This training video reviews the Report Designer's Data tab. The Data tab is where you select fields from the Available Fields list to add to your report. Duration 6.5 min.
The report designer's Data tab is where you add fields to your report definition. The specific available fields and additional settings on the tab itself vary based on the selected report Type. For example, List reports simply require a list of fields. Bar charts and Line charts require fields for the X and Y axes. Crosstab reports require fields for the Top and Left axes, and for Values. Gantt charts have a combination of fields for a list report and dates for the graphical bars.
Another thing you can do on the Data tab is edit field display names. For example, if you choose a related field its label maybe be Tasks > Title, and you might change it just to Title. See Changing Field Display Labels.
If you are looking at the Data tab then you have already chosen your report Topic - a "topic" is the primary entity for your report, meaning that any fields you want for the report will be related in some way to this entity. It might be useful to take a look at this entity hierarchy to start to understand the relationship between PPM Pro entities.
Adding Fields to a Report Definition
The following are the mechanics for adding fields to a reports. Read Understanding the "Field Path" to learn how to traverse the list of Available Fields to find the data you need.
The Data tab for every report type has an Available Fields section, plus at least one other "field" section (usually multiple sections). You can think of the sections as buckets that hold the fields to use in a report - depending on the report type, there might be multiple buckets to hold different types of fields. For example, List report types have only one section called List Fields; Bar chart report types have 2 sections: Left Axis and Bottom Axis.
Below are examples of the field sections for different report types. You can move fields in/out of the section with the arrows. Double-clicking a field will add it to the report (works like a toggle). For reports that use multiple buckets, we made the report designer choose the best bucket based on whether the field is numeric or not. Re-position fields up/down by selecting a field and using the Move Up/Move Down button, or by dragging/dropping the field (also see Options Modal for Non-List Reports below). Note that for List and Gantt reports, the order of the fields in the sections determines the order of the columns in the report - you can change the order from the Preview Pane by dragging/dropping columns, and the new location will be reflected in the field section.
To add fields to a report:
- (Assume report Topic and Type have been selected on the General tab).
- Click the Data tab.
- Locate the field(s) to add to the report in Available Fields - choose from the (Common) or (All) folder, or select a related entity (as described in Understanding the "Field Path" below). Use the Filter field (just below the field path) to help locate specific fields.
- Double-click the field - for report types with multiple field sections, the field will usually drop into the appropriate section. Alternatively, you can select the field and then click the right-arrow next to the section. You can select multiple fields by using Shift-click (select a range) or Ctrl-click (select non-adjacent fields) to select the fields and then click the right-arrow to drop the fields into the appropriate section.
Remember that the Preview Pane will reflect the fields you add as you configure them. So if you're not sure what field to add to what section, just give it a try and check the Preview Pane to see if you get the result you expected.
Change Field Display Labels (Options Modal for Non-List Reports)
The field sections ("buckets") of non-List reports have an edit modal that allows you to reposition or delete fields, as well as change field display labels. As mentioned in Formatting List Reports (Beta), you can edit the field label of a list report field by simply clicking into the column header in the Preview Pane and editing the label. For graphical (non-list) reports, open the Options modal for a "bucket" into which you dropped fields to include in a (graphical) report. You can edit the field label, or delete the field, and if there were multiple fields you could reorder them. Finally, you can display another bucket of fields (if any) by selecting the section from the "bucket list" (sorry, I can't help myself).
For example, the Bottom Axis "bucket" for a line chart is shown below. Clicking the edit control opens the Field Options modal, where you can edit the Display Name there. Select Left Axis (maximum 10 fields) if you want to adjust the fields in that bucket.
Understanding the "Field Path"
"Field path" is the metaphor we use to describe how to traverse the data available to include in a report. The field path always embarks at the Topic, or primary, entity (project, or task, or resource, for example). The very simplest and most likely field path includes the Topic entity and a set of fields/attributes of the entity, as shown in the screenshot below.
You can select from these common fields and add them to your report definition. You can also select (All) to see a list of all reportable fields for the primary entity. Note: the actual fields available are based on what your admin set up to be reportable.
In addition to those fields/attributes directly on the primary entity, you can build a field path to reach fields/attributes of its related entities. At the end of this path will be a pot of gold - no seriously - will be one or more fields that you will add to your report definition. For example, not only can your report include fields on the project, but also fields on things related to the project, like tasks, project logs, business sponsor, and so on. These related entities are listed in the droplist below (All) and (Common), as shown below:
Say for example that along with certain project fields, you also want to include information about the project manager. Since Project Manager is based on the resource entity, it has information about the resource/Project Manager that is not available as attributes on the project entity, such as Email and Name, as shown below:
You can go further and decide that what you really want is the Name and Email of the Immediate Supervisor of the Project Manager of the project. So select Immediate Supervisor (which is also a resource entity), and then select those two fields and add them to the List Fields:
The right-most stepping stone in the field path always allows you to choose whether you are looking at (All) fields or (Common) fields for the entity directly to the left. You can walk further down the path by selecting a field/attribute on the entity that has its own fields/attributes based on its entity type. You can keep walking down the path until you reach a field/attribute that has no more reportable fields.
Searching/Filtering for Available Fields
You can enter filter text in the filter field to quickly search for specific field names. Note that the filter searches the (All) set of fields, even if you have (Common) selected (see below):