Analytics allows managers to view, tailor and bookmark pre-configured reports and visualizations.
Analytics+ users can also build a custom report from a blank template.
However, if you find that your business needs a report very similar to one of Deputy's reports but just modified slightly, for example:
- I need to add an extra column of data to a table
- I want to remove some columns of data from this table
- I'd like to add a chart to visualise this data for each location in my business
then it's recommended to make a copy of the report to customise.
In this article, we will work through some examples to demonstrate how to copy and customise reports:
- Copy the Birthday & Anniversaries report and hide columns to create a "Birthdays only" reports
- Copy the Team member details report and add columns to create a "Team members by State" report
- Copy the Shift audit report and customise it to create a "Declined shifts" report
Copy the Birthday & Anniversaries report and hide columns to create a "Birthdays only reports"
In this example, we want to copy Deputy's Birthday & Anniversaries report and remove all the 'extra' information to only show the birthday of the team members so that we could perhaps publish it for the workplace and not reveal people's date of birth or age!
1. Open the Deputy Birthdays & Anniversaries report, click on the ellipsis on the top right-hand side of the screen and select Make a copy.
2. Name your new report and click on Make a copy.
3. Now you are in the editing state, you can click on the three dots options menu on the top right of every element and delete any element you no longer need.
Alternatively, you can also click Delete element from the Page Overview.
4. In the Team member birthdays table, we've decided to keep the table but remove any data we don't need like email addresses or age. Right-click on the column header to expose the menu options. You can either Delete or Hide any column data you do not wish to show. In this instance, the Birthday column data is dependent on the Date of Birth data so we can't delete it and will only hide it.
5. Once you have removed the data and elements you no longer need you can click and drag the containers of the elements to move or resize them within the report to customise it to your liking.
6. When you are happy with how your customised report is set up you can click Publish.
7. Your new custom report will appear at the top under My Reports. You can view, filter and export it just like any other Deputy report.
Copy the Team member details report and add columns to create a "Team members by State" report
In this example, we want to copy Deputy's Team member details report and remove most of the 'extra' information to show the state the team members reside in. This report already contains a table with columns of data about the team members including their home addresses in one column, however, we only want to display the 'state' information by itself so we will need to add a new column.
1. Open the Team member details report click on the ellipsis on the top right-hand side of the screen and select Make a copy.
2. Name your new report and click Make a copy.
3. Click on the name of the table and type text to update it to something more relevant to the purpose of the new report. In this example, we'll call it "Team members by State" instead of just "Team member details".
4. Right-click on the column headers you don't need in your new report and select Hide column.
5. If you accidentally hide a column you later decide you'd rather include, you can go to the element properties column list on the left-hand side, then right-click on the column you wish to unhide and select Unhide column.
6. If you need to add a new column to the table, click on the plus sign on the top right of the element properties columns list and select Add source columns.
7. In this example we want to add a column with just the state where the team member resides so we search for "State" and find in the dataset a column called "Employee Main Address State".
Tick the box to the left of the column name to add the data to the table.
8. You can click and drag the order of the columns in the list to change the order of the columns in the table.
9. If you would like to add a filter on the new column you added as a page control filter, right click on the column header then select Filter. Click on the three dots option menu on the top right-hand side of the filter menu and select Convert to page control.
10. A page control filter to enable users to filter the data by 'state' will be added to the report.
11. If you have an elements in your report that you don't need anymore, click on the three dots options menu and select Delete element.
12. Once you are happy with how your customised report is set up you can click Publish.
13. Your new custom report will appear at the top under My Reports. You can view, filter and export it just like any other Deputy report.
Copy the Shift audit report and customise it to create a "Declined shifts" report
In this example, we'll take Deputy's Shift Audit report and copy it to customise and create a report which counts how many shifts team members are declining within a specified time period.
1. Open the Shift audit report click on the ellipsis on the top right-hand side of the screen and select Make a copy.
2. Name your new report and click Make a copy.
3. Scroll down to the Shift changes by date table and right click on the ellipsis (three dots) on the top right options menu then select Duplicate to create a second table to start customising.
Having a second table to customise gives you the option to keep the original table in the report or delete or customise it later if you wish.
4. While selecting the new table you have just created, review the Element Properties tab on the left-hand side and move all the columns under the Groupings header down to Columns and just drag Modified By up in the Groupings section. Doing this allows us to set up the table so it is grouped by the team member who declined the shift.
5. Select all the Columns in that section and hide them as we won't need them (you can display them if you like but they aren't necessary)
6. Next we need to add a new column to calculate the count of the declined shift for each team member. Under the Calculation Header on the left hand side click on the + icon then select Add new column.
7. When you click on the calculation column a function bar will appear at the top. Use the prompts to assist you in writing the function you require. In this example we are asking the report to count each "Shift ID" where the Modified Field equals "Confirm Status" and the New Value equals "Declined".
Hit Enter once you have entered the formula.
If your formula is not correct you will get an error and a prompt to correct the formula
8. The table will now have a column where the calculated number of declined shifts is populated. You can click on the column header and type a header that is more meaningful to you if you wish.
9. Right click on the header of the Number of declined shifts and select sort descending to have the team members with the most declined shifts always appearing at the top.
10. You can click on the Create Child Element icon to create a chart from your table of data if you wish.
11. Once the Chart is created you need to click and drag the X and Y datsets into place on the left hand side.
12. Once you are happy with your table, you can delete any other data elements in your report you no longer wish to display.
13. If you wish to add a page control for example to filter for a specific page date you can do that by right click on the (hidden) Modified Date column on the left-hand side then select Filter. Click on the three dots option menu on the top right-hand side of the filter menu and select Convert to page control. Remember to set it to a default date range, such as the last 30 days.
14. Once you have finished customising your report don't forget to click Publish on the top right-hand side and your report will be displayed under My Reports.
Read more tips about how to customise reports: