Report Writer

Training Guide - Basic Reporting

This resource guide is the companion to the Basic Reporting and Advanced Reporting training courses. This will help you explore the basic functions and features of the Query Builder in order to feel more comfortable with the process of building a report in X3. You will learn how to navigate the edit screen to include the fields you need on the report.

Understanding the Query Process

Understanding the Query Process

Reporting is selecting and outputting a specific set of data to suit your interest. When you select data it is referred to as a query. A query is the question that is asked of all the available data. The query narrows down and specifies exactly what data you are targeting. After the data is selected by the choices you make in a query, it can be displayed. In the set up of the report, you control how you want the data to be displayed.

The Query Builder is designed to allow access to a virtual table of data. This table represents the category of data you are seeking. The table is a collection of fields (can be thought of as columns) and records (can be thought of as rows). Each record holds a complete set of related data. The record is constructed of many fields which each hold one piece of data making up a complete set.

An example of this concept is work orders. Work orders are a category of data that exists. When you select the Work Order Table, you access a virtual table of data related to work orders. Each record (row) in this table represents a work order and all the related data associated with a work order. Each field (column) on the record makes up the individual items of that set. Some of the fields that make up a work order record are work order number, type, scheduled date, completed date, and work description.

When you build a query you select which fields you wish to see from the selected table(s) for all the records that will be viewed. When you run the query, only those fields will be placed into a smaller version of the table of data; that smaller table will be displayed on your screen. The order in which you view the selected fields can be modified after the fields are selected. You order the records by selecting which field(s) in the table should organize the data.

Usually, when building a query, you are only interested in seeing a small portion of the records in a table. Filtering is the concept of allowing or disallowing certain records to be viewed. To filter, you specify what data must be contained in a field to allow the record into the query. The records that meet the filter conditions will be brought into the query (added to the smaller table). Next, those records will be arranged into the order you specified. The resulting table will display only the fields you selected. This table will appear on your screen in different ways depending on the file output you select.

Query Permissions

Query Permissions
Query Tool User Rights


Users can be allowed to run reports only or they can be granted additional permission within the Query Builder to manipulate other reports. The permissions are available in the User Administration account page for each individual user under Query Tool Master (see left).


Viewing the Report Writer Screen

Viewing the Report Writer Screen

The Report Writer screen can be sorted by Name, Comments, Owner, Type, Public status, and Read-Only. Click on the column title to switch the view to separate the reports by that column heading. When you click on the diamond, it will become an arrow pointing up to show the reports in descending order by that heading, click the arrow.

NOTE: When you sort by Owner you are dividing the screen into queries you have made and those made by others.


Report List


Click on a report to select it. Once a report is selected, you can use the buttons above the list to perform various actions.


  • The Run button runs the query and the arrow next to it will allow you to choose the format in which you’d like to run it (HTML, PDF, Excel, etc).
  • The New button lets you create a new report from scratch.
  • The Edit button is for editing the specifics of the report including the tables and fields used in the report. Double clicking on the report will also take you to edit mode.
  • The Copy button is used to make a copy of the selected report. When you click this, you will be asked to give the copy a name.
  • The Delete button is used for deleting the report.

Sorting the Report List


The list of reports can be sorted and grouped, using the column headings.


Report List Headings


To sort by a column, simply click on the heading. Click it again to alternate between ascending and descending order. You can also group reports together by a particular field by selecting the Group By This Field option in the dropdown menu for that column.

Report List Sorting

NOTE: While viewing a report, click the List tab will return you to the list of reports.



Creating a New Query

Creating a New Query


To add a new query, click the New button at the top of the list. This will bring up a window that lets you enter the name and type of your report. The name will simply be a way for you to identify this particular report and the type will help you categorize the various reports in the system.


New Report Window

Choosing a Data Table

In order to create a report, you must have at least one table from which the information for the report is being drawn. Use the Main Table dropdown to select the table that contains the information you want (ie: if you want the report to show information about work orders, select the Work Orders table).

NOTE: Be sure to choose the correct main table. The main table can not be changed once it is selected.

When you’re finished, click the Save button.

