Getting Started with Ad-Hoc Reports

Ad-Hoc Reporting is a tool in TribeHR that you can use to create customized reports. This is useful for capturing information that is not already captured in standard reports

A. Types of Ad Hoc Record to choose from

  • The record that you select will determine the content of the ad-hoc report. The following are the types of records and the reports that can be pulled out from it. 

 Application

  • This is the record that you will use when you want to have insights into applicants and job posting activities. 
  • When creating Application reports the following fields are the most useful: 
    • Application > First Name - applicant's first name
    • Application > Last Name - applicant's last name
    • Application > Email - applicant's email
    • Application > Phone - applicant's phone number
    • Application > Address - applicant's address
    • Application > Status
      •  -1 - archived
      •   0 - in Review
      • 10 - deleted
    • Job Posting > Title - the title entered on the job post
    • Job Posting > Location City  - the location where the job is open for 

AssignmentRecord/CurrentAssignmentRecord

  • This record provides detailed assignment record changes and modifications such as title change, Salary Change, Department change and Location change.
  • The difference between the AssignmentRecord and CurrentAssignmentRecord records, is the AssignmentRecord shows all records that have been saved to an employee's file, (which is useful when tracking historical changes) and the CurrentAssignmentRecord shows only the most recent Assignment Record.
  • When creating Assignment Record reports the following fields are the most useful:
    • Assignment Record > Effective Date - this is the date that the changes took effect
    • Assignment Record > Pay Type - this shows how the employee is paid
      • 1- Annual Salary 
      • 2- Hourly
      • 3- Monthly
    • Assignment Record > Date Hired -this is the date that the employee was hired
    • Assignment Record > Full Time - this indicates if the employee is a part time or full time employee.
      • 1 - Full Time
      • 0 - Part Time
    • User > Username - this is the username of the employee
    • User > Access - this is to determine if the employee is a current employee or a terminated employee.
    • Job > Title - this displays the employee's job position
    • Department > Name - this displays the name of the department
    • Location > Name - this displays the name of the location

CurrentEmployeeRecord / EmployeeRecord

  • This record provides a detailed employee record changes and modifications (address changes, emergency contact information changes).
  • The difference between the EmployeeRecord and CurrentEmployeeRecord records, is the EmployeeRecord shows all records that have been saved to an employee's file, (which is useful when tracking historical changes) and the CurrentEmployeeRecord shows only the most recent Employee Record.
  • When creating Employee Record Reports the following fields are the most useful:
    • Current Employee Record / Employee Record > First Name - employee's first name. 
    • Current Employee Record / Employee Record > Last Name - employee's last name. 
    • Current Employee Record / Employee Record > City - this displays employee's city
    • Current Employee Record / Employee Record > State - this displays employee's state 
    • Current Employee Record / Employee Record > Country - employee's country 
    • Currently Employee Record / Employee Record > Created - this displays when the record was created
    • Currently Employee Record / Employee Record > Birthdate - this displays the birthdate of the employee
    • Gender > Label - this displays the employee's gender
    • User > Syncable - this shows if the user is syncable to netsuite
      • 1 - this means that the user is syncable

CustomFieldRecord

  • This record gives you a lists information that’s contained in the custom employee profile fields.
  • When creating Custom Field Record reports the following fields are the most useful:
    • Custom Field Record > Name - this shows the custom field record name you have created
    • Custom Field Record > Content - this displays the content of the custom field
    • Custom Field > Type - this displays the field type you have selected wither text or text area
    • User > Username - this displays the employee name to which the custom field is associated with
  • You can check out this sample Custom Record Report to find out more details on how to create a report with this record.  

Event

  • This record provides information about company Events.
  • When creating Assignment Record reports the following fields are the most useful:
    • Event > Name - the name of the event that was created
    • Event > Start date - this is the date that the event will start
    • Event > End date -this is the date that the event will end
    • Event > Notes - this is the description entered when the event was created
    • Event > Official Holiday - this indicates that the event created is considered as an official holiday
  • You can check out this Event Report to find out more details on how to create a report with this record.  

Goal / GoalParticipant

  • This record provides information about Goals set in the organization and the participants of each goals
  • The difference between the two records is that Goal Participant has a Goal Participant ID that can be selected, so you can see which users have participated in a specific goal. 
  • When creating Assignment Record reports the following fields are the most useful:
    • Goal Participant > Id - the unique Id for each goal participant
    • Goal >  Id - the unique Id for each goal. Employees in one goal will have the same Goal Id
    • Goal > Subject - the text entered on the Goal's Title field.
    • Goal > Body - the text entered on the Goal's Description field.
    • Goal > Date Completed - when marked completed (100%), this shows the date (yyyy - mm - dd) and time (hh:mm) when the goal was completed.
    • Goal > Date Due - the date on the Goal's Due date.
    • Goal > Progress - the current Goal's progress in numbers.
  • You can check out this Goal Participant Report to find out more details on how to create a report with this record.  

Incident Report

  • This record generates information about incident reports. 
  • When creating an ad-hoc report related to Leave Request, the usual content used are the following:
    • Incident Report > Name - this refers to the employee's name 
    • Incident Report > Gender - this refers to the employee's gender
    • Incident Report > Incident Date - this refers to the date the incident occurred
    • Incident Report > Incident Description- this describes the incident that happened
    • Incident Report > Injury Description - this describes the injury that happened
    • Incident Report > Case Classification - this refers to the classification of case selected
    • Incident Report > Days Away - this is the number of days that the person is away
    • Incident Report > Incident Result- this describes the result of the incident obtained
  • We can pull out a detailed report on filed incidents using this record. 

