All About Reports...

Kafui Mortty

We mentioned, a few weeks ago, some changes and updates we've made recently to our Reporting feature. The various widgets and customisable reports are all designed (and design-able) to make your day to day Commusoft-ing as easy as possible. It is, however, easy to fall into routines or habits that prevent you from incorporating new or existing elements of the Reports.

Available on all of our plans, you can create, edit and store custom reports to your hearts content to help you keep track of jobs, parts and everything else you like to keep tabs on.


#Filters & editing your reports:

Our numerous filters, selectable from a dropdown menu at the top of any of your reports, are one of the primary ways to edit your reports. Using the filters to define which information you want in them allows you to further customise reports that you may use regularly. The filters you can choose from will sometimes be dependent on the nature of the report that you happen to be creating. If you find you're lacking or wanting for new filters that you cannot find anywhere, just get in touch with support to see if it's something we may be able to add in the future - we have taken these recommendations into account several times in the past.

You can use the dropdown to select all the filters you want, as well as adding or removing columns from the table itself using the pencil icon -  to edit them. Saving these customised reports can be done quickly and easily using the 'Quick links' dropdown menu (top right). It is always worth having a look at other custom reports before committing to saving one, just to ensure the one you're creating doesn't already exist under another name for example (if you don't see yourself wanting or needing to use these customised reports more than once, you don't have to save them, of course).

Name your custom reports in a way that makes their function clear and easy to discern at a glance. This will help when guest users may need to locate reports and it can also help you and your office staff keep track if you end up creating numerous reports (which can often lead to confusion, another reason to ensure you've named them appropriately and accurately).


Downloading, Printing or Exporting your Reports:

Outside of saving your reports for quick and easy access within Commusoft, you may find yourself in a position where you've generated a pertinent report that you need to use outside of the system for whatever reason. If you did save every kind of useful report, you'd soon end up overwhelmed by the sheer number. Instead, you can choose to download (to store or send digital PDFs ), print (for hard copies), or export (with invoices specifically) your reports.

Beneath the option to 'Apply filters' there will be two or three options (left) depending on which report you've selected. If you've selected a sales report, you will have the initial option to export the info you have. Before exporting anything, ensure you've got the table columns and filters that you need in place. Then simply click to export, and confirm in the next window.

This option will download all the documents from your report into a single Zip file on our computer in PDF format. From here, you can view or print them as you need. Your export will take place in the background of Commusoft (meaning you can get on with other things in the meantime!) and you'll receive a notification once it's been completed.

Printing your reports is as simple as it sounds. Just click the print icon and you'll be taken to a PDF print preview (that you can also download from here) that you can print out normally. Having hard copies is often useful for sending this out via post or just being able to hand a sheet over to an engineer or a customer. As much as things are moving toward digitisation in general, the benefits of keeping copies are still hugely beneficial to a lot of people depending on their workflow.

Similarly, downloading is as easy as clicking the icon. This will download you and Excel compatible file (.xls format) to your computer. If you use Google sheets or an equivalent spreadsheet editor, you may need to convert the file in order to open it up in your chosen program.


Limitations:

You can download up to 700 records directly. This shouldn't take more than a few moments (depending on your internet connection), and anywhere from 700 to 5,000 records in the background, where you will be informed via notification when the download is completed and your records available. Above the 5,000 record limit however, you will receive a Commusoft notification informing you that: 'This report cannot be downloaded/printed due to the high amount of data. Please add filters to the report to reduce the size of the file'.

If you do get this notification, it means that your report is simply too large to easily download. Try and use the filters available to narrow your search parameters to produce less results, this should give you the ability to download your report once the file quantity has been reduced.


               A Quick FYI from us...                

Here at Commusoft, we try to take every opportunity possible to brainstorm more ideas for improving your user experience. In the spirit of this, on Wednesday, March 11th,  we’re gathering Commusoft employees all over the globe, from London to Chicago to Chennai, to get together and discuss our plans moving forward as a company. The good news is, this kind of effort leads to huge improvements to Commusoft for all our fantastic customers! The bad news is that this also means our telephone lines will be shut down (so we have everyone’s undivided attention) from 1pm ‘til the end of the day. Our email support will still be available, though delayed. We apologise in advance for the inconvenience, and our support lines will be back up and running full steam the following morning!


You can check our website for any further updates and we look forward to hearing from you all!

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