reports to be organized in a hierarchical display if required.

You can filter reports by the assigned label. Turn on the filter panel and select the label for the reports you would like to display.

Labels can now be classified as public or private.

Public Labels:

• Are visible to:
  • Report Administrators
  • Report Consumers when they have access (shared with them, author of the report) to a report assigned the public label

• Can be created only by Report Administrators

• Can be assigned to reports only by Report Administrators

A report administrator has one or more of the following permissions:

• Manage Dashboards/Reports > Report Admin
• Manage Dashboards/Reports > Story Admin
• Manage Dashboards/Reports > Analytics Tiles and Dashboards
• Analytics Permissions Functional Permission > Canvas Designer Admin

Private labels:

• Are only visible to the user who created the private label.
• Can be created by any reporting user.
• Can be assigned to reports that the user can edit.

You can create labels though either the dropdown next to the labels tab, or though the action area of a report. Report administrators can create public and private labels. Other reporting users can only create private labels.

By default, when creating a new label, the label is set to private.

When working with label name, consider the following:

• Labels are NOT case-sensitive. Retail and retail are considered as one label.
• You CAN create ONE public and private label with the same name.
• Label names of the same type (public, private) must be unique. For example, you CANNOT create a private label named FAVORITES and another private label named favorites.
• Private labels with the same name CAN be created by different users. For example, Sally can create a private label named Favorites and Sam can create a private label named Favorites.

To create a Label:

1. Open the Manage Labels and either:
   • Select Create from the dropdown next to the Labels tab.
   • In the Label As action, select Create New.
2. Enter the Label Name.
3. To set the label type as public, select Public.
4. To nest the label inside another, select Nested label in, and select its parent label from the dropdown list.
5. Select a color for the public label.
6. Select Create.
7. Select Done.

To assign a label to a report in Report Center:

1. In Report Center, either:
   • Select the Label As button.
   • Select the action menu, then point to Label As.
2. Select one or more labels.
3. Select Apply.

You can also manage labels, such as deleting labels, editing the label color, marking as public or private, and grouping/nesting labels.

To manage labels in Report Center:

1. Select Manage from the dropdown next to the Labels tab.
2. From Manage Labels you can:
   • Search for existing labels.

   • Create a new label by selecting Create New.

   • Delete a label with the Delete button.
   • Edit an existing label with the Edit (pencil) button. With Edit you can:

     • Rename an existing label.

     • Mark as public/private.

     • Change the color.

     • Nest it in another label.

3. SelectDone when complete.

All reporting users can manage their own private labels. Only Reporting Administrators can manage public labels. See the following example of the Manage Labels screen for two separate administrators and a reporting user.

In the images in the examples, the text (Public) and (Private) has been added to the label name for clarity of the example. Typically, you can differentiate public and private by color, public labels have a color assigned while private labels have a grey label color.

When using Report Center, you can view your reports with two views: Reports and Labels.

• The Reports tab allows you to view reports in a list format.
• The Labels tab allows you to view labels in a list format where the reports are grouped under labels. The reports that are not associated with any labels are grouped under Unlabeled.

You can select the view in Report Center. In Report view, the labels appear underneath the corresponding report titles in the flat report list. Clicking on a label will filter for that label.

When you enable Labels view, Report Center will display public labels and the reporting user’s private labels. Labels that do not have any reports that the user has access to will not display. Reports without labels will appear in Unlabeled Reports.

You can select multiple reports at once in Report Center using the check boxes to the left of the report name. Up to 50 reports may be selected at a time.

To take action on multiple reports within Report Center:

1. Select Reporting from the main navigation menu.

2. Check the box beside the relevant reports.

3. Select any additional reports to apply the action.

4. Select the appropriate action button on the multiple report toolbar.

Users can share reports with Users, RBP Roles, Groups, and Dynamic Groups from the Report Center.

"Share" action will be active if you have access to edit the report. Find and select individual users with whom to share your report with.

"Share" action will be active if you have access to edit the report. Find and select RBP Groups or Dynamic Groups with whom to share your report with.

"Share" action will be active if you have access to edit the report. Find and select RBP Roles with whom to share your report.

Schedule data intensive reports offline to download later or to be sent to SFTP (Secure File Transfer Protocol) sites so that you can run them on a regular cadence or to offload processing for reports with large data volumes.