The report you’ve just made will be opened in edit mode and you’ll be taken to the Report tab. Here’s you’ll see, and be able to change, some basic information about your report:


Report Tab


You only need enter the information which you feel will give your report the look you want. The most important field is the Description. Without it, your users will have no idea what the report is. The other fields are optional and allow either ease of reading or use. This information can be modified at any time either from the main query page or from with the detail of the report itself.

When you are finished entering the information, click the Save button.


Advanced Options

Clicking the Advanced Options button will bring up a screen where you can change these fields and others, including:


Advanced Options Screen


FTP Setup

NOTE: To configure a report to generate using FTP, you’ll also need to populate the aforementioned fields: Auto generate, Auto-Generation Output, Frequency, Frequency Type, Generate at, Next Run Date, and Auto Generate Destination.

Fields

Adding Fields

The next step is to add fields to the report. First, click the Columns tab. The left side of this screen has the heading Tables and shows the table(s) that the report is using. The right side, which is marked Output Columns, will list the fields that are on the report.


Columns Tab


To select the fields you wish to add, click the folder icon next to the name of the table.

Add Fields Folder

A window will appear, showing all of the fields for that table.

Select Columns

Check the boxes of the fields you want to add to your report and click the Save button to add them. As fields are added, they will be shown in the right section of the screen, under the Output Columns heading. Add all of the fields that you wish to see on the report.


Columns Tab



Modifying Columns


The section under the Output Columns heading shows the fields in the correct order. You can modify the order in which they’ll display on the report by dragging and dropping the fields in this area. You can also edit the properties of a field by clicking the pencil icon, or remove a field by clicking the trashcan icon.

Output Columns

Click the trashcan icon on a row, to remove that field from this screen. It will not be displayed when you run the report. Clicking the pencil icon will bring up the Properties window, which you can use to modify the field. 


Properties


The Properties window allows you to fine-tune the behavior and look of the specific fields. To modify the properties go to the Columns tab and click the pencil icon for the field you wish to adjust.

Output Coulmns - Edit

When you do this, you will see a screen similar to the one below. The very top of the form tells you the name of the report you are working with and also the name of the field whose properties you are modifying.

Properties Window

The properties available to modify vary depending on the type of field (text, numeric, memo, logical, or date) chosen to modify.


Joins

Joining Tables



You can also add supplementary tables to the report if you need to pull information from fields not available in the main table. Click the + in the Join Info column to choose from a list of tables related to the main table.

Add Join

The lower dropdown box contains the different tables that have a relationship to the main table. Select the table to which you’d like to join the main table. The box just above it allows you to choose the join type.


Join Types


There are four types of joins available when adding tables to a report.


NOTE: It is always better to choose the correct main table and add additional tables than try to compensate for choosing the wrong table by adding tables and modifying the join.

Any join will show beneath the main table. Unlike the main table, joins can be added at any time and can also be removed from the report if you either chose the wrong table or no longer need its information. You can add multiple joined tables. Tables can be joined directly to the main table or joined to another table, which is joined to the main table. Click the + for the table to which you want to join another. In the example below, the PM table is joined to the COMPINFO table (Assets), which is joined to the WORK table (Work Orders), which is the main table. This is indicated by the blue arrows.

Joined Tables


Options with Joined Tables


Each table is displayed in a different color and the fields on the right side of this screen are displayed in the same color as their corresponding table. This makes it easier to see from which table a particular field was taken. You can add fields from these tables, by clicking on the folder next to the table, just like adding fields from the main table.


Joined Tables and Fields


You can change the join type by clicking on the pencil icon for that table, or remove the table by clicking the trashcan.

Calculated Fields

Calculated Fields


Calculated fields are fields you create based on a calculation of other fields in the system. In the picture below, you can see two calculated fields available in the Work Order table. REORDER is an addition of the ONHAND and the ONORDER while VALUE is a multiplication of the ONHAND and the COST. When selected on a parts report, these fields will allow you to see the result of the calculation produced.

Calculated Fields


Adding existing Calculated Fields

Creating a New Calculated Field

New Calculated Filed

Field Table: Table where the calculated field should reside.  This field must be entirely in capital letters with no spaces or special characters.

Field Name: System name for the calculated field. NOTE: This must be unique.  This field must be entirely in capital letters with no spaces, but may include underscores.  It may not exceed ten characters.

Field Description: Description for the field (this is what the user will see)

Field Expression: Exact entry of the mathematic expression to be done on the fields.

