Overview

Contact support@responsive.io to access this feature or request enablement.

In addition to Standard Reports and Dashboards, you can also generate Custom Reports and Dashboards. Aggregate data into charts and graphs to provide more detailed and actionable insights specific to the unique metrics and business objectives your organization uses to define success.

You can build, customize, and save custom reports and dashboards using 100+ Project, Content, Client, User, or Intake data points and export and share reports and dashboards to both internal users and guests.

Creating Custom Reports

1. Click Reports from the App Launcher menu, then click the Custom Reports tile.
   

2. Click New Report at the top of the page. If you haven't created a report before, you can also click the button in the middle of the page.
   

3. Complete the report details:
   

   • Enter the name of your custom report and provide a description.

   • Select a visibility:

     • If it should be visible to all users and shared users select Public.

     • If it should be visible only to you and shared users select Private.

   • Choose the type of the report: Intake, Projects (the default), Answer Library, Document Library or Users.

4. Click Start Building. The left panel shows the default values for the report, listing the module you chose above the default fields. As you build your custom report, you will see a sample of the report you are building on the right pane.

5. Do the following as necessary:
   

   • Click the Trash icon to remove any of the fields

   • Drag and drop fields to reorder them.

   • Use the Expand/Collapse icon to show or hide the left pane.
     
     
     

   • To add data fields:

     • To add fields from the specified module, click Add Data field.
       

       • Scroll down to see all the fields or enter the name of the field in the Search box. When you find a field you want, click it.

       • As you add the fields, you can drag and drop them in the left pane to reorder them.

       • The icons represent the different types of fields:

         • - number, count or duration (in hh:mm:ss format)

         • - date

         • - text box, text area, single person fields, increment automatically

         • - drop-down, checkbox, or fields that accept multiple people

     • To add fields from a different module, click the drop-down menu under the Module heading, then click Add Data Field. Search for a field to add as described above.

       • If you select the Users module, you will be prompted to choose a field to join the User fields by.

       • The module you selected originally is the primary table, and the Users table is the secondary table. The field you specify as the Join By field is used to pull information from the secondary table into the report.
         

   • To add calculated fields, click Add Calc Field. You will be prompted to enter a name for the field, and then choose the fields and operation for the calculation. Click Add. If you want to change it, click the Edit icon.
     

• Click to turn on and off the row, detail rows, subtotals (where applicable) and grand total (where applicable).
  

• When you are finished making changes, click Save at the top of the page.
  

Cloning Reports

1. Click the three-dot Menu and select Make a Copy to save the report with a new name. A copy of the report is generated and saved under Reports.
   

2. Edit the report by adding more columns, removing existing columns, rearranging columns and/or changing the name.

3. Click Save. The saved report displays on the Custom Reports page.
   

Filtering Reports

You can filter reports to separate out and view only the records you are interested in.

1. From the Custom Reports page, click on the report you want to filter. The report displays.

2. Click , then click the Filter tab on the top corner of the page to display the filters.
   

3. Click Add Filter to add a new filter. Search for the field you want to filter on and click it. Select the operator and associated fields from the drop-down options.
   Note: The Project Created Date field is selected by default.
   

4. Click Apply Filter.

Exporting Reports

Custom reports can be exported to Excel.

1. From the Custom Reports page, click the report that you want to export.

2. Click the three-dot Menu on the top corner of the page and select Export.
   

Sharing Reports

Custom reports can be shared with users and guests.
Note: The Share with Users tab is selected by default.

Sharing with Users

1. From the Custom Reports page, click the report you want to share.

2. Click the three-dot Menu on the top corner of the page and select Sharing & Visibility.
   

3. Enter the user name(s) or email address(s).
   Note: You can assign multiple users as report owners.
   

4. Select Public or Private from the Report Type radio buttons:

   • Private: Only users with whom the report has been shared are able to view, edit, or share the report.

   • Public: Any user can view the report. Permission to edit and share can be given to users.

5. The users with whom the report have been shared will be listed as shown below:

6. Enter a message to the user, then click Done to share the report with the selected users.

Sharing with Guests

1. From the Custom Reports page, click the report you want to share.

2. Click the Three-dot Menu on the top corner of the page and select Sharing & Visibility.
   

3. Click the Share with Guests tab and enter the guests email address.

4. By default, guest users have the View permission. Select Export to allow guests to export the report to Excel.
   

5. Select the Expiry Date from the drop-down.

6. Click Add to add more guests, if necessary and set information such as a different expiry date or permission for different guests.
   

7. Select the username from the Run Report As section to display the record to guest users in any users view.

8. Click Delete to delete any unwanted guests if necessary.

9. Enter a message to the guest, then click Save to send an email with the report link to the guest.
   Note: If export is enabled for the guest, they can click the three-dot Menu on the top right corner and select Export to download the report to Excel.

Grouping Data by Column

You can group columns together and generate chart comprised of that data.

1. From the custom report, click the Expand icon associated with the column to be grouped and select Group by This Column. You can also click the Group By button on the left pane. The report is grouped as shown below.
   Note: To remove a grouping, click the column name and select Remove Group.
   

