Reports 101

Randall Berg -

 

NOTE: In 2017 the Report Builder is getting many improvements.  Documentation may lag behind on some User Interface Elements but the core functionality will always be up to date in this document.

Getting ready to update your clients on what you’ve done for them or reviewing time entries from your technicians for the week? Great, creating a report in BrightGauge should help you with that. Here’s how you can go about creating reports.

 

 

Step 1 - Generating Report

While logged into BrightGauge, go to the top right, click on the plus sign, and click report

  

 

Step 2 - Selecting Report Type

You’ll need to determine if this report is for a client “For My Client” (view data for just one company at a time) or for internal review “For My Company” (data is only filtered by the filters of the gauges).

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If you select a client report, you’ll next need to select the clients that the report will be generated for.  You can select 1 client, a group of clients, or all clients.  No matter how many clients you select, a report will be generated for each client showing only their specific data. (In order for this client report filtering to work, the first step is to teach BrightGauge the names of your clients and their corresponding names in each of your datasources. This is done via our client mappings. This document details where and how to map clients.)

 

Step 3 - Starting from Scratch or From Template

A new step added in 2017, this allows you to keep going and starting from scratch, or to choose a template to begin from.  Templates are great to give you a heads start on designing the report since many modules will already be on the report!

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Step 4 - Adding/Removing Gauges on Report

Adding
Once you’ve determined the report type, the next step is to add gauges to the report. To add gauges, select the gauges from the listing to the left (click the checkbox to add the gauges). The list will be sorted by the most recently edited gauges first. You can also search for the gauge you want to add by using the search bar. Hovering over gauges on the left hand side list, will display the gauge's description. (Gauge descriptions can be edited under the Global Settings Section of the gauge builder's Design Settings.)

Gauges will appear in reports, just as they do on dashboards, with the exception of number gauges as you can see above. We have recently implemented a new format for number gauges which keeps them a fixed height and the font is much more readable (not HUGE). This allowed us to fit more of the Title and Subtitle of the gauge in the report.

Removing
There are currently two ways to remove gauges from reports:

- Deselect the desired gauge from the listing to the left (uncheck the checkbox to remove the gauges).

- Hover over the gauge you desire to remove from the report, and click on the "X" icon that appears on it's top right hand corner.

 

Text Module - The same way gauges scan be added to the report, customizable text boxes can be added as well. At the top of the gauge list on the left side bar, there is an option titled "Text". Clicking the green "+" next to it, will add a new text box to the report. (There is no limit to the number of text boxes that you can add to a report.)

When you first add a text box, it will look like below. Simply type the desired information and format to best fit your needs and report theme. Once done entering text and formatting, clicking the green "Save" button, will lock in the text box changes.

If you’re looking to edit an already created text module, find the text you want to edit, hover over it, and a pencil and "x" icon will appear at the top right.  Click on the pencil icon to begin editing or the "x" to remove it from the report..

Text modules can be moved and resized in the same manner as gauges. This is explained below.

 

 

Page Breaks - Reports have breaks when sent in the HTML view and PDF view.  You can customize page breaks and check the preview of the report as of June 2017.

Here is an example of a page break added to the bottom of the report.

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And the preview of the report shows the page break.

Preview_Page_break.png 

Step 5 - Formatting the Report

Gauge Sizing - Once you’ve added the gauges to the report, resize and order the gauges to your liking. To resize a gauge, click on the bottom right corner and drag to the size you need.  When gauge resizing is activated, you’ll see the gauge data disappear and the box will become off-colored. Drag to the size you want and release. 

Moving Gauges - There are to ways to move gauges (and Text modules):

- Click on the title (if you hover over the title a four-way arrow will appear) and move the gauge to where you want. While moving, the gauge will displace other gauges. If the gauge you’re moving can rest inline with another gauge, it will.

- Hover over a gauge (or text module) in the report and you will see an icon with up/down arrows appear on it's top right hand corner. Selecting these arrows reveals the following dropdown with options to move the gauge:

Here is how these four gauge movement options work in action:

 

Report Titles - To edit the report title, click on the title section. This makes the Title and Subtitle boxes editable so you can make the changes.  For the changes to take affect, click anywhere outside of the title section or hit enter on your keyboard.