Only administrator users can create new calculated fields, however any user may add an existing calculated field to their report.

NOTE: Each field in the Calculated Fields form is vital. If you are unsure of how to create a field in eMaint X3 or how to enter a mathematic expression, contact eMaint before trying to use this feature.

Below is a list of functions commonly used in calculated fields:

Filters

Fine Tuning the Query


Once all of the fields have been added (with their names listed under Output Columns), it is time to design the specific attributes of the query by using sorts, filters, orders, and grouping. What follows is a discussion of the basic use of the different options available on the report edit page.


Filtering


To filter the records that appear in the report, first click the Filter tab. You will see a screen with all of the fields you’ve chosen for your report. Some of the areas on the screen include Column, Operator, Criteria, and Ask? Each row corresponds to a field. To add a filter, you must enter an operator and a value for criteria.


Filter Tab



Operator


Operators are selected by clicking on the drop-down list under to Operator. A brief explanation of the available operators is provided below. Anytime a “NOT” is contained in an operator, it reverses the way the selected operator is evaluated.

Equals:

The value entered must be an exact match to the value contained in the field. For example, if you enter the value “Employee,” the system would not find “Employees” as a match.

Greater than:

Tests for a value in the data field alphanumerically higher than the comparison value. In a test for alphabetic entries, such as WO Type, a higher value is one that comes after the entered value; a value that is later in the alphabet. When the data field's value is alphanumerically higher than the comparison value, the record is selected.

For example, selecting the field WO Type and the Value entry “PM” creates the expression “WO Type Greater than PM.” A record with a WO Type entry of “Safety” will be selected, but a record with a WO Type entry of “Corrective” or “PM” will not be selected.

Less than:

Tests for a value in the data field alphanumerically lower than the comparison value. In a test for alphabetic entries, such as WO Type, a lower value is one that comes before the entered value: a value that is earlier in the alphabet. When the data field’s value is alphanumerically lower than the comparison value, the record is selected.

For example, selecting the field WO Type and the Value entry “PM” creates the expression “WO Type Less Than PM.” A record with a WO Type entry of “Emergency” will be selected, but a record with a WO Type entry of “PM” or “Safety” will not be selected.

Less than or equal to:

Tests for a value in the data field alphanumerically equal to or lower than the comparison value.

For example, selecting the field WO Type and the Value entry “PM” creates the expression “WO Type Less Than Or Equal To PM.” A record with a WO Type entry of “Emergency” or “PM” will be selected, but a record with a WO Type entry of “Safety” will not be selected.

Greater than or equal to:

Tests for a value in the data field alphanumerically equal to or higher than the comparison value.

For example, selecting the field WO Type and the Value entry “PM” creates the expression “WO Type Greater Than or equal to PM.” A record with a WO Type entry of “Safety” or “PM” will be selected, but a record with a WO Type entry of “Corrective” will not be selected.

Like:

Like differs from Equals in the way it evaluates the data field. Like tests for a value in the data field that starts with the comparison value. If the characters of the comparison value match the starting characters in the data field, the record is selected.

For example, the filter WO Type like “P” will include records in which the WO Type entries all start with “P,” such as “PM” and “Project.”

Contain:

Tests for the existence of the comparison value anywhere within the data field. If the data field contains the comparison value, the record is selected.

For example, suppose you wanted to find out how many people have reported that the temperature was too hot in their office. The expression “WO Description Contains Hot” will include records in which the WO Description entries include “Hot” anywhere in the WO Description: “my office is too hot,” “temperature is too hot,” “it’s hot in here,” etc.

Value is in a range:

Tests for a value in the data field alphanumerically between the two comparison values. This is often used for date fields. For example if you wanted to see all of the work orders created in May of 2004, the range is 05/01/2004 through 05/31/2004.

Not:

Not included in any operator reverses the way the selected operator is evaluated. When the data field and the comparison value match, the record is not selected.

For example with a Not Like operator, selecting the field WO Type and the Value entry “PM” creates the filter “WO Type Not Like PM.” Each record with the WO Type entry of “PM” will not be selected. Records with WO Type entries of any other WO Type will be selected.


