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
- Use basic functions within Analytics to tailor your reports
- Bookmark a modified report
- Exporting reports
- Try using keyboard shortcuts with Analytics
Access Analytics
To access Analytics, click on Reports then select Analytics or View all reports.
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 top of the list under the My Reports header.
Basic report functions to tailor your report
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 Team member details report, you can select "Employed" in the Status filter. This filter will then be applied to all of the visualizations in the report to only show active employees. Similarly, you could select "The Amber" in the primary Location filter to only show team members who work at The Amber as their Primary location.
Apply combinations of each filter to display only the data you need.
When selecting a value to apply from a lengthy 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 three vertical dots and then select Maximise element and this will maximise the view of the visualization on the page.
Click Minimise element to exit the full-screen mode.
Show underlying data for a visualisation
For any visualization, you can click on the Show underlying data icon.
And the data will be displayed below the chart. You can click on specific areas of the chart to see data for that component.
Click on Download data on the bottom right of the pop up to download a CSV or Excel file of the raw data.
Click on the X on the top right-hand side of the pop up to return to the main report page.
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.
To reset any changes you have made to the report and remove any modifications you may have applied, click the Reset link at the top right of the screen.
This will restore the report to the default state. If you do not see this link, the report is already in the default state. It will only appear once a report has been modified.
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
In this example, the manager highlights all team members who are 35 years old and then uses the menu again to keep only data for team members who are 35.
Extract custom field data
For reports where the data is contained within custom fields such as timesheet custom fields you will need to modify the table within the report to extract the data from the custom fields.
For example, let's look at an example where a custom timesheet field was set up to allow team members to enter a value for the amount of tips they received at the end of their shift and this value was then recorded on their timesheet as a custom field.
In the Timesheet details report to extract this custom field data you need to scroll to the far right of the table and right click on the column labelled Timesheet Custom Fields.
Click to highlight and select the relevant fields from the list on the right. The order you select them determines the sequential order the field is added to the table of data. Once you have added the fields you require, click Confirm.
The custom field data will now be displayed in the report table.
Reset a report back to default
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
Bookmark a modified report
If you have used the above features to modify a report and think that it would be useful to save these settings for the next time you run this report then you can bookmark the modified report to come back to it later.
Only you can see the bookmark that you save. No other users in your organisation can see your bookmarks and you are unable to share them with other users.
Create a bookmarked report
Select a report from the default reports on the left hand side and modify the information to display in your preferred format. Once you are ready to save the format click on the bookmark icon on the top right-hand side of the screen and select Save as a new bookmark.
Name your bookmarked report as something meaningful to you.
If you would prefer that your bookmarked report loads everytime you open this report in Deputy (as opposed to Deputy's default report) then tick the Set as default bookmark checkbox then click Save.
Load a bookmarked report
If you ticked the Set as default bookmark checkbox when creating your bookmarked report then your bookmarked version of the report will load by default everytime you open that specific report in Deputy.
If you did not set it as default, you can load the bookmarked version by clicking on the bookmark icon on the top right-hand side of the screen and selecting Personal bookmarks then the bookmarked report you require. You can create many bookmarked reports so you might have several to choose from.
If you did not set a bookmarked report as default when you set it up but later decide you do want it to appear as the default report, you can manage the bookmarks.
You can quickly tell at a glance whether you are viewing a Deputy default report or a bookmarked report.
A Deputy default report will display a clear bookmark icon as shown below:
A modified bookmarked report will display a green filled bookmark as shown below:
Clear a bookmarked report
If you would like to clear the bookmarked report and return to view the default Deputy report click on the bookmark icon on the top right-hand side of the screen and select Clear bookmark.
Note: this does not delete the bookmarked report, just returns the data to the unmodified state.
Manage or delete a bookmarked report
If you would like to:
- set the bookmarked report as the default view or
- edit the name of the bookmarked report or
- delete the bookmarked report
click on the bookmark icon on the top right-hand side of the screen and select Manage bookmarks.
Click on the three vertical dots for the bookmarked report you would like to manage then select the appropriate action.
Scheduling and Exporting Reports
Export a file to download
To export the report, click Export on the top right hand side of the screen.
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) or
- PNG
If you select a specific visualization the formats available are:
- CSV
- Excel
- 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 Export on the top right hand side of the screen.
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 (Analytics+ users only)
To schedule the delivery of a report:
- click the drop down arrow next to Export 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 specific 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/
Alerts to trigger a report (Analytics+ users only)
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 clicking on the drop down arrow next to Export at the top left-hand side of the page and select 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.