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Edit a Report in Admin > Reports

Summary

 This article explains how to edit an existing report within the My Reports section or Company Reports section of the Reports module in Plumm. You can modify reports that were created either from scratch or based on templates. This includes updating report fields, filters, description, and settings.

In this article

  •  Before you begin
  • Step 1:  Edit a report
  • Step 2: Modify the report fields (Template or Scratch)
  • Step 3: Apply filters and settings
  • Step 4: Save the edited report
  • Frequently Asked Questions (FAQ)

Before you begin

  • You must have administrative access to the Reports section to edit reports.
  • Existing reports: You need to have reports already saved either from templates or created from scratch in My Reports.
  • Editing Templates: If you are editing a report based on a template, you can modify its fields and filters.
  • Creating from Scratch: If you are editing a report that was created from scratch, you can add new fields, set filters, and customize the data to be included in the report.

Step 1: Edit a Report

  1. Navigate to Admin > Reports and ensure the My Reports tab is selected.
  2. From the list of My Reports, locate the report you wish to edit.
  3. Click the three dots (ellipsis) next to the report name.
  4. Select Edit from the dropdown options. This will open the Edit Report interface.

Step 2: Modify the Report Fields (Template or Scratch)

  1. Editing a Report Based on Template
    • In the Edit Report form, the Templates Section will be displayed. You can choose from available templates. Common templates include:
      • Audit: User Data Audit (for user data changes and audits).
      • Review: Review Average Result.
      • DE&I (Diversity, Equity, and Inclusion): EEO.
      • Documents: Template related to document management.
      • User Data: Template that audits or reviews user-specific data.
      • People: Template for employee and people management data.
      • Profile: Reports specifically focused on employee profiles.
    • You can select the template you need and proceed by clicking Next. For example, User Data Audit or Review Average Result.
  2. Editing a Report Created from Scratch
    • If the report was created from scratch, you can select custom fields to be included in the report. These fields may include:
      • Work Email
      • First Name
      • Last Name
      • Gender
      • Date of Birth
      • Contact Number
      • Middle Name
      • Preferred Name
      • Personal Email
      • Nationality
  3. You can add, remove, or rearrange the fields according to your reporting needs. After selecting your fields, click Next.

Step 3: Apply Filters and Settings

  1. Filters
    • After selecting the fields, you can apply various filters to the data to narrow down the results:
      • Active: Shows data only for active employees or users.
      • Leavers: Filters data for employees who have left the company.
      • All: Includes both active and former employees.
      • Year Filter: You can also filter reports by a specific year (e.g., 2023, 2024, or 2025) to focus on a particular time frame.
  2. Example: For a User Data Audit report, you might want to see only Leavers in 2023.
  3. Additional Settings
    • You can apply more filters like status or include/exclude specific data types.
    • Adjust pagination options to display data as per your preference (e.g., display 10, 50, 100 records per page).
  4. Once the filters and settings are applied, review the preview to ensure everything looks correct.

Step 4: Save the Edited Report

  1. After reviewing the report in the Overview tab, click Next to move to the Save tab.
  2. Provide Details for Saving:
    • Name: Give a unique name to your report (e.g., "User Data Audit (Leavers-2023)").
    • Description: Provide an optional description for the report (e.g., "Review of user data for employees who left in 2023").
  3. Generate Description: You can use the Generate button to auto-populate the description, or you can manually write one.
  4. After entering the details, click Save to store the updated report.

Frequently Asked Questions (FAQ)

1. Can I change the template of an existing report?

 Yes, you can modify the template of an existing report by selecting a new template from the available options. However, if you are editing a custom report, you can modify it according to your needs without using a template.
 

2 .  Can I add or remove fields after selecting a template?

 Yes, you can modify the fields of a template by adding or removing specific fields like First Name, Gender, or any other relevant fields.

3.  Can I filter by year or specific status (Active/Leavers)?

 What is the 'Generate' button used for in the description field?
 
 

4.  What is the 'Generate' button used for in the description field?

The Generate button helps you auto-generate a description for the report based on the template or selected fields. You can edit it manually afterward if needed.
 
 
 5. Can I filter the data to show specific records (e.g., 10, 50, 100)?
 
Yes, in the Overview tab, you can adjust the pagination settings to display the number of records per page, such as 10, 50, or 100.
 
 

6. Can I save the edited report with a new name?

 Yes, you can give the edited report a new name and description when saving it. This will help you keep both versions (old and new) for future reference.
 
 

7. Can I edit the report later?

 Yes, you can give the edited report a new name and description when saving it. This will help you keep both versions (old and new) for future reference.
 
 

8. What happens if I don't save the report?

 If you don't save the report, any changes you made to the report will be discarded.
 
 
This updated guide covers both creating from scratch and using templates when editing a report, including detailed information on modifying fields, applying filters, and saving the report with the appropriate name and description.