Report Builder¶
User Guide¶
Create custom reports with a drag-and-drop designer, schedule automated delivery, and export in multiple formats.
Overview¶
+-------------------------------------------------------------+
| REPORT BUILDER |
+-------------------------------------------------------------+
| |
| SELECT CONFIGURE VISUALIZE EXPORT |
| | | | | |
| v v v v |
| Data Columns Tables PDF |
| Source Filters Charts Excel |
| Sorting Stats CSV |
| |
+-------------------------------------------------------------+
Key Features¶
+-------------------------------------------------------------+
| CAPABILITIES |
+-------------------------------------------------------------+
| Data Sources - 40+ data types available |
| Column Selection - Choose and order fields |
| Filters - Refine data with conditions |
| Sorting - Order results by any field |
| Charts - Bar, line, pie, doughnut |
| Export - PDF, Excel (XLSX), CSV |
| Scheduling - Daily, weekly, monthly, quarterly |
| Email Delivery - Automatic report distribution |
+-------------------------------------------------------------+
How to Access¶
Main Menu
|
v
Admin
|
v
Report Builder --------------------------------+
| |
+---> Create New Report |
| |
+---> View/Edit Reports |
| |
+---> View Archive |
Creating a New Report¶
Step 1: Start New Report¶
Go to Admin > Report Builder > Create New Report
Step 2: Choose Data Source¶
Select what type of data you want to report on:
+-------------------------------------------------------------+
| AVAILABLE DATA SOURCES |
+-------------------------------------------------------------+
| CORE ARCHIVES |
| +-------------------+ +-------------------+ |
| | Archival | | Authority | |
| | Descriptions | | Records | |
| +-------------------+ +-------------------+ |
| | Accessions | | Repositories | |
| +-------------------+ +-------------------+ |
| | Physical Storage | | Digital Objects | |
| +-------------------+ +-------------------+ |
| |
| GLAM SECTOR |
| +-------------------+ +-------------------+ |
| | Library Items | | Museum Objects | |
| +-------------------+ +-------------------+ |
| | Gallery Artists | | Gallery Loans | |
| +-------------------+ +-------------------+ |
| |
| COMPLIANCE & SECURITY |
| +-------------------+ +-------------------+ |
| | Privacy Consents | | Security | |
| | | | Classifications | |
| +-------------------+ +-------------------+ |
| | DSAR Requests | | Audit Logs | |
| +-------------------+ +-------------------+ |
+-------------------------------------------------------------+
Step 3: Enter Report Details¶
+-------------------------------------------------------------+
| REPORT SETTINGS |
+-------------------------------------------------------------+
| |
| Report Name: [Monthly Accessions Report ] |
| |
| Description: [Tracks all new accessions received ] |
| [during the month... ] |
| |
| [Continue to Designer] |
+-------------------------------------------------------------+
Using the Report Designer¶
Designer Interface¶
+-------------------------------------------------------------+
| TOOLBAR [Save] [Preview] [Export v] [Schedule] |
+-------------------------------------------------------------+
| | | |
| LEFT | CENTER | RIGHT |
| PANEL | CANVAS | PANEL |
| | | |
| Settings | +-------------------+ | Column Order |
| - Name | | DATA TABLE | | - Drag to |
| - Sharing | | | | reorder |
| | | [Table Preview] | | |
| Columns | | | | Chart Settings |
| [ ] ID | +-------------------+ | - Type |
| [x] Title | | - Group By |
| [x] Date | +-------------------+ | |
| [ ] Scope | | CHART | | Quick Preview |
| | | [Bar Chart] | | [Load Data] |
| Filters | +-------------------+ | |
| [+ Add] | | |
| | | |
| Sort Order | | |
| [Column v] | | |
| [Desc v] | | |
+-------------------------------------------------------------+
Selecting Columns¶
Check boxes next to columns you want in your report:
+------------------------------+
| AVAILABLE COLUMNS |
+------------------------------+
| Core Fields |
| [ ] ID |
| [x] Identifier |
| [x] Level of Description |
| [x] Repository |
| |
| Descriptive Fields |
| [x] Title |
