Report Filters

This topic details all the possible filters available to those running a report, editing a report or creating a new one. Note that not all filters are available for each report type.

Note: A date filter is applied to the most popular report types.

List filters

List filters display all items in the database for the type of filter selected. For example, the Project list filter displays all projects in the database. Also note that with Limited Access security, the end user only sees the specific items that he or she is permitted to view. For example, if Limited Access is applied to projects, each person seeing the project list filter will only see the projects permitted by his or her security level.

For project and employee filters, a checkbox is also displayed permitting you to switch how the list is organized. Example, instead of listing all employees alphabetically, you can see and pick from the list sorted by team.

Warning: Do not add the Task filter to your reports. Adding this filter will exclude tasks created in the Planning and Timesheet tool from appearing in your report.

Tip: When filters are displayed as lists (employees, tasks, etc.), you may select multiple items by keeping the Ctrl key pressed while clicking on individual items, or use the Shift key to select a range of items.

REPORTING

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Filters explained

Editing - making small changes to an existing report

Sneak peak at all the default reports

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Creating a report from scratch

Report types explained

Scheduling a report to run automatically

Calculated (custom) columns

Date filters: Used to change the dates from which the report returns information.

For Life- returns data from the entire database.
Date range - permits the user to select both From and To dates.
Current week/month/year - returns data from the entire period selected (Sunday to Saturday, 1st day of the month to the last day of the month or January 1st to December 31st). This selection also 'moves' with time so that if, for example, Current week is chosen, the report will return data for whichever week the report is run. This is important to consider when the report is to be saved for future use or if it is scheduled to be automatically run.
Previous week/month/year - similar as above.
Week/Month/Year to date: - this option returns data starting from the beginning of the current week, month or year and ends on the present date. This option is different from the ‘Current week/month/year’ option in that the ‘to date’ variation means that the data returns end on the day the report is run while the ‘current’ option returns data for the entire week/month or year. This difference is important if there exists data entered for future dates or on budget reports.
Custom week/month/year - this option permits the user to pick a custom week, month or year. This is similar to the 'Previous' options but with more flexibility to go back in the past. For example, if you select '-4Mths' and the current month is May, then the report will return data for the month of January. As with the Current/Previous date options described above, this option 'moves' with time. Continuing on this example, if the report is then run in June, the report's data will be for February.

From this option you may also pick a span of periods. For example, while keeping your Shift key pressed, you can click and drag your mouse over more than one selection to create a custom span. Example below; a custom span from 3 months to 8 months.

Currency filter

The Currency filter is only displayed when Currencies are enabled. Select the currency used to display costs in the report.

Project Status filter

This filter permits the user to determine which projects to report on by their status (Active, Estimate, Finished, etc.)

Billable: Available for certain reports, use this option to report on items that are billable, non-billable or both (All).

Time Entry Status: To report on approved time, unsubmitted time, etc.

Expense Approval Status: To report on approved, unsubmitted expenses, etc.

Expense Category: To report on specific expense categories.

Custom Field option: Displayed for some items in the database, the Custom field lists any custom field entries for the type of item selected (time entry custom fields, task custom fields). Example; when a custom field is created to track extra information for each employee entered into the database, the 'custom_field_name (Custom Employee)' list displays the name of each custom field followed by the data entered for each.

Only those custom fields that have data entered in them are displayed in this list. For example; if an Employee custom field called "IT Skillset" has 3 possible selections (C++, Oracle and SQL) and only 2 have ever been selected for all the employees, then only the 2 will appear as options that can be selected from the filter.

Timesheet Options - Show Overtime Entries Only checkbox: Available in certain time reports, check this option to only display time entries that have overtime rates applied.

Timesheet Options - Search on Description field: Available in certain time reports, it is used to only display time entries that have a description matching the text you enter in the Search field. Enter the exact text to search or use the '%' wildcard at the beginning and end of a word.

Note that if you use both of these options, only the results that match both options are returned (an AND operation).

Time Entered by Exception Only: To only display time entries that were entered during a Time Lockout period.

Timesheet Over/Under field: Available only on the Employee Time Summary report, this filter allows the report to display employees having more (or less) than the specified number of approved hours for the selected date range. It is very important to understand that the report's date range must be considered when entering the number of hours for this option. For example, if you set the Over Hours value to 40 and the report's date range is set to Today, then the report never returns any results.

Active Employees Only checkbox: Check this option to only report on active employees. An employee is active if the current date is less than the employee's End Date (set in the employee's profile).

Projects Over Budget filter: Available only for Budget and Actual type reports, use this filter to report on projects for which client costs are over budget, where company costs are over budget or report on the projects that have hours over budget.