The report designer's Variable Settings tab is where you configure at what levels a report can be seen (scope), apply filters to further refine the data set, and grouping by date frequency.
You can move to any of the other tabs by clicking General, Data, Display, or Team.
What is a Scope?
The report "scope" determines the context in which to run the report - across one entity or across multiple entities. For example, the Project scope allows you to report on any aspects of the project you specify - that individual project, its tasks, issues, team members, and so on. The Organization scope allows you to report on any aspects of the Organization - assets, portfolios, accounts, projects, and so on.
Selecting one or more scopes within the 'Show report on Reports grids for these entities' list sets what other Reports lists the report will appear in so it can be accessed and run more easily with that scope. When run from an entity Reports list, the report configuration will be automatically filtered for the current entity only. The report is always available at the top-level Reports list, whether or not scopes are selected. Further, even if a report is run from one entity's Reports list or scope, you can configure the report to give the user the option of changing the scope at runtime and upon viewing.
Where Does the Scope List Come From?
The list of available scopes is determined by the Topic you selected on the General tab; the list of scopes will always be "containers" for the Topic, as well as the Topic entity itself. For example, if your Topic is Project, then your Scopes will be Project, Division, Department, Organization. In the screenshot below, the Topic is Project, and the possible scopes are Project and all entities that contain projects (Organization, Division Department), as shown below:
How Do I Know Which Scope(s) to Allow Access To?
When choosing a scope (or scopes) within the Scope & Filters tab, you want to think about the entity hierarchy and where you want the report to show up so it can be run from there. The report will be available in the Reports lists for the entities that you select, and when run will be scoped (filtered) for the current instance of the entity. For example, using the screenshot above, if you select the Division scope, then the report will automatically be available on the Reports list of each Division. When you run the report from a Division, the report will be automatically filtered to the current Division. You can select multiple scopes to make the same report accessible for multiple entities - all from within the same report definition, which shows different levels of data based on where it is selected to be run (each scope will include all entities below it in the hierarchy).
Check the box next to a scope to make the report definition available on the Reports section of the entity. For example, if you check Division and Project, the report will be available at the Reports sections for all projects and all divisions. Reports are always available at the top-level Reports list.
If no scope is selected, the report will only appear at the top-level Reports list. The organization scope is always assumed when running a report from the top-level Reports list.
Allowing Users to Change Scope When Running and/or Viewing Report Output
Regardless of where the Report is initially run, whether from a project's Reports list or the top-level Reports list, you can optionally allow a user to change the scope at runtime and when viewing the report output. At the bottom of the Scope list are two checkboxes: Allow changing scope: Before running report and When viewing report. You can choose either or both options.
If you select to allow changing at 'Before running report ', then after clicking Save & Run, the user will be presented with a Runtime Options modal showing Scope as an option and with the relevant entity information defaulted. For example, if the report is run from a project's Reports list and was configured to allow the scope to be changed when running the report, then the Runtime Options modal will appear with the scope control editable but defaulted to that project. The user can then change to any other scope before running the report. After selecting the scope, the Entity field appears when appropriate (for example, the Organization scope does not require an Entity selection).
Similarly, if you select to allow changing the scope at 'When viewing report', then after the report is run, the scope controls will appear at the very top of the report with the relevant entity information defaulted. The user can again change to any other scope while viewing the report output. After selecting the scope, the Entity field appears as appropriate (for example, the Organization scope does not require an Entity selection).
How does a user know which scope to select, at runtime or upon viewing the report output? The broadest scope (returns the most data) is "organization", meaning report data is pulled from the entire organization. A scope of "project", for example, would narrow the data set to a single project (as would any entity-level scope - task, project log, asset). A Department scope would return data related to one department (which is significantly smaller than the Organization, but can include multiple projects).
You can use filters to further refine the data to report on by using the meta-data associated with the entity (topic) being reported on to narrow the results set. For each entity (project, task, project log) that you select in the report definition's "field path" on the Data tab, an ad-filter will be added
For example, if your report topic is "project", you can use a filter to specify which projects to report on. And if you only wanted to report on active projects, you could specify a filter for identifying active projects. The filters that are available will be based on your report topic and any related attributes/fields that also can be filtered. For example, if your report topic is "project" and it also contains the Task Title field for the project tasks, because task is an entity with filterable options, you would see filters for both projects and tasks:
You optionally can allow end users to apply filters either before running the report in the Runtime Options, or when viewing the rendered report . If you do not allow end users to change filters, the report will always run with the filters used in the report definition, if any.
Allowing Users to Change Filters at Runtime and when Viewing Report Output
Similar to choosing scopes at runtime or when viewing the rendered report, you can change filters the same way. At the bottom of each entity filter control are two checkboxes: Allow changing filter: 'When running report' and 'When viewing report'. You can choose either or both options.
If you select 'When running report', when the user clicks Save & Run they will be presented with a Runtime Options modal showing that filter as an option and with any filters previously set defaulted. For example, if the report has a filter configured for 'Agile Projects' and the option to allow changing that filter when running the report is selected, then the Runtime Options modal will appear with the filter control editable and defaulted with 'Active Projects'. The user can then change the filter before running the report.
Similarly, if you allow changing a filter when view a report, then after the report is run, the filter control will appear at the very top of the report with whatever filter had been originally configured or set at runtime defaulted. The user can again edit the filter while viewing the report output.
Grouping by Date Frequency (Time Series)
For reports that include dates, the Time Series section contains a Frequency drop list that lets you choose a frequency to group by. Additionally, a date range is available for the following reports:
- List type reports that group on a Date field
- Crosstab type reports for Timesheet/Timesheet Entry (topics) that include a date as a Top Axis value.
Using a frequency with a date range allows you to build a time series report broken out by the chosen frequency.
The Time Series section is shown below:
Frequency - choose how often to aggregate data:
For example, if the current date is 6/12/2020, then the first daily interval would be 6/12/2020, the first monthly grouping would be 6/1/2020, and the first quarterly interval would be 4/1/2020.
The Date Range is determined by selecting an operand - such as 'is after or equal to' or 'is between' - and then entering one or two dates, depending on the operand. If the operand is relative to one date - such as "is after or equal to" - then you will enter one date; if relative to two dates, such as 'is between' - then you will enter two dates. For example:
If no operand is selected, then no date field is shown.