| [ ] Alternate Title |
| [x] Scope and Content |
| [ ] Archival History |
| |
| System Fields |
| [x] Created At |
| [x] Updated At |
+------------------------------+
Reordering Columns¶
Drag columns in the right panel to change display order:
+------------------------------+
| COLUMN ORDER |
+------------------------------+
| :: Title [x] | <- Drag handle
| :: Identifier [x] |
| :: Repository [x] |
| :: Created At [x] |
+------------------------------+
Adding Filters¶
Click + Add to create filter conditions:
+-------------------------------------------------------------+
| FILTER |
+-------------------------------------------------------------+
| [Repository v] [Equals v] [Delete] |
| [City Archives ] |
+-------------------------------------------------------------+
Available Operators:
- Equals / Not Equals
- Contains
- Starts with / Ends with
- Is empty / Is not empty
- Greater than / Less than
- Between
Configuring Sorting¶
+------------------------------+
| SORT ORDER |
+------------------------------+
| Sort by: [Created At v] |
| Direction: [Descending v] |
+------------------------------+
Layout Components¶
Adding Components¶
Use toolbar buttons to add elements:
+------------------------------+
| [+ Table] [+ Chart] [+ Stats]
+------------------------------+
- Table: Display data in rows and columns
- Chart: Visualize data as bar, line, or pie chart
- Stats: Show summary statistics (total count)
Table Component¶
+-------------------------------------------------------------+
| DATA TABLE [x] |
+-------------------------------------------------------------+
| Title | Identifier | Repository | Created At |
+-------------------------------------------------------------+
| Meeting Notes | 2024-001 | City Archive| 2024-01-15 |
| Annual Report | 2024-002 | City Archive| 2024-01-18 |
| Photographs | 2024-003 | State Arch | 2024-01-20 |
+-------------------------------------------------------------+
Chart Component¶
+-------------------------------------------------------------+
| CHART [x] |
+-------------------------------------------------------------+
| |
| ||| |
| ||| ||| |
| ||| ||| ||| |
| ||| ||| ||| ||| |
| ||| ||| ||| ||| ||| |
| ------------------------- |
| Jan Feb Mar Apr May |
| |
+-------------------------------------------------------------+
Chart Types: Bar, Line, Pie, Doughnut, Horizontal Bar
Stats Component¶
+------------------------------+
| STATISTIC [x] |
+------------------------------+
| |
| 1,234 |
| Total Records |
| |
+------------------------------+
Saving Your Report¶
Save Button¶
Click Save in the toolbar. Unsaved changes show asterisk (*):
Visibility Options¶
+------------------------------+
| VISIBILITY |
+------------------------------+
| ( ) Private | <- Only you can see
| ( ) Shared | <- Logged-in users
| (o) Public | <- Anyone can view
+------------------------------+
Previewing Reports¶
Quick Preview¶
Click Load Preview Data in the designer to see sample data:
+------------------------------+
| QUICK PREVIEW |
+------------------------------+
| [Load Preview Data] |
| |
| 1,234 total records |
+------------------------------+
Full Preview¶
Click Preview button to open full report view with pagination:
+-------------------------------------------------------------+
| Monthly Accessions Report |
+-------------------------------------------------------------+
| Total Records: 1,234 | Columns: 6 | Page 1/25 |
+-------------------------------------------------------------+
| Title | Identifier | Repository | Date |
+-------------------------------------------------------------+
| [Data rows...] |
+-------------------------------------------------------------+
| << < 1 2 3 4 5 ... 25 > >> |
+-------------------------------------------------------------+
Exporting Reports¶
Available Formats¶
+-------------------------------------------------------------+
| EXPORT FORMATS |
+-------------------------------------------------------------+
| CSV - Comma-separated values for spreadsheets |
| XLSX - Microsoft Excel format with formatting |
| PDF - Portable document for printing/sharing |