Criteria


When entering the criteria, you will either have a blank line in which to type the value or a lookup from which to select it. The choice will depend on how that field is configured in the system. There are two options for entering the criteria: entering a value or entering an expression. The first, entering a value, can be done from either the main Filter screen or from the Advanced Filtering screen, while entering an expression can only be done through the Advanced Filtering screen. To access Advanced Filtering, click the icon to the right side of the screen, for that row.

Advanced Filtering Button

Within that screen, the space for entering a value, which is marked Criteria, will have an fx symbol next to it. Clicking on that will take you to the Expression field, which will have a pencil symbol next to it. These two icons are for switching from one mode to the other. NOTE: If you are not familiar with SQL code, do not attempt to use the expression builder.
After entering the information for the filter, click the Save button.

The Function box allows for some additional configurations to be placed on the field. These functions include but are not limited to the following:

    Upper: Forces all characters to upper case
    Lower: Forces all characters to lower case
    Proper: First letter is upper case and the rest is lower case
    RTrim: Removes spaces from the right of the operand
    LTrim: Removes spaces from the left of the operand
    AllTrim: Trim all spaces from both sides of the operand
    Empty: Checks to see if the field is empty

This section is used more in advanced reporting. If you would like a detailed discussion on ways in which to use these Function options, please consider taking that course.


Ask at runtime


If you would like to change the value of the filter for this field each time this report is run, click the Ask? button. There is no need to enter Criteria when using this option, only an Operator. You will enter the criteria when you run the report.

Example:

If we only want to see records where the WO Type is “CORRECTIVE,” we would choose “equals” for the Operator and “CORRECTIVE” for the Criteria. Click the Save button to finalize the changes. This report will return all of the records (work orders) where the WO type field is “CORRECTIVE.”


Filter Example


Alternatively, we can choose to have the system ask us what we want to search for when we run the report. To do that, simply click the Ask? Button and it will turn red, indicating that the setting is on. You can leave the Criteria blank. Click the Save button.


Filter Example 2


When we run this report, because Ask? Is turned on, a window will appear, asking us in specify the value for which the report should search.


Adding Filter Fields

You can add fields to this screen, in order to create more filters. To add a field, click on the folder icon for the appropriate table. A field selection window will come up, showing the fields for that table, just like when you selected the fields in the Columns screen. Check the boxes for the fields you wish to add and click the Save button to add them. These fields that you add this way will not necessarily be displayed on the report, but they will now be available for creating filters.

Filter Tab - Add Fields


Removing Filter Fields

You can also remove fields that you don’t want on the filter screen, by clicking the trashcan icon to the right of the row for that field.

Delete Filter

Conditions

Conditions


Conditions determine the way in which filters interact with each other and the report as a whole. There are two conditions: And & Or. Conditions are set to And, by default. Click the word And to change it to Or and click it again to change it back.

The condition And means that both expressions must be true in order for the record to be placed in the report. The example below shows criteria stating that records must have “O” as the status AND have a WO Date greater than 05/02/2010.


Condition Example


The Or condition is mostly used within filter groups (see next section) to indicate how fields within the group should be treated. Or says that either expression can be true for a record to be added to the report. For instance, if you wanted to see all work orders for two departments out of the ten in your system, you would set up the group filter with the condition Or. This way if either department is on a record, that record will show on the report.


Filter Grouping


Filters can be programmed to act as one through grouping. Grouping is accomplished by using the left and right parenthesis in the field properties column and specifying the condition of the filter combination.
Add Filter Line

Parenthesis Columns


The last step in establishing a group is to indicate what condition should be used between the fields in the filter group and between the filter group and the other fields on the report.


NOTE: The condition within the filter group falls within the parenthesis, while the condition which connects the filter group to the report occurs just outside of the right parenthesis which ends the filter group.

Grouping Data

Grouping Data


Grouping data means to have one record of data represent others that belong in its group. If more than one record falls into a similar group of records, only one of those records will be used in the result table. That single record will represent the group of records it belongs to.

An example of the use of grouping would be creating a report about the cost of purchase orders in your system where you do not want to see each individual item on each PO. You would group the report by PO# so that you would only see one line for each PO.

To group items, first click the Sort&Group tab. That will take you to the Sort & Group screen.


