This article covers how to build new reports within Report Wizard, make edits to existing reports, and generate your reports on demand.
The Report Wizard feature is a custom report builder, designed for everything in your Fleet Office system, giving you the flexibility to access and organise data your way.
PLEASE NOTE: Report Wizard is currently in its BETA release phase. If you have any feedback, please do not hesitate to reach out to us via email - support@thefleetoffice.com.au
Click on heading to skip ahead to:
Creating a New Report
Click on FleetAdmin
Select Reports
Select the Report Wizard button at the top of the page
Select Create Report
Data
This page will display the modules of The Fleet Office that you can Report on
Click into the module you are wanting to extract data for
Only modules available to your subscription will display
A drop down list of features within the selected module will open that you can generate a report on with a brief description
Scroll left and right to access additional modules in your subscription
Select the feature to report on
Fields
Report Options
Select how you would like the fields displayed
Include Column Headings
Include Footer Row
By selecting this, it allows you to add a Footer Value against each field selected within report content. Eg. Text, Value Total, Row Count.
Pivot Table
Swaps the rows and columns in the report
Grouping Data by Time Range
Select your Grouping interval - This splits the information into groups by time
Daily, Weekly, Monthly
This then allows you to select the Starting day of the report
Entire Date Range
Select your Grouping Method (Applicable only if Daily, Weekly or Monthly is Selected)
Multiple Rows or Date Columns eg. below
Mutliple Rows
Date Columns
Selecting Fields
In the Available Fields Section, you can open up each of the headings to hand select each of the column headings to be generated as part of the report.
You can select individually by clicking on the Green '+ add' or 'Add All' at the top right hand side of selections.
Once Selected, all of your fields chosen will display under the Selected Fields heading.
You can drag and drop to re-order
and deselect/ remove any selected fields
Heading
Rename the column heading in the generated report by entering within corresponding field text box
Options
Some fields have the option to manipulate the data extracted by changing format, selecting specific values etc.
Select Edit to change.
Tip! - We suggest going into each option that is available to edit to explore options on how you can receive your data
Filters
Generic Company filters are displayed. Here you can pick specific details such as, choose your specific assets or divisions to report on.
Choose the 'Selected' section of the field
A drop down of your available content will display
Select those you want included in the report. Multi Select is available.
Other Filters
'Other' Filters will display in the drop down that are more specific to the reporting fields selected. eg. FleetHire or FleetMaint data.
Select the field
Edit the Value
Under Assets - If you want to report on All Fields. Leave in the default 'All' selected. The darker option will be that selected.
Date Filters
Some report items contain multiple date fields (Work Order Items, Contracts, or Quotes).
When reporting on these items, you must add a filter for the specific date type you want the reporting time period to use.
For example, a Work Order Item may include dates such as:
Opened Date
Estimated Start Date
Actual Start Date
To Apply Reporting Date Filters
Select Other Filters Drop down
Select the date filter that is relevant to your report
Example: If you want to report on work orders that were scheduled during July, filter using Estimated Start Time. This will allow you to select the Reporting Time frame to reflect in Step 4.
Tip: If a report returns unexpected results, check that you've selected the correct date field for your reporting period.
Timing
Report Generation Timing
Frequency
Select the Frequency of when you want the report to be generated
Daily, Weekly, Monthly - Automatic
On Demand - When manually selected to generate
If Daily Selected Choose Day of Week
Select From Drop Down - Day of week
If Monthly selected Choose Day of the Month
Select From Drop Down - Day of the Month (eg. 1st, 2nd 3rd etc.)
Generation Time
This will display to select when the report will run (only applicable for Daily, Weekly, Monthly).
This will use the company timezone set up within - FleetAdmin > Organisation.
Report Time Frame
Select Time Frame
Select duration of reporting data. This will give you specific date range for when the next report will be generated
Specific Dates
Choose a Date range for to and from reporting period.
Time of Day to Report
Midnight - Midnight
The report will generate all data for the day
Custom
This allows for a specific work time to be selected - Allows for potential of reporting on just day or night shift.
Select Custom
Choose Start and End Time
Grouping Data by Time Range
Select Grouping Interval
Weekly and Monthly will allow you to select Date of Week Start.
Output
Select how you would like your report to generate
Report Name
Name the Report within The Fleet Office. This will show in the Report Log.
To edit, type into the text box
Output File Name
This will be what the report is saved as. Note: It will add date of report to the end of the file name.
To edit, type into the text box
File Type
Select File Type as to how the report will be exported. CSV, XLSX or PDF.
When selecting PDF as File Type. You can specify orientation preference.
Choose Email Recipients
From the Users drop down, select users you would like the report to be sent to.
Multiple Users are allowed for selection
Review
This page will give you an overview of selections made within the report creation process, allowing you to go back and edit any section before saving.
If you are happy with the report - Select Save.
This report will now sit in your 'created reports' table.
Created Reports
View list of created reports including both scheduled and on demand reports.
Click on FleetAdmin
Select Reports
Select the Report Wizard button at the top of the page
A list of your created/ existing reports will display in table format
Name
Name of Report
Reported Data
Data selected to report on (Related to TFO Module)
Frequency
When report will generate - Daily, Weekly, Monthly, On Demand
Last Generated
Date and Time report was last run
Report Log
To view information about previous report generations, click on the report. This will open the Report Log.
A list of Report generation history will display.
File Name
Name of File saved or emailed
Status
Queued - System has received report request
Running - Report is generating
Finished - File ready to download and or has been successfully emailed to users
Failed - Could not process request
Generated by
Name of User who generated report
Generated On
Date and time stamp report generation had been processed
Time to Generate
How long the report took to generate. An indication for larger reports how long it has previously taken.
Report Period
Date and Time range of reporting data
Editing Created Reports
If you need to edit the content selected in an already existing Report
Select the Report within your 'Created Reports' table
Select 'Edit Report' Button
This will open up section you can select each heading to edit the content previously selected.
Make your changes and select 'Save'
Copy Created Reports
If you need to copy an Existing Report
Select the Report within your 'Created Reports' table
Select 'Edit Report' Button
Select 'Copy'
The Copied version of this Report will now be available to view back within the Created Reports Table or view using the button that appears top right hand of your page.
Delete Created Reports
If you need to delete an existing Report
Select the Report within your 'Created Reports' table
Select 'Edit Report' Button
Select the 'Delete' Button
Generate Report On Demand
If you have reports with frequency set to On Demand, you can generate this report manually at any time.
Select Report to Open the 'Report Log'
Select 'Generate Report' Button
Choose how you would like to generate the report
Download Report - Save to device as file
Email to Self - Send an email to logged in users email address
Email to Recipients - Send an email to users selected in report set up
Once check box has been ticked - Select Generate Report
When a report is being generated, status will show as 'Queued' with details of user and time processed.
When report is finished generating, status will change to Finished and report is now available to view.
If 'Download Report' has been selected, a 'Download' pop up will appear to the right of the screen. You can click to download file.