To schedule a report,

1. Go to New Schedule from Action menu.

2. Fill in the required details on Job Definition tab.

   1. Enter the Job Name.

   2. Select the Report Format.

   3. Enter the e-mail addresses where you want to send notifications. These e-mail addresses do not receive the resulting scheduled report. You can choose to send notifications on Job Start or Job Completion.

3. On theFilter tab, set the filters for the report.

4. On theDestination tab, select either Offline to download the report later from the View Schedules section, or schedule a report to be sent to Secure File Transfer Protocol (FTP).

After selecting Secure File Transfer Protocol (SFTP) as the destination:

1. Enter the Host Address, SFTP Login, and SFTP password.

2. Enter the File Path where the import or export file is located.

3. Enter the File Name with extension, for example, New_Report.xlsx, and select the Date Format for Ad Hoc reports.

On Job Occurrence tab, select how often the report should run and the first scheduled occurrence of the report.

The job runs at the specified time for each occurrence.

On the View Schedules page, see the schedules you have set up and the jobs that are running. You can perform the following actions from Action menu:

• Run the schedule.

• Delete the schedule.

• Cancel the job to make it inactive.

• View jobs for an individual schedule.

• Edit the schedule.

View Schedules has several views available to the user:

• My Schedules: lists all the schedules set up by you.

• My Jobs: lists all the jobs based on the job occurrence set by you when creating a schedule. From the Action menu, you can see the Job Details or download the report.

• All Schedules: lists all schedules in your instance. Only available if you have the permission "View all Schedules".

Report distributor is a legacy tool to help automate report distribution. With the release of Report Center, access to report distributor has been provided while functionality is migrated to report center scheduling.

With the Report Distributor, reports can be delivered by SFTP, run offline or sent by email. It can output data to PDF, Word, Excel, or PowerPoint formats. Tables and reports are collected into bundles, and then the bundles can be scheduled to run at a set time or be run manually.

To launch Report Distributor from the Report Center:

1. Log in to Success Factors.
2. Navigate to Home → Reporting → Report Center.
3. Select View Schedules.
4. Select Switch to the legacy Report Distributor Tool.
5. The Report Distributor screen opens.

The menu tile provides management function for the Report Distributor. The file menu allows you to copy, edit, or delete the selected bundle. Additionally if the bundle’s destination is email, you can adjust the content of the subject and body of the email.

Additionally, you can create a new bundle from scratch using the new bundle button. Run report distributor allows you to manually run a bundle immediately. The Job status allows you to check the status and history of any bundles that have been run, as well as access the results of bundles that you ran offline. Finally, the Export to PDF allows you to preview the output of the bundle in PDF format.

As an administrator, you will create a new bundle when you wish to distribute one or more reports to users on a regular basis. When you create a new bundle, you must specify several criteria:

• Bundle name.
• Page size.
• Export format.
• Report/tables to include in the bundle.
• Destination - email, SFTP, run offline.
• Users to receive the report, if destination is email.
• Schedule to run the bundle (optional).

Additionally, tables can be added to a bundle directly when viewing a report using the Add to Bundle button. Once the bundle is created, it can be run manually or scheduled to run.

To create and schedule a bundle to be sent via email:

1. Go to the Menu box and select New Bundle.
2. Create a Bundle Name and select OK.
3. Select the bundle name.
4. From the Items tab, select Add Item then choose Add Report or Excel Table.
5. Once the report or table is added you will see it listed in the Items tab.
6. To email the data from the selected report bundle from the Destination tab, select the E-mail radio button, and choose Edit Recipients to set up specific users to receive the report bundle.
7. Select Add Recipients.
8. Select the users and select Add. All email addresses added must be associated with a user in the system. You CANNOT add freeform email addresses. Select Close when finished. To have the report sent at a specific time, choose Schedule → Add.
9. Enter the required information in the Scheduler box and select OK.

You can only select report recipients that have a valid WFA user account.

You can personalize the address, subject, and body of the three types of emails that Report Distributor sends:

• Default: a standard email is sent to a recipient with the report.
• Override for: a customized email for a specific bundle is sent to a recipient.
• On Delivery: an email is sent to the sender after the report distribution process is complete.