2. To group information by date:

   1. Select the column and choose ascending or descending order.
      

   2. Select a date range (day, week, month, quarter, or year).
      
      Once grouped, the information displays as shown below.
      

Creating Calculated Columns

You can create new columns comprised of the difference of two other date columns using the Formula function in the Column layout.

1. Click Add Calc Field on the left-hand side of the screen.
   

2. Enter a name for the new column, select the column names from the drop-down options, then click Create.
   

3. Click Apply at the bottom of the left pane to update the table on the right.
   

   • You can filter the report by the new column once the report is saved.
     

   • You can edit the column by clicking the Edit icon associated with it.
     

Scheduling Custom Reports

You can schedule custom reports to generate daily, weekly, or monthly.

1. Click the three-dot Menu associated with the item you want to schedule (either on the main Reports page or on the report detail) and select Schedule.
   

2. Select the Schedule Active toggle.

3. Select the frequency.

4. Enter the time, day and effective from details.
   Note: The Effective From date cannot be in the past.

5. Enter the recipient's name and/or guest user’s email.

6. Click Save. A success message appears when the report/dashboard is successfully scheduled.

   • The Calendar icon appears for reports that are scheduled. Click it to edit the schedule.
     

   • Click the Manage Schedules icon at the top of the page to see the scheduled reports.
     

   • Click the appropriate icon to see the schedule activity, edit the schedule, or delete the schedule (this will not delete the report).
     

Creating Custom Dashboards

After generating a custom report, you can graphically represent the information in report dashboards. To create a custom report dashboard:

1. Click Reports from the App Launcher menu, then click the Custom Dashboards tile.
   

2. Click New Dashboard at the top of the page. If you have not created any dashboards before, you can also click New Dashboard in the middle of the page.
   

3. Enter name and description for the dashboard on the New Dashboard pop-up, specify if it is public or private, then click Continue.
   

4. Click to add a widget to your Dashboard.
   

5. The available reports are listed on the left pane. Click the report you want to include in the dashboard. The report is loaded on the page as shown below.
   
   Note: You can also create a dashboard for custom reports that are shared with you. Click Custom, select Shared to me, then select the required report.
   

6. The data is displayed in a table by default.

   • You can change it by selecting an option on the right side of the page under Display As. The types of charts and graphs available depends on the data in the report.

   • You can enter a name for the widget in the Chart Name field. then click Add to create the dashboard. The Dashboard page displays.
     

7. Click Add Widget to return to the previous page.

8. Do the following as necessary:

   • Add the same report and change the Display As option, or you can select a different report to add to the dashboard.

   • If you select a Column Bar chart, you can change what appears on the X axis, specify an option to group the data by, and the Y axis.

   • If you select a Funnel Chart for the same report, you have the option to change what it is sliced by and the value. You can customize the widget depending on the type and the data in the original report.

9. When you are finished, click Add.
   

10. On the Dashboard, hover over the chart titles to edit the information:

    • Click the handle and drag it to reorder the widgets on the dashboard.

    • Click the resize icon to change the dimensions of the widget.

    • Click the associated Edit icon to edit the report name and the report.

    • Click the Trash icon to delete the widget.
      

11. Click Save to save the dashboard.

Exporting Custom Dashboards

Custom Dashboards can be exported to PDF.
Note: Only charts and graphs can be exported to PDF; reports in table format can't.

1. Click and open the dashboard you want to export.

2. Click the three-dot Menu in the top right corner and select Export.
   

Sharing Custom Dashboards

Custom dashboards can be shared with internal users and guest users.

1. Click and open the dashboard to be exported.

2. Click the three-dot Menu in the top right corner and select Sharing and Visibility.
   

3. The Share with Users tab is displayed by default. Enter the name of the users and specify if they should have View or Edit permission for the dashboard.

4. Include a message (optional), then click Save.
   

5. (Optional) Click the Share with Guests tab to send the dashboard to people outside your organization. Enter the email addresses with their visibility. Specify an expiry date, after which the guest can no longer access it. Specify who should be tracked as the person who ran the dashboard reports. When you are finished, click Save.
   

Scheduling Custom Dashboards

You can schedule custom dashboards to generated daily, weekly, or monthly. You can schedule them from the main dashboards page that lists all the dashboards, and from the individual dashboard itself. Click the three-dot Menu for the dashboard, and then click Schedule.

1. Verify the Schedule Active toggle is enabled.
   

2. Select the frequency.

3. Enter the time, day and effective from details.
   Note: The Effective From date cannot be in the past.

4. Enter the recipient's name and/or guest user’s email and the user who will be credited with running the report.

5. Click Save. A success message appears when the report/dashboard is successfully scheduled.

   • Click the Manage Schedules icon on the top right of the page to view your scheduled reports.
     
     
     

   • Click the History icon to view the 12 most recent items.

   • Click the Edit icon to edit the report schedule.

   • Click the Trash icon to delete the schedule.

Custom Report Fields Glossary

The Custom Report field descriptions are: