Reports

Generate dynamic Excel and PDF reports from your data with customizable layouts and automated workflows

Overview

The Reports feature allows you to create dynamic, data-driven reports that can be generated manually or automatically through workflows. Reports can be exported as Excel spreadsheets or PDF documents and can include rich formatting, images, and complex data layouts.

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Prerequisites

App Admin permissions are required to create and configure reports. End users can generate reports once they’re set up.

Before creating reports, ensure you have:

1. App Admin Access

   Required to create and configure report templates in your app

2. Data Source

   Records and data elements that you want to include in your reports

3. Report Requirements

   Clear understanding of what data, formatting, and layout you need in your reports

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Creating Reports

1. Access Reports Configuration

   Navigate to your app’s admin settings to create reports:

   How to Access:

   • Go to your App → Admin Settings → Reports
   • Click “Create” to start building a new report

   Reports are created at the app level and can be used across all records within that app.

2. Configure Report Basics

   Set up the fundamental report properties:

   Report Name

   Give your report a descriptive name (e.g., “High Rollers Report”)

   Data Source

   Select which records and data elements to include

   Report Type

   Choose between Excel spreadsheet or PDF document format

   Layout Template

   Define the structure and organization of your report

3. Design Report Layout

   Create your report structure using the built-in spreadsheet editor:

   Excel Reports

   Spreadsheet Interface:

   • Use familiar Excel-like interface for report design
   • Configure rows and columns with dynamic data
   • Add formulas and calculations
   • Set up data formatting and styling

   Key Features:

   • Dynamic Data Binding: Connect cells to record fields
   • Conditional Formatting: Apply styling based on data values
   • Formulas: Include calculations and data transformations
   • Multiple Sheets: Create complex reports with multiple tabs

   Report Editor Features:

   Data Field Integration

   • Field Mapping: Connect report cells to specific record fields
   • Dynamic Content: Automatically populate data from records
   • Field Types: Support for text, numbers, dates, images, and more
   • Relationships: Include data from related records

   Formatting Options

   • Cell Styling: Background colors, borders, fonts, and alignment
   • Zebra Striping: Alternating row colors for better readability
   • Grid Lines: Control visibility of table borders
   • Export Options: PDF orientation (Portrait/Landscape)

   Advanced Features

   • Attachment Gallery: Include image galleries from record attachments
   • Reference Values: Pull data from related records
   • Calculated Fields: Create formulas and computed values
   • Conditional Logic: Show/hide content based on data conditions
4. Configure Export Settings

   Set up how your reports will be generated and exported:

   Excel Export Options:

   • File Format: .xlsx format with full Excel compatibility
   • Sheet Names: Custom names for multiple worksheets
   • Data Formatting: Preserve number formats, dates, and currencies
   • Formula Preservation: Maintain Excel formulas in exported files

   PDF Export Options:

   • Page Orientation: Portrait or Landscape layout
   • Page Size: Standard paper sizes (Letter, A4, etc.)
   • Margins: Control spacing around content
   • Print Settings: Optimize for screen viewing or printing

   Test your export settings with sample data to ensure the output meets your requirements.

5. Save and Test Report

   Complete the report setup and verify it works correctly:

   1. Save Configuration: Save your report template
   2. Test Generation: Generate a sample report with existing data
   3. Review Output: Check formatting, data accuracy, and layout
   4. Make Adjustments: Refine the template as needed
   5. Publish Report: Make it available for use

   Reports can be edited after creation, but changes will affect all future report generations.

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Generating Reports

Manual Report Generation

Users can generate reports directly from record details:

From Record Details:

1. Navigate to Record: Open any record in your app
2. Find Reports Section: Look for available reports in the record interface
3. Select Report: Choose which report template to generate
4. Generate: Click to create the report
5. Download: The report will be generated and attached to the record

Reports can only be generated manually from individual record details or automatically through automations. There is no separate reports dashboard for manual generation.

Report Output:

• Reports are automatically attached to the source record
• Files are available for immediate download
• Generated reports include timestamp and metadata

Automated Report Generation

Generate Report Automation

Use the Generate Report automation action to create reports automatically as part of your workflows.

Common Automation Triggers:

• Record Created: Generate welcome packets for new customers
• Status Updated: Create progress reports when milestones are reached
• Time-Based: Generate monthly, weekly, or daily summary reports
• Approval Process: Create documentation when approvals are completed

Automation Setup:

1. Create Automation

   1. Go to Automations in your app
   2. Choose your trigger event (e.g., Record Updated)
   3. Add Generate Report action
   4. Configure the report generation settings
2. Configure Report Action

   Generate Report Action Settings:

   • Report Template: Select which report to generate
   • Target Record: Specify which record to attach the report to
   • File Name: Set dynamic file names using variables
   • Export Format: Choose Excel or PDF output
   • Notification: Optionally notify users when reports are ready
3. Test Automation

   1. Test Trigger: Activate the automation trigger
   2. Verify Generation: Check that reports are created correctly
   3. Review Attachments: Ensure reports are properly attached
   4. Validate Data: Confirm all data is accurately included

Automation Examples:

Customer Onboarding Reports

Trigger: New customer record created
Action: Generate welcome packet report (PDF)
Result: Professional welcome document attached to customer record

Monthly Summary Reports

Trigger: Time-based (monthly)
Action: Generate summary report for all active projects
Result: Excel report with project status and metrics

Approval Documentation

Trigger: Approval process completed
Action: Generate approval summary report
Result: PDF document with approval details and signatures

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Report Management

Viewing Generated Reports

Access Reports:

• Record Attachments: Reports appear in the record’s attachment section where they were generated
• File Downloads: Direct download links for immediate access from record details

Report Metadata:

• Generation Date: When the report was created
• Template Used: Which report template generated the file
• File Size: Size of the generated report file
• Export Format: Excel or PDF format indicator

Editing Report Templates

Changes to report templates affect all future report generations. Existing reports remain unchanged.

Modification Process:

1. Access Template: Go to Reports → Select template → Edit
2. Make Changes: Update layout, formatting, or data sources
3. Test Changes: Generate sample reports to verify updates
4. Save Updates: Apply changes to the template
5. Document Changes: Note what was modified for team reference

Report Performance

Optimization Tips:

Best Practices for Report Performance:

• Limit data scope to necessary records and fields
• Use efficient data queries and filters
• Optimize image sizes in attachment galleries
• Test with realistic data volumes
• Monitor generation times for large reports

Performance Considerations:

• Data Volume: Large datasets may increase generation time
• Image Content: Multiple images can impact file size and speed
• Complex Layouts: Intricate formatting may slow generation
• Concurrent Generation: Multiple simultaneous reports may queue

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Advanced Features

Attachment Galleries

Image Integration

Include dynamic image galleries from record attachments in your reports.

Features:

• Automatic Layout: Images arranged in configurable grids
• Size Control: Set maximum images per row
• Quality Options: Control image resolution and file size
• Filtering: Include only specific attachment types

Configuration:

• Max Images Per Row: Control gallery layout (e.g., 4 images per row)
• Image Sizing: Automatic scaling to fit report layout
• Attachment Filtering: Include only images, exclude documents
• Fallback Content: Handle records with no attachments

Dynamic Data Integration

Reference Values:

• Related Records: Pull data from connected records
• Calculated Fields: Include computed values and formulas
• Conditional Content: Show/hide sections based on data
• Data Formatting: Apply number, date, and text formatting

Advanced Data Sources:

• Multiple Apps: Combine data from different applications
• Historical Data: Include data from specific time periods
• Aggregated Data: Summary statistics and calculations
• External Data: Integration with CloudLink and external sources

Custom Formatting

Excel Formatting:

• Cell Styles: Colors, fonts, borders, and alignment
• Number Formats: Currency, percentages, dates
• Conditional Formatting: Data-driven styling
• Charts and Graphs: Visual data representations

PDF Formatting:

• Professional Layouts: Headers, footers, page numbers
• Brand Integration: Logos, colors, and styling
• Print Optimization: Margins, page breaks, scaling
• Interactive Elements: Links and navigation

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Troubleshooting

Common Issues

Report Generation Fails

Common Causes:

• Missing or invalid data in source records
• Template references non-existent fields
• Large data volume causing timeouts
• Insufficient permissions for data access

Solutions:

• Verify all referenced fields exist and contain data
• Test with smaller data sets
• Check user permissions for data access
• Review template configuration for errors

Formatting Issues

Common Causes:

• Complex layouts not rendering correctly
• Images not displaying properly
• Text overflow or truncation
• Inconsistent styling across sections

Solutions:

• Simplify complex layouts
• Optimize image sizes and formats
• Adjust cell sizes and text wrapping
• Test formatting with various data lengths

Performance Problems

Common Causes:

• Large number of records being processed
• Multiple high-resolution images
• Complex calculations and formulas
• Concurrent report generation

Solutions:

• Limit data scope and record count
• Optimize image sizes
• Simplify calculations where possible
• Schedule automated reports during off-peak hours

Best Practices

Template Design:

• Keep It Simple: Start with basic layouts and add complexity gradually
• Test Thoroughly: Generate reports with various data scenarios
• Document Templates: Maintain notes about template purpose and structure
• Version Control: Keep track of template changes and updates

Data Management:

• Clean Data: Ensure source data is accurate and complete
• Consistent Formatting: Standardize data formats across records
• Regular Maintenance: Review and update templates periodically
• Performance Monitoring: Track generation times and optimize as needed

User Training:

• Template Documentation: Provide clear instructions for each report
• Generation Process: Train users on how to generate reports
• Troubleshooting: Provide common solutions for user issues
• Best Practices: Share optimal usage patterns and tips

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Integration with Workflows

Reports integrate seamlessly with other Elementum features:

Automation Integration

Generate Report Action:

• Trigger-Based: Automatically create reports based on events
• Scheduled Generation: Regular report creation (daily, weekly, monthly)
• Conditional Logic: Generate reports only when specific conditions are met
• Multi-Step Workflows: Include report generation in complex processes

Approval Processes

Documentation Workflows:

• Approval Summaries: Generate reports when approvals are completed
• Audit Trails: Create documentation of approval processes
• Compliance Reports: Maintain records for regulatory requirements
• Status Updates: Provide stakeholders with approval progress reports

Communication Integration

Report Distribution:

• Email Attachments: Automatically send reports via email
• Teams Integration: Share reports in Microsoft Teams channels
• Record Attachments: Attach reports to relevant records
• Dashboard Integration: Display report summaries in dashboards

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By leveraging the Reports feature, you can create professional, data-driven documents that enhance your workflows and provide valuable insights into your business processes. Whether generated manually or automatically, reports help transform your data into actionable information.