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Basic Report Options

In the first screen of report creation, the options you select control the results that appear in your report and the format of the report.

Report Type

Report Type determines the “reporting objects” for the new report. For example, Document means that your report will only look at documents, whereas Product with Campaign means that your report looks at Product and Campaign records. Learn more about report types.

Document Type

By selecting a document type in the Create Report page, you:

• Limit the documents in the report to only those with the specified document type, subtype, or classification. You can also accomplish this by creating filters in the report builder.
• Limits the document fields available for selection as columns, filters, etc. Without a document type selected, all document fields are available. With a document type selected, only fields defined for the selected type and its subtypes or classifications are available.

Including Previous Document Versions

By default, reports only include the latest version of a document, with one row for each document. Selecting the Include previous document versions checkbox includes all previous versions of a document.

Report Format

Report format determines if a report is tabular or matrix:

• Tabular reports show individual records in report rows and can include many columns, for example, a listing of sites by study, with site details like Status and Location.
• Matrix reports group by values for the selected fields in both columns and rows and perform a summary calculation in the cells, for example, an average MLR review time by Coordinator and Subtype.

Special Columns

Most columns simply use document or object fields, but some columns are metrics specific to reports. These are only available in tabular reports.

Record Count Columns

Tabular reports offer “count” columns for each reporting object, for example, Document Count. You can display a count value as a Number or a Percent of Total. For example, in a report that groups documents by product, you could show the percentage of documents for each product, of the total documents in the report.

Distinct Record Counts

By default, SiteVault displays duplicate records and includes the duplicates in total counts. Duplicate records appear in reports with multiple objects and views where several objects or records use the same identifier. If you group rows in a tabular report, you can choose to view distinct record counts. In the report editor, select the Function drop-down in the ID column and select Distinct Count. You can view distinct counts as numbers or percentages. You can also sort by distinct count.

Action Columns

In some reports, you can add the Action column. This allows report viewers to access various actions from inside the report.

Actions that the report viewer does not have permission to access don’t appear in the Actions menu, but the Actions menu always appears unless the workflow is complete for Workflow reports or task is complete for Read & Understood reports.

Workflow Actions

In workflow reports, the Actions menu shows the same options as Active Workflows page or Active Workflow panel, for example, Add Participants for workflows or Reassign for tasks.

The configuration of the report determines which actions are visible: if the row in the report does not contain task-level information, the Actions menu only shows workflow options.

Formula Fields

Formula fields allow you to define formulas in your reports. Similar to creating an object formula field, you can select from a full list of objects in the report.

Note that formula fields are currently available only on tabular reports. Conditional fields, and matrix reports are not currently supported.

You can add formula fields as columns in your report, and use formulas for grouping, sorting, and filtering.

1. Under Formula Fields, select Create Formula Field.
2. Select an Object.
3. Enter a Label.
4. Select a Return Type.
5. Enter a Maximum Length.
6. Enter a Formula Expression.
7. Click Check Syntax. SiteVault will let you know if your expression is valid.
8. Click Save.

To edit or delete a formula field, click the formula label.

Conditional Fields

Conditional fields let you set up labels based on other field values. For example, the Status Group conditional field could look at Document Status for documents with different lifecycles and groups those statuses together: Complete label for Approved, Approved for Use, Approved for Distribution and In Progress for Pending Review, In Review, In Approval, etc. You can then use the conditional field for grouping or as a column in a tabular report. You cannot use conditional fields as filters on the report.

1. Under Conditional Fields, select Create Conditional Field.
2. Enter a label for the conditional field.
3. Click Create Category.
4. Select a field, operator, and value. Note that equals must match on one field only, whereas In allows you to select multiple fields.
5. Select a color for the label with the color palette. This colors columns, bars, and pie wedges in the dashboard.
6. Optional: If needed, define multiple conditions by clicking Add condition. You can have up to five conditions in each category.
7. Optional: If needed, define multiple categories by clicking Create Category.
8. Fill in the Default Category. If none of the other conditions are satisfied, default category label and color will be used.
9. Click Save.

Reports evaluate categories in order. If a record meets conditions in the first category, SiteVault applies the first category’s label. If a record doesn't meet the conditions, SiteVault evaluates the next category. The default category applies to records that don't meet any of the conditions.

Enabling Filter & Column Aliases

Selecting the Enable filter and column aliases checkbox allows you to set aliases that appear for columns (tabular only) and filters in the report viewer and in the exported report. This option also allows you to remove the Name column for each reporting object. Aliases are particularly useful for reports sent to regulatory agencies that expect specific naming conventions for columns and filters.

Combining Report Prompts

Setting the Combine report prompts checkbox under Advanced Options allows SiteVault to combine report prompts with the same object, label, operator, and data type into one prompt, simplifying repetitive filters in complex tabular reports. Combining report prompts does not affect the report filters or exported report cover page.

Run Reports in Background

When creating or editing a report, you can choose to run the report in the background. SiteVault notifies you when the report results are ready to view, allowing you to continue your work while the report executes. You can select the link in the notification to access the results.

You can run a report in the background from the Reports page or from the report editing page. On the Reports page, select the Actions menu next to the report name and select Run in background. On the report editing page, select Run and select Run in background.

Limitations

The following limitations apply to reports run in the background:

• You can run up to five reports in the background at one time.
• Reports will timeout after two hours.
• Results are cached for 35 days. Cached results are user-specific.