Analytics is a reporting and analytics tool, allowing managers to view pre-configured reports and visualizations as well as providing the ability to build custom reports to cater to your business needs.
This guide will explain how to:
Access Analytics
To access Anayltics, click on Reports then select Analytics.
The menu on the left-hand side of the screen lists Deputy's pre-configured default reports.
Click on the name of the report to load that report.
For Analytics+ users, any custom reports created in your account will appear at the bottom under the My Reports header.
Basic report functions
Within each report, there are features you can use to customise, search and filter the data that appears in the report.
Filters
At the top of each section of a report, there are pre-set filters.
The drop-down menu selections allow you to specify a specific filter once and have that filter applied to visualizations in that section of the report.
For example, in the Employee details report, you can select "Active" in the Employee status filter. This filter will then be applied to all of the visualizations in the report to only show active employees.
Apply combinations of each filter to display only the data you need.
When selecting a value to apply in a long filter menu you may find it difficult to find the value you need. You can use the search field to search for a value by text or use the Sort icon to sort the menu by count or alphanumeric, ascending or descending.
Visualization filters
Each individual visualization in each report can also have specific filters applied to it.
To apply a filter to a visualization, click the funnel icon, then click the + icon next to Filters. You can select as many filters as you need to further customise the report.
Chart tooltips
When viewing a chart, a tooltip will appear when you hover your mouse over individual data points in a visualization to display the details of that data point.
Drill down
You can drill down into the data by right-clicking on a data point and selecting Drill down from the menu.
Select a data column to drill down the selected data point.
Right-click again and further manipulate the data or else select Drill up to return to the original chart.
Maximise element
From any visualization on a report, you can click the Maximise element and this will maximise the view of the visualization on the page, as well as displaying the underlying data that it is based on.
Click Minimise element to exit the full-screen mode.
Modifying a table
To make basic modifications to a table, you can click the dropdown menu in the column header.
This menu allows you to:
- Sort the table by ascending, descending or custom order
- Filter the table for that column (this is another way to apply a filter rather than using the Filter icon)
- Rename the column
- Hide the column
- Delete the column
- Freeze up to the column
- Group by the column
- View column details, this will give you information on the name, type and formula, the number of unique values and the number of rows amongst other data.
Note: To save any customisations on the report, you will need to have Analytics+. For users with only Analytics, any modifications made to the tables will be removed after the report is closed.
To reset the report and remove any modifications you may have applied, click the Reset link at the bottom right of the screen. This will restore the report to the default state.
You can also modify tables by right-clicking on a value in a column, from the right-click menu you will be able to:
- Keep only the value
- Exclude the value
- Highlight rows containing the value
Reset a report
If you’ve made any modifications to a report and need to return to the default view, you can click the Reset button in the top right-hand corner of the report
Scheduling and Exporting Reports
Export a file to download
To export the entire report, click the three-line menu at the top left hand side of the report and select Export.
The default setting will be to export the entire report but you can use the Attachments drop-down menu to select a specific visualization if needed.
You can select the Export format, for full reports the options are:
- Excel or
- PDF (Portrait or Landscape)
If you select a specific visualization the formats available are:
- Excel
- CSV
- JSON
- PNG
Another way to export a specific visualization is to click the three dots button on the top right-hand side of each visualization and select Export then the specific file type you want to export.
Emailing a report
To send reports via email, the process is similar to exporting.
On the report, click the menu button at the top left-hand side of the page and select Export.
Click on the Email icon on the top right-hand side of the pop up.
- Enter the recipient's email address. Note: to send to multiple recipients, use a comma to separate the email addresses
- Modify the Subject and Message as needed.
- You can then select multiple individual visualizations or the entire report and modify the format to send for each attachment added.
Once you are ready to send, click Export and the email will be sent.
Scheduling delivery of a report
To schedule the delivery of a report:
- click the menu button at the top left-hand side of the page and select Schedule export OR
- click the three dots icon in the top right-hand corner of a visualization, select Export and then click on Schedule export.
Click Add Schedule, as with emailing, you can customise the Subject, message, add additional attachments, and select the recipients.
Click on the Email icon on the top right-hand side of the pop up.
- Enter the recipient's email address. Note: to send to multiple recipients, use a comma to separate the email addresses
- Modify the Subject and Message as needed.
- You can then select multiple individual visualizations or the entire report and modify the format to send for each attachment added.
Set the schedule to choose from Daily, Weekly, Monthly, and Custom.
- Setting the schedule to be Daily allows you to set the time to deliver the report. You can choose to schedule delivery for several times per day.
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For Weekly delivery, you can select the day(s) and times to be delivered. Delivery can be set for multiple times per day.
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For Monthly you can select the day of the month for the schedule.
Click on Create to create the schedule.
If the default delivery options don’t work for your needs, you can set up a Custom ‘CRON’ schedule to define a delivery time.
When you select Custom as the Frequency, you will then be able to enter the CRON expression. For help with determining the CRON expression, see https://crontab.guru/
Note: For users with Standard reports access, any modifications made to the reports at the time of creating the schedule won’t be reflected when that report is delivered. ie. only default template reports can be scheduled for delivery for Standard reports users.
Alerts to trigger a report
You can also set the delivery of a report via an Alert. This means that you can define a specific criteria and when it is met, the report will be automatically sent.
For an alert, you add the recipients, subject, message and attachments as you would for a scheduled report.
You can then set the conditions that will trigger the delivery of the report.
Some examples of reports you could set up are choosing to receive the report if:
- sales are greater than a specified amount
- if a field such as Payroll ID (in an employee record) has no data in it.
You can click Test condition to see if any data is within the criteria you have set.
Click on Create to create the alert.
Managing scheduled reports and alerts
You can manage the schedules and alerts that have been created by:
- click the menu button at the bottom left-hand side of the page and select Schedule export OR
- click the three dots icon in the top right-hand corner of a visualization, select Export and then click on Schedule export.
If you have one or more schedules set up you will be able to see them in a list with a Summary, the recipients and the Status.
To make changes, click the three dots icon next to the relevant schedule. From here you can rename the schedule, and make any required edits to the schedule. You can choose to send now, pause or delete the schedule.
Unsubscribe from a scheduled report
If you have been subscribed to a schedule report that you no longer wish to receive, simply click on the unsubscribe link in the emailed report and you will no longer receive the report via email.