Sort & Group Tab


Initially, both the Sort and the Group boxes will be empty, indicating that there is no sorting or grouping applied to the report. To add grouping, click on the folder icon, for the appropriate table, in the Group box. This will bring up the field selection window. Select the field by which you want to group the records and click the Save button. The field will be displayed in the Group box.


Grouping


NOTE: You can group fields within other groupings. The grouping will be based on the order in which the fields are listed. For example a report that groups all work orders by Building and the WO Type would show a listing of each Building with one record for each WO Type entered for that Building.

The the fields in the box can be rearranged by dragging and dropping. Click the trashcan icon will remove them from grouping.

Sorting Data

Sorting Data


The Sort fields are chosen the same way that the Group fields are chosen. Go to the Sort&Group tab and click on the appropriate folder in the Sort box. Choose the fields by which you want to sort and click Save. Once you have chosen and saved the sorting fields, they will appear in the Sort box, in order.


Sorting


You can change the order by dragging and dropping or remove them by clicking the trashcan icon.

The arrows indicate whether the field is being sorted in ascending order (up arrow) or descending order (down arrow). Initially all sorts are in ascending order. Click the arrow icon to reverse the order.

Running the Query

Running the Query

Run Button
Regardless of which tab you’re currently viewing, there will be a Run button in the upper right-hand corner. Clicking this will run the query.

Before you view the results of your report, you may select an alternate type of output from the dropdown on the Run button. Click the output you’d like to see and the report will run.
Output Options
Output Types:









Update Criteria

If your report has filters with Ask? turned on, you will see a screen that says “Update runtime criteria.”


Update Runtime Criteria


This is where you will specify the values for which you’d like the query to search. Enter your operator and criteria. Checking the View All box will cause this filter to be ignored. When you’re ready, click the Update button to continue. If there are more filters marked Ask? you will be presented with another screen for the next filter. Finally, you will see a screen that summarizes the filers. Click Proceed to query to continue.


Runtime Options


The report will run and it will appear in the output that you selected.

Graphs and Instruments

Reports can be configured to return results in a variety of different ways. Graphs and Instruments are often used to show the data in a more graphical format. This manual will take you through some examples and explain how to create reports that display them as various types of graphs and instruments.

Creating a Graph Report

Any report can be modified to display as a graph, but there are some changes that must be made. Let's take a look at an example. This is a report called "Open Work Orders by Type." We're going to configure this report to show us a pie chart of the different types of work orders. At the moment, the report is set up to return all of the open work orders. When we run it in an ordinary format, like HTML, we can see that it shows all of the open work orders and some information about them, including "WO Type." This image shows a portion of the output. By looking at this, we can see that a lot of the records have the value "PM" for that field, some have "CORRECTIVE," and just a few say "SAFETY."


HTML report


The first thing we need to do is group the data by the WO Type field, which means that all records that have the same value in that field will be combined into one line. To add grouping, first click on the Sort&Group tab. Click the folder icon next to the table name (WORK).


Sort&Group Screen


A window will appear, displaying all of the available fields for the work order table. They are arranged in alphabetical order and can be filtered, by using the text box at the top. Select the WO Type field and click the Save button.


Add Fields Screen


Now that the records are grouped by WO Type, when we run the report again, it will look like this:


HTML output with grouping


Obviously, this looks very different. There are only three rows here; one for each value of the WO Type field. These will become the three slices of the pie.

The next thing to do is to give the system a way to determine how large each slice should be. To do this, we'll need to apply a function to one of the fields. Functions include:

  • SUM() - Will add the values in that group together (if numeric)
  • AVG() - Will calculate an average of the grouped values (if numeric)
  • MIN() - Will return the lowest value in alpha-numeric order
  • MAX() - Will return the highest value in alpha-numeric order
  • COUNT() - Will return the number of records that are grouped in that row

We're going to want to put a COUNT() function on the WO No (work order number) field. This will tell us how many work orders have been combined into one row and therefore, how many are marked PM, how many are marked CORRECTIVE, and how many are marked SAFETY. First, go to the Columns tab, where you will see the fields that are displayed on the report. On the right side, you'll see that each field has two icons next to it; a pencil (Edit Filed Properties) and a trashcan (Remove Field). Click on the pencil for WO No to open the properties window. Here, you can select the "Display Function." Select COUNT() from the dropdown menu and click Save.