JobPosting

  • This record provides insight into job posting activity such as creating a Job Posting Status Report.
  • When creating an ad-hoc report related to Leave Request, the usual content used are the following:
    • Job Posting > Title - the title entered on the job post
    • Job Posting > Close Date - date (yyyy-mm-dd) selected as Close Date on the job posting
    • Job Posting > Closed 
      • 1 -  Yes, Job Posting is closed
      • blank - No, Job Posting is still open
    • Job Posting > Created - date (yyyy-mm-dd) when you initially clicked on "Save Job Posting"
    • Job Posting > Modified - date (yyyy-mm-dd) when you modified the Job Posting
    • Department > Name - this is the department where the job posting is under
    • Location > Name - this is the location where the job posting will be open to

LeaveRequest

  • This record provides a detailed leave requests submitted by staff.
  • When creating an ad-hoc report related to Leave Request, the usual content used are the following:
    • Leave Request > Comments - the text entered (if any) on the "Message to your Manager" box
    • Leave Request > Date Start- start date of the request.
    • Leave Request > Date End - end date of the request.
    • Leave Request > Days - amount in days of the request.
    • Leave Request > Status - status of the request
        • -1 - Rejected Request
        •  0 - Pending Request for Manager's review
        •  1 - Approved Request
    • Leave Request > Created - tells you how long the request was submitted
    • Leave Type > Name - type of time off requested

Leave Transaction 

  • This record provides a detailed leave transactions logged in the organization.
  • When creating an ad-hoc report related to Leave Request, the usual content used are the following:
    • Leave Transaction > Debit - amount you took out from employee's time off
    • Leave Transaction > Credit - amount you gave to employee's time off
    • Leave Transaction > Note - the transaction note you have entered
    • Leave Transaction > Created - this is when the transaction was created
    • Leave Type > Name - this pertains to the time off name that the transaction was recorded
    • User > Username - this pertains to the employee that the transaction was made

Log

  • This record displays activity log information and we can pull out a customized log report with it. 
  • When creating an ad-hoc report related to Leave Request, the usual content used are the following:
    • Log > Title - this displays the title where the log was made. 
    • Log > Description - this displays who added a record on the title. 
    • Log > Model - this displays what type of record. 
    • Log > Action - this displays if it is "add" or "edit". 
    • Log > Change - this displays what change took place. 
    • Log > Created - this displays when the change took place. 
    • User > Username - this displays the user name of the person who added a record on the title. 

Skill Rating

  • This record generates a list of employees, their current skill ratings and rating modifications.
  • When creating an ad-hoc report related to Leave Request, the usual content used are the following:
    • Skill Rating > Rating - this is the rating for the skills given to the employees
    • Skill Rating > Created - this is the date when the skill as created or added to the employee profile
    • User > Username- this is the employee's name
    • Skill > Name -this is the name of the skill assigned to the employee

 TimeEntry

  • This record provides information about time sheet entries.
  • When creating an ad-hoc report related to Leave Request, the usual content used are the following:
    • Time Entry > Date - the date of the time entry.
    • Time Entry > Hours - number of hours that was recorded. 
    • User > Username - user name of the one who did the time entry.
    • Task > Name - name of the specific task that was on the time entry. 

User

  • This record provides a lists information about user records (a combination of assignment and employee details).
  • When creating an ad-hoc report related to Leave Request, the usual content used are the following:
    • User > Username - this displays the name of the user.
    • User > Created - this displays when the user was created. 
    • User > Modified - this displays when the user was modified. 
    • Group > Name - this displays the group where the user belongs. (Administrator, Manager, Employees) 
    • Current Assignment Record > Status - this displays the status of the employee  
      • 0- current employees and
      • 2 - terminated employees
  • You can check out the User Record Ad-hoc Report to find out more details on how to create a report with this record.  

Workhour Record

  • This record provides information about record changes to work hours per day.
  • When creating an ad-hoc report related to Leave Request, the usual content used are the following:
    • User > Username - this displays the name of the user. 
    • Work Hour Record > Hours - the number of hours that was recorded. 
    • Work Hour Record > Standard Hours - standard hours that was set up. 
    • Work Hour Record > Created - date and time when the work hour record was made. 
  • You can check out the work hour record report to find out more details on how to create a report with this record.  

 

B. How Do I Create an Ad-Hoc Report?

  • You can create and save reports in HTML or Excel formats with the Ad-hoc Report builder.
  • To create a new report, click on the +New Report button and select the Record type (choose from above) applicable for it.
  • Reports can be edited and saved for future access by following the 4 step report creation wizard.

1. Choose Your Content

    • This is where you select which details you would like to include in the report you want to generate. You can drag and drop each field to change the order in which they appear in the report.

 2. Filter Results

    • This is where you create filters that will determine what results show up in your report. You can add more than one filter and how those filters behave together.

    • When adding filters, take note of the following: 

Field - this drop down list will contain all of the fields you selected in the previous step
NOT - leave this checked or unchecked
Operator - choose equal to, greater than, or less than
Value - the value the filter should match. We suggest you copy and paste this directly from the TribeHR database (example: copy and paste custom field names exactly as they appear in the database, when filtering on custom fields).

 3. Sort Results

    • This is where you choose the order that you would like your data to be sorted by. You can choose up to two fields to sort your report.

 4. Choose Output

    • This is where you select the option on how the report will be displayed, either through HTML or Excel. 

Still have questions about getting started with Ad-Hoc Reports? Submit a help request and the TribeHR support team will be happy to help!

Have more questions? Submit a request

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