*This page was machine-translated from Japanese and may contain inaccuracies.
Overview
The Report feature lets you create reports based on data that matches specified conditions, and download them as CSV files or turn them into graphs.
Once a report has been created, you can run the aggregation by clicking its title on the Report list screen.
The key advantage of the Report feature, compared to the Export feature, is that it can output Phase history, including past records.
While the Export feature can only output the latest Phase, the Report feature can output the full Phase history, letting you track how the data has changed over time.
When Report Data Is Retrieved
| When Report Data Is Retrieved (Example: Creating a New Report at 10:00) | |
|---|---|
| A new report is created and run at 10:00 | Shows the results as of the time it was created and run (10:00) |
| An existing report is run within 29 minutes of the last run (10:00–10:29) | Shows the results as of the last run (10:00) |
| An existing report is run 30 minutes or more after the last run (10:30 onward) | Shows the results as of the time it was run (10:30) |
| An existing report is run after opening its "Edit" screen (regardless of elapsed time) | Shows the results as of the time it was run |
Resources That Cannot Be Used in Reports
Reports cannot extract Activity or Contact data.
Maximum Number of Output Fields
The maximum number of output fields in a report is 60 fields.
Unsupported Field Types and Notes by Field Type
The table below shows whether each field type can be output in a report, along with notes on each type.
| Output | Field Type | Description |
|---|---|---|
| ○ | Phase |
If not specified, all Phases, including past history, are output with one row per Phase. For example, if the Process progressed through Job Proposal > Document Screening > Interview, three rows will be output, one for each Phase. If you do not need the past history, you can specify "Latest Phase Only" in the Criteria. |
| ○ | ID (e.g., Job ID) | On the report results screen, the ID becomes a link; clicking it opens the corresponding record in a new tab. |
| × | Multi-Line-Text-type fields | Multi-Line-Text-type fields other than "Phase Memo" cannot be output in reports. |
| ○ | Date-type fields | Output in "YYYY/MM/DD" format. |
| ○ | Date-Time-type fields | Output in "YYYY/MM/DD HH:mm" format. |
| ○ | Time-type fields |
Output in "HH:mm" format. In the Criteria, you can set either a range using "Custom range" or an exact match using "Custom range (Exact match)." |
| △ | Age-type fields |
Outputs the registered date of birth in "YYYY/MM/DD" format. Age itself is not stored as a data value, so it cannot be output. |
| ○ | Number-type / Currency-type |
On screen, the values are displayed with comma separators every three digits. However, since the underlying data does not include commas, the CSV download will not include digit separators. |
| △ | Two-tier Option-type fields | Only the child tier is output; the parent tier is not output. |
| ○ |
Option-type fields that allow multiple selections Checkbox / search box (multiple selection) |
Outputs one record row for each selected option. For example, if both Tokyo and Kanagawa are selected as desired work locations, two rows will be output, one for each. |
| × | Image-type fields | Cannot be output. |
| ○ | Reference-type fields | Cannot be output directly, but the referenced source field can be output. |
| × | Contact-type fields | Cannot be output. |
| ○ |
User-type fields The following System-type fields: |
In the Fields tab, you can choose one of the following output formats: "Name," "ID," or "Name + ID (2 columns)." If you select "Name + ID (2 columns)," you can choose only one of "Name" or "ID" in the Graph tab (the default is Name). |
Steps to Create a Report
1. Add Folder
Click "Report" in the Global-Menu, then click "Report (Beta)."
First, click "Add Folder" to create a folder where reports will be saved.
On the Add Folder screen, enter a "Folder Name," and choose "Personal" under "Sharing Settings" if the folder is for your own use, or "Shared" if it will be shared within your company.
Once you have finished, click "Save."
2. Add Report
Click the folder you added, then click "Add Report."
3. Name
The Add Report screen will open. On the "Name" tab, enter an easy-to-understand "Report Name," then click "Next."
4. Data Source
On the "Data Source" tab, select the report category for the resource data you want to output.
*Activity and Contact data cannot be used in reports.
5. Fields
On the "Fields" tab, set the fields to be output in the report.
Click a resource name under "Available" to display its fields, then drag and drop the fields you want to output into "Selected Fields."
Once you have set all the fields to output, click "Next."
* Please also refer to Maximum Number of Output Fields and Unsupported Field Types and Notes by Field Type.
If you select Phase history records or multi-select Option-type fields, one record will be output for each Phase record or each selected option.
For User and Department fields, you can choose to output "Name," "ID," or "Name + ID (2 columns)."
■ Applicable fields
Resource.P_Owner (record owner/contact)
Resource.P_RegisteredBy (registered by)
Resource.P_UpdatedBy (updated by)
User-type fields
Department-type fields
6. Criteria
On the "Criteria" tab, click the plus button next to "Add Condition" to open the criteria selection screen.
First, select the field for the data you want to output.
Set the condition for the selected field, and once all conditions are set, click "Next."
7. Preview
On the "Preview" tab, check the sample data, and if everything looks correct, click "Next."
8. Graph
On the "Graph" tab, select the type of graph, then click "Next."
If you do not need a graph, you can skip this step and proceed directly.
9. Axis
Click a resource name under "Available" to display its fields, then drag and drop them into "X-Axis," "Y-Axis," or "Group By."
For Date-type or Date-Time-type fields, you can group the data by selecting [Yearly / Monthly / Daily].
For Time-type fields, the data is always grouped by hour. For example, values from 09:00 to 09:59 are grouped and displayed as 09:00.
The graph is sorted by the field placed on the X-Axis. If you want the data ordered by date, place a Date-type or Date-Time-type field on the X-Axis.
Group By is used when you want to break down the X-Axis data further.
For example, in the graph below, "Data Registration Date" is set on the X-Axis grouped by day, showing the number of sales registered each day.
[Example 1]
[Example 2]
By setting Phase as the Group By,
you can display the breakdown of each day's Phases by color.
* As of June 7, 2024, we have confirmed an issue where graphs do not display correctly if a field's value contains any of the following characters.
If these characters are used in a field's entered value or as an option, please avoid using the Graph feature.
""" (double quotation mark), "&", "<", ">"
In the case described here, if you select "Name + ID (2 columns)" in Fields,
you will choose either "Name" or "ID" in Axis (you cannot specify both at the same time; the default is Name).
10. Save
Once all settings are complete, click "Save" to start compiling the data.
On the "Report" tab, you can review the report content, and you can download the data by clicking "Download CSV with Japanese (Windows) Encoding" or "Download CSV with UNICODE (UTF-8) Encoding."
*The maximum number of records that can be downloaded is 250,000.
If you want to change the Criteria, Fields, or other settings, do so from "Edit" at the top right of the screen.
Click the "Graph" tab to display the graph.
When you return to the Report list screen, you will find "Sales Report" saved inside the folder you just created.
Using "Copy," you can create a report with some details changed, or save it to a different folder.