Output Columns


Let's run the query again to demonstrate this.


HTML Output with function


Here, you can see that the left column says "COUNT(WO No)," instead of "WO No," indicating that it's displaying the count. It shows that there are 59 PM's, 3 SAFETY's,  and 18 CORRECTIVE's.

Now that these adjustments have been made, we can set up the Graph Options. Click the arrow on the right side of the Run button and, from the resulting menu, hover over Graph and click Graph Options.


Graph Options


You will see the following screen:


Graph Properties


Here, you can adjust the various settings of the graph output.

  • Caption: This text will be displayed above the graph, when you run the query. By default, it will be populated with the name of the report, but can be changed.
  • Sub-Caption: You can enter more details here, which will be displayed just under the Caption.
  • Type: This is where you can select which kind of graph you want: Column, Pie, Doughnut, Area, Bar, and Line. Some are available in a 3D version. Let's pick Pie (3D) for this report.
  • Draw Type: You can change the speed at which the data will be rendered. You can choose from Low Speed and Broadband.
  • X Axis Field: This is where you choose the field by which we grouped the report: WO Type.
  • X Axis Name: This will be filled in with the description of the field you chose for the X Axis Field.
  • Y Axis Field: This is where you choose the field where we put the function. Choose WO No.
  • Y Axis Name: This will be filled in with the description of the field you chose for the Y Axis Field.
  • Image Width: Enter a numeric value between 400 and 1024 to set the width of the report.
  • Image Height: Enter a numeric value between 350 and 768 to set the height of the report.
  • Display Totals / %: If this is turned on, each slice of the pie will be labeled with the total percentage. Otherwise, the percentage will come up when you hover over the area with the mouse.

For this example, there are three important properties we need to set: Type, X Axis Field, and Y Axis Field. Choose WO Type for the X Axis Field, choose WO No for Y Axis Field, and choose Pie (3D) for the Type. When you're finished, click the Save button. Now, let's run the report as a graph. Click the arrow on the right side of the Run button and click Graph. Now, the report will run in the graph output.


Pie Chart


As you can see, it shows there are 3 pie slices. They are mostly PM's but there are some CORRECTIVE's, and a few SAFETY's. If you hover over one of these areas, some text will appear that tells you what percentage of the pie it represents. You'll see that you have a Print button for printing out the graph and a Publish button for putting the graph on the dashboard.


Creating an Instrument Report

Another output option is Instrument. Instruments are similar to graphs but are designed to measure one particular value against a range of numbers that you define. To demonstrate this, we'll adapt this query to work with the Instrument output. The first thing we need to do is remove the grouping we added earlier, because we can only show one value in this format. We won't have 3 pie slices, we'll have one value measured on a scale. Go to the Sort&Group tab and click the trashcan icon next to WO Type to remove the grouping.


Grouping


We still have a COUNT() function on the WO No, that will return the number of records, which is what we want. We don't need to make any changes to that. Now, we have to adjust the Instrument Options. Click the arrow on the right side of the Run button, hover over Instruments, and click Instrument Options.


Instrument Options


The Instrument Properties screen will come up. This will let you modify the way the instrument will display and what data is should use.


Instrument Properties


The properties you can adjust include:

  • Type: This is where you can choose which style of instrument you would like. There are 3 types:
  • Angular Gauge: A "gas gauge" style meter where a needle points to the value on a semicircle.
  • Vertical LED: A bar represents the value and extends to the proper point on a vertical scale.
  • Bulb: A sphere that increases in size based on the value.
  • Unit: The text here will appear after the numeric value. It's used to describe what unit of measurement you're using; "%" "Dollars," "units," "WO's," etc.
  • Value Field: This is the field that's being measured on the scale.
  • Color Ranges: This determines what number ranges the scale will include and the colors will represent those ranges. We'll discuss this further in a moment.
  • Image Width: Just like in the Graph Options screen, you can set the width of the window.
  • Image Height: You can also set the height of the window


At the moment, the color ranges are set to 0-32, 33-65, and 66-100. That means, if the value is between 0 and 32, it will be in green, if it's between 33 and 65, it will be yellow, etc.