+-------------------------------------------------------------+
Export Steps¶
- Open report or click Export dropdown
- Select format (CSV, Excel, or PDF)
- File downloads automatically
Scheduling Reports¶
Access Schedule Settings¶
From designer: Click Schedule button
Create a Schedule¶
+-------------------------------------------------------------+
| CREATE NEW SCHEDULE |
+-------------------------------------------------------------+
| |
| Frequency: [Weekly v] |
| |
| Day of Week: [Monday v] (for weekly) |
| Day of Month: [1 v] (for monthly) |
| |
| Time of Day: [08:00 ] |
| |
| Output Format: [PDF v] |
| |
| Email Recipients: |
| [manager@example.com, team@example.com ] |
| |
| [Create Schedule] |
+-------------------------------------------------------------+
Schedule Options¶
+------------------------------+
| FREQUENCY OPTIONS |
+------------------------------+
| Daily - Every day |
| Weekly - Specific day |
| Monthly - Specific date |
| Quarterly - Every 3 months |
+------------------------------+
Managing Schedules¶
+-------------------------------------------------------------+
| EXISTING SCHEDULES |
+-------------------------------------------------------------+
| Frequency | Time | Format | Next Run | Status |
+-------------------------------------------------------------+
| Weekly | 08:00 | PDF | 2024-02-05 08:00 | Active [x] |
| Monthly | 09:00 | XLSX | 2024-02-01 09:00 | Active [x] |
+-------------------------------------------------------------+
Report Archive¶
Viewing Generated Reports¶
Go to Admin > Report Builder > Archive
+-------------------------------------------------------------+
| REPORT ARCHIVE |
+-------------------------------------------------------------+
| Report Name | Format | Size | Generated |
+-------------------------------------------------------------+
| Monthly_Accessions | PDF | 245 KB | 2024-01-01 08:00 |
| Monthly_Accessions | PDF | 238 KB | 2023-12-01 08:00 |
| Weekly_Stats | XLSX | 156 KB | 2024-01-08 08:00 |
+-------------------------------------------------------------+
Tips and Best Practices¶
Do's and Don'ts¶
+--------------------------------+--------------------------------+
| DO | DON'T |
+--------------------------------+--------------------------------+
| Name reports descriptively | Use generic names |
| Use filters to focus data | Export huge datasets |
| Schedule recurring reports | Forget to save changes |
| Test with preview first | Share sensitive reports |
| Limit columns for clarity | Include all available fields |
+--------------------------------+--------------------------------+
Performance Tips¶
- Limit columns: Only select fields you need
- Use filters: Narrow down data before export
- Schedule off-hours: Run large reports during quiet times
- Archive management: Clean old archived reports periodically
Common Use Cases¶
+-------------------------------------------------------------+
| EXAMPLE REPORTS |
+-------------------------------------------------------------+
| |
| Accessions Report |
| - Track new materials by date, donor, repository |
| |
| Holdings Summary |
| - Count records by level of description |
| |
| Privacy Compliance |
| - List consent records, DSAR requests |
| |
| Security Audit |
| - Access logs, classification reports |
| |
| Collection Statistics |
| - Charts by repository, date range, type |
| |
+-------------------------------------------------------------+
Troubleshooting¶
Common Issues¶
+-------------------------------------------------------------+
| PROBLEM | SOLUTION |
+-------------------------------------------------------------+
| No data appears | Check filters are correct |
| Export fails | Try smaller date range |
| Schedule not running | Verify cron job is set up |
| Charts not loading | Select "Group By" field |
| Columns not showing | Check at least one selected |
+-------------------------------------------------------------+
Getting Help¶
Contact your system administrator if you experience persistent issues.
Keyboard Shortcuts¶
- Ctrl+S: Save report (when in designer)
- Esc: Cancel current action
Part of the AtoM AHG Framework