External Reports & Previewing Data - If you’re creating an external report (Client Report), you’ll also notice a “Previewing for” drop down menu to the top right.  This will allow you to see the data for the client that you wish to see it for.  Simply select the client and the data of the report will automatically readjust.

 

 

Step 5 - Saving Report as a Template

Once you have the layout and format for your report set, you have the option to save it as a template for future use. Saving the report as a template will save the report itself including the gauges, layout, and formatting. To do so simply click on the "Save as Template" button on the top right hand corner of the screen.

You will receive notification that the template has been created and remain in the report on the gauge builder. Your template can then be accessed under the Templates list in the Report section of your account. For more info on templates, feel free to refer to this article.

 

 

Step 6 - Finalizing & Scheduling Report

Once you’ve completed editing the report, go to the top right and click on "Next Step".  

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This will pop open a modal for you to configure the following settings:

 

Report Recipients (To: and Cc:)

This is where you will select those who will receive the generated report email. Placing your cursor on the "To:" or "Cc:" section will expand a dropdown menu that will show all users and viewers you have created in BrightGauge. You can search for desired users by typing their name, or simply scroll through the users populated in the drop down list. Clicking on the desired users from the list adds them as recipients. To remove recipients, simply click on the "X" icon next to their name.

If creating a client report, there will be a line for ‘All Client Recipients’ in the drop down list. Selecting this option will send the report to the associated Client Recipients for the selected clients. (More information on Client Mappings and Recipients can be found here.)

 

You may notice the small light bulb icon in the "To:" section. This icon is simply a reminder/notification message alerting you that recipients listed in this section cannot view each others email addresses. (Each recipient will receive an individual email directed to them.)

 

With regards to the "CC:" section, any user listed here will be copied on all report emails sent to those recipients specified in the "To:" field.(This includes "All Client Recipients".)

 

 

Email Subject and Body

When reports are generated, an email is sent to the selected recipients. The Subject and Body sections allow you to modify what is shown in the email. The sections function as text boxes where hard text can be entered. There are also preset tokens that can be used as well. These tokens allow certain changing data to be pulled in automatically for each report recipient, allowing each email to be personalized. These tokens are most useful for sending client reports and when sending to more than one company at once. The available tokens can be seen by clicking the “Available Template Tokens” above the body section. (Note: You can only use the tokens in this list. Putting anything else between double brackets will cause the email to break and not send. )

 

 

PDF Attachment (Beta)

This is a new feature that is still in its Beta stages. Selecting the check box for this feature, will include a PDF version of the report attached to the email. This is great for printing reports.

 

 

Schedule Report

If sending this report just once "now", this section can be skipped as the send "Now" option is selected by default. If you want this report to go out on a schedule, select this check box to bring up a modal that allows you to choose frequency that you want, along with the various settings within that frequency. The time of day that it is to be sent is related to the time zone settings in your account. Please note that if setting the report on a schedule, you can also have it send now as well.

Once you have set the desired schedule, click on the "Update Report" button to apply the settings.

 

 

Video Tutorial

Please feel free to refer to the following video which outlines this modal in further detail:

 

 

Step 7 - Saving & Sending Report

Once you have finished with the finalize modal, click on the blue "Send Report/Schedule Report" button on the top right, and you’re done!  You have the option to go back to the report you just created if you want to edit it and send it to others or go back to the reports page.  Going to the reports page will allow you to see your newly created report sitting right there at the top of the list.

 

 

 

Branding Reports

Give your reports a more professional and branded look by adding your company logo to them. 

Once logged into BrightGauge, select the green arrow next to your username on the top righthand corner of the window and then select "Account Settings" from the dropdown menu.

Once on the "Account Details" page, click on the blue "Browse" button under the "Logo" section. 

Use this button to browse your local machine for your logo image file. (Logo should be gif, png or jpg and 250x100 max). Once the file has been selected, click on the blue "Save" button to lock in your changes. The will then refresh, and a preview of the logo then appears.

This logo will now automatically be embedded on the top right hand corner off all reports; internal and client reports included. 

 

 

I hope this guide helps!  If you have any issues or questions, please do not hesitate to let us know at support@brightgauge.com

 

 

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