Color Ranges


To alter these, double click on one of the colored rows. A window will come up that allows you to modify the color range:


Color Chooser


  • Name: You can set a label for the range.
  • Min: Specify the lower bound of the range.
  • Max: Specify the upper bound of the range.
  • Color: Use the tools below to adjust the color for that range.

Click the Done button when you are ready.

From the Instrument Options screen, you can click the "+" button to add another color range or select a range and click the "-" button to remove it.

Now, let's set up our instrument. On the Instrument Options screen, choose Angular Gauge as the type. Since this report is going to show us the number of open work orders, we can change the Unit field from "%," to "WO's." Next, we'll set the Value Field to "WO (N)," which is the WO No field that has the COUNT() function on it. This will tell the report to use that field for the instrument. Lastly, we'll increase the size of the instrument, just to make it look better. Change Image Width to 400 and Image Height to 250.


Instrument Properties


Now click Save. The query is ready to run. Click the small arrow on the right side of the Run button again and select Instrument.


Angular Gauge


As you can see, there are about 80 open work orders, which puts the needle in the Red zone (66-100). You can print this out or publish it to the dashboard, using the buttons in the upper left-hand corner.

You can add more filters to narrow down the data that will be used, or experiment with different types of graphs and instruments.



The Dashboard

The Dashboard


The dashboard is a way of keeping reports and widgets all in one place, where they can be viewed and organized. The dashboard can be separated into different tabs, on which reports and widgets can be placed.


Viewing the Dashboard

 To access the dashboard, click the Dashboard tab. You will see a screen like this:


Dashboard


The tab you're currently viewing is highlighted in blue. Click one of the others to go to that tab and see a different set of reports.


Tabs


Tabs are a great way to keep your reports organized, without having too many on the same screen.


Adding a Dashboard Tab

To create a new tab, click the Add Content option, located on the X3 Quickbar, on the left side of the screen.


Quickbar - Add Tab


A window will appear that looks like this:


Add Tab


There are two properties to set:


Once you enter the values for these fields, click the Save button, the tab will be created. It will have no content on it, except a Web Note, which is used for writing memos.


New Tab



Modifying Tabs

To change the name of a tab, click the Show Tab Properties option on the Quickbar (if the Quickbar is minimized, click the arrow to bring it back).


Quickbar - Show Tab Properties


A Pencil icon will appear on each tab, along with an X.


Tab Properties


The X will delete the tab. To change the name of the tab, click the Pencil icon. This screen will appear:

NOTE: If you delete a tab that is shared with all users (marked SYSTEM), it will be deleted for on everybody's dashboard.


Edit Tab


Simply type what you'd like to call the tab and click the Save button.


Adding Content

Now that we've created a tab, lets put some content on it. Click Add Content to add reports and widgets to the dashboard.


Quickbar - Add Content


A window will appear that will let you choose a report or widget to add to the dashboard


Add Content


The dropdown menu in the upper left-hand corner is used to select the category under which the item you want is organized. Once a category is selected, the space below it will fill in with the choices. The upper right corner will display the description of the selected item. Just below that, there's an area where you can choose the tab on which you'd like the report or widget to appear. You can also choose where on the tab you would like the report, by selecting a column. Columns are numbered from left to right; 1 will be the left-most column, 2 will be further right, and so on. When you have everything selected, just click the Save button. The report/widget will appear on the dashboard tab you selected.


Editing Content

Now that we have some reports on the dashboard, lets take a look at an example:


Report


This is a report that was made with the query builder and shows work order charges, sorted by their departments. You'll notice there are some icons in the upper right-hand corner:

Pen&Paper Icon: Clicking this will take you to this report in the report writer, so you can modify it.

NOTE: This is only available on reports, not the pre-made widgets

Pencil Icon: This will let you edit the properties of the report. A screen will come up with the following fields:


NOTE: Some widgets will have additional properties that can be configured

"Refresh" Icon: This will refresh the report so the data will be current. All content on the dashboard will update automatically every 2 hours but sometimes, it's helpful to refresh it manually.

NOTE: Refreshing the page through the browser is different from clicking the refresh icon and will not cause the reports and widgets to update.

X Icon: Clicking this will remove the report from the dashboard. Remember that you can add it again, if you'd like.

NOTE: If you remove all of the items from a dashboard tab, the tab will automatically be deleted.


