Adhoc Reports in Success factors

Ad Hoc Reports Create Ad Hoc Reports by utilizing the options and features available within the Ad Hoc Report Builder.

Ad Hoc Reports: Ad Hoc Report Builder List As an administrator, you can access the Ad Hoc Report Builder, which is located within the Reports/ Analytics area of your SuccessFactors instance, and describe the columns in the list. The Ad Hoc Report List displays all of the reports that have either been created by you or shared with you by other users. From this view, all Ad Hoc Report Builder actions can be initiated.

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1 Report Name

Displays the name of the report as defined during report creation.

2 Report type

Displays whether this is a single, multiple, or cross domain report.

3 Domain

Displays the module or the source data for the report.

4 Owner

Displays the report creator. For shared reports, this is the username of the person who shared the report with you. For reports you create, this is “self”.

5 Creation Date/Last Modified [Date]

All columns are sortable by clicking on the column heading. By default, reports are sorted by Owner then Creation Date.

Spotlight: Accessing Ad Hoc Reports

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Ad Hoc Reports can be accessed by selecting Analytics from the drop-down menu. Click the Reporting link. On the menu bar on the left side of the screen, click Ad Hoc Reports.

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Ad Hoc Reports: Report Definition Types As an administrator, you can create a report; select the report type, and enter general information. Depending on your system configuration, there may be three possible report types when creating an ad hoc report. Analytics > Reporting > Ad Hoc Reports

1 Single Domain

Allows you to query data from one Report Definition Type and is the default report type option.

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2 Multi Dataset Reports

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Allow you to query data from two or more Report Definition types. These reports do not join data together, and the report results from each selected Report Definition Type will appear on separate tabs in the output.

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3 Cross Domain reports

These reports also allow you to query data from two or more Report Definition types, however, they join data in the query from multiple Report Definition Types using the USERID field. This information is displayed in one output list.

Spotlight: Selecting Report Definition Types The Create New Report screen only allows you to select one Report Definition Type; to add datasets or domains, you will do so in subsequent steps.

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Select a Report Definition Type to indicate the high level data in the system on which you would like to report.

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Ad Hoc Reports: Creating a New Report After you select the Report Definition Type, a new window opens. Here, you will step through the process of creating a new report. Analytics > Reporting > Ad Hoc Reports

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1 General Info

In the General Info tab, enter the Report Name and Description.

2 People

In the People tab, define the team or the scope of user data to appear in your result list based on your line of sight.

3 Data Sets

The Data Sets tab will only display if you have selected one of the Report Definition types that uses Data Sets. Select one or more data sets to include in your report.

4 Columns

The Columns tab is used to select the columns of data to be displayed in the report. The Select Columns screen is organized first by All Columns then by subsets of data from the report type and data set (if applicable).

5 Filters

Spotlight: Line of Sight In SuccessFactors, line of sight is a term used to describe the scope of user data that you are able to view. Your line of sight depends on a combination of things. It may be based on your relationship to other users as defined in the User Data File; for example, a manager/employee relationship. