HR

Step-by-step guide

This guide details the use of filters in a report. For the purpose of this example the report will be created on Absence however this can be amended to suit the needs of your report. 

Contents

• Including a filter in a report
• Retaining the filter options on the report
• Saved filters: Date fields
• Fixed dates
• Offset dates 

Including a filter in a report

• Go to Reporting/Reports > Report Admin > Report Designer and select Insert New Record

Follow these steps along each page of the wizard:

• Step 1 - Design a new report
• Step 2 - Select Absence Details as the Master table on the left-hand side of your screen and insert the fields listed in the table below 

• Step 3 - You do not need to select any data rules
• Step 4 - Do not include an additional table
• Step 5 - Select use a standard set > select current staff
• Step 6 - Select Use a filter form and select Absence Costs from the dropdown. This will allow the filter details to be entered when the report is exported

• Step 7 - Finish the report by including a title, description, footer text and selecting a report group

  

• Click Save - the report template will save in report designer and the filter details for the report can now be entered

The downloaded Excel document will have 3 worksheets included so edits can be made in Excel

Check the report in when complete. Now, any time this report is run, new filter details can be selected as required. 

Retaining the filter options on the report

If the report should always be run with the same filter options applied automatically, then use a saved filter which will only include the details determined when creating the report, and save you having to select them when the report is run.

• Step 6 - Select Use a filter form and select ‘Absence costs’ from the dropdown. Select Use a saved filter where you can select from a list of existing saved filters
• To create a new filter, click Create a new saved filter and enter the required filter details that are to be saved to this report

• Then select the Save New Filter tab, enter the name of the filter and click Save. The saved filter will now appear on the pick list for saved filters

Saved filters: Date fields

If the filter form in use contains date fields, there are two choices when setting up a saved filter. Either decide on a fixed date period (e.g. 01/01/2025 – 01/06/2025) or decide to include a rolling period (eg the last 3 months from the point you run the report). 

Fixed dates

To include fixed dates, simply enter the date(s) in the date field. The report will always export data for this date period.

Offset dates

To include offset dates that look at rolling predefined period select the offset option next to the date fields.

To look at a 3 month history, select the ‘from date’ offset button and add ‘-3’ to the Month field. Then select the ‘to date’ offset button and add ‘0’ to the day field.

Selecting the calendar icon will calculate the given date for your first report. You can then select the green tick.

You can apply a combination of offset and fixed if needed.  The example below shows looking back 3 months but a fixed date of 1st of the month.  So the calculation would always look back to the 1st of the month, 3 months ago.  

If using a fixed day at the end of the month (eg 31) the system will amend it accordingly for shorter months (28 February, 30 April etc).

Tip:  The Create a new saved filter is a good way to preview what will be applied when the report is run so you can see what each filter type includes, even if you don't plan to save it. Once you've had a look at the filters if you don't wish to save, and want the filter form to pop up each time the report is run, simply abandon the save and turn off the Use a saved filter toggle. Just keep the Use a filter form enabled and select the appropriate filter that you previewed.