Context: This article looks at a technique which will be used fairly frequently throughout Calpendo and that is learning how to search for data, modify the display of those results and then save that as a report.  For this article, we will look at how to search for all bookings on your Calpendo in a specific time frame and then break those results down by project and resource.


Suitable for: Admins and Users


Objective: Work with search, report views and saving a report


Steps:

Part 1: Searching for bookings 

  1. Some key components of a Calpendo such as bookings, projects and users have their own dedicated search page
  2. Click on Bookings in the menu bar and then select Booking Search
  3. A list of recent bookings will appear filtered by a default date range
  4. Start by changing the type of report from List Report to Group Report as you might end up dealing with a lot of records!
  5. Select a different date range such as your last calendar month
  6. The number of records in the group will update
  7. If you have a reasonable amount of records click on the number and it will show you from where the records are being derived


Part 2: Adding columns to the Group Report to show further breakdowns

  1. Click on the plus sign next to 'Count of Bookings' and select 'resource'
  2. This will now show the numbers broken down by the Resource
  3. If you would like to see it shown by the list of resources instead click the minus sign next to 'Count of Bookings' and then add it after the Resource column
  4. Add in additional columns such as project


Part 3: Adding booking cost information to the breakdown.

This is relevant if you have enabled Cost per Hour for project resources via the Project Resource Settings

  1. Click on the plus sign to add a new column and select bookingCost
  2. Hover over the heading of that column and select 'Change'
  3. Click the drop down box marked 'No aggregation' and select 'Sum'
  4. Selecting rounded will deal with recurring division and then click OK
  5. The total booking costs for that period are now displayed in a column


Part 4: Adding durationInMinutes

  1. Duration is based on the number of booked minutes in Calpendo
  2. Add the column using the same method
  3. Hover over the heading and select 'Change'
  4. Click the drop down box marked 'No aggregation' and select 'Sum'
  5. I would suggest using scaled and putting in 60 to change from minutes to hours


Part 5: Saving the report

  1. These groups of records can now be saved as a report which can then be retrieved at a later stage
  2. Click on File and then Save As
  3. Give it a name
  4. Choose whether it is System Wide (available for other users to use)
  5. Choose whether it will be Publicly Modifiable
  6. Click Save


Part 6: Exporting the report

  1. Click on File again and then click Export
  2. You have a few options under here to do with type of export and how the data is displayed