Modifying Published Reports

Reports can be published and stored in the Add Content screen (we will cover this in more detail later on). You can re-categorize or delete the reports that you've added to it, by click on the Manage Custom Content link, on the quickbar.


Quickbar - Manage Custom Content


This will bring up a window that shows you all of the reports that have been added. Click on one and its category will be displayed to the right, just above the description. To change the category of the report, first select your report, then use the dropdown menu to choose the category you want it to have. Then, click the Apply button to save the change. You can also remove the selected report from here with the Delete button. When you are finished, just click Close.

NOTE: Removing a report from this screen does not entirely delete it. It can still be accessed via the Reports tab.


Publishing a Report

When you run a report from the Reports tab, you will have the option to place the report on the dashboard. Let's take a look at an example:


Publish Button


At the top of the report, you'll see a link that says "Publish." Clicking that will bring up the Publishing Options window.


Publishing Options


Here, you have two options for publishing. Checking the box that says "Publish to 'Add Content' window on the Dashboard" will add this report to the Add Content area that we discussed earlier, so you can easily add it to dashboard tabs, in the future. It will be categorized under the section that you have selected in the dropdown menu, just below it.

To place the report directly on the dashboard, check the box that says "Publish to dashboard" and select the tab where you want the report and a number for the column. When you're ready, just click the Save button and the report will be published.

NOTE: Make sure your report doesn't have any filters with the Ask? option turned on. Filters that are set up to ask for information at runtime will not work when the report is on the dashbaord.


Standard Widgets

Aside from the reports that you've published, there are a number of standard widgets that can be added, using the Add Content option. After a widget is added, you can configure it by clicking the pencil icon. Let's go over a few of these.

Embedded HTML:
This allows you to show a web page, using an Embed link. You can link to a Youtube video, for example. To do so, just go on YouTube's website and locate the Embed Link for the video you'd like to have showing on your X3 page. Copy the link and paste it in the widget's properties, under "HTML to Embed" property.

Google Search:
With this widget you can run google searches without having to leave X3.

My Open Work Orders:
This will show the work orders that are currently opened and assigned to the user who is logged in. In order for this widget to work, you must have a contact record with a X3 Username field is filled in with your user name. To configure the widget, click the pencil icon.


Edit Widget Properties


This screen will appear. In addition to the standard properties, there are a few that are specific to this widget.



Configure


The left column contains the fields that are available and the right column contains the fields that are on the widget. Simply click and drag a field from the left, to the right to add it, or vice versa to remove it. When you are finished, just click SAVE.

RSS Feed:
This widget will display an RSS feed from whatever website you choose. just copy the RSS link from that site and RSS Feed URL field in the properties of the widget. You can enter multiple feeds by separating them with a comma.

Sign On/Sign Off Wizard:
This widget is used to automatically track time for labor charges. First, you must click the pencil icon to configure it. Choose a contact for the Associated Contact field and set some of the other options the way you'd like them. Once it's configured, just select the work order on which you want to track your time, and click the Sign-On button. The widget will begin recording your time. When you are finished, click Sign-Off. The timer will stop and a labor charge will be created for that work order.

Web Note:
This is a very simple widget that provides you with a text area where you can write memos.

Custom instrument:
Custom instrument allows you to use multiple reports or only one report for your instrument. This brings more flexibility to the tool. You can also create them directly from the dashboard. Once the widget is added to the dashboard, it can be configured. Click on the Pen&Paper icon to open the configuration window.


Custom Instrument Options


Just like creating an instrument report in the report writer, you can choose Angular Gauge, Vertical LED, or Bulb as the instrument type. Also like the report writer, you can enter a suffix for the units and define the color ranges. For more information on this screen, see the Graphs and Instruments page of this manual.

This screen differs from the one in the report writer in the fact that you can select an existing report (or 2 reports) to which you want to link the instrument. Simply begin typing the name of the report in the First Query or Second Query field, and the options matching what you've typed will appear. Click on the report you want. If the report is configured to return a numeric value, it will be used as the source for the instrument. If you select 2 reports, the sum of the values they return will be displayed on the instrument.

Inventory Value:
This will show you the combined value of all the parts you have in your inventory, on a vertical LED graph.

Graph Widgets:
Under the category of "Graphs," there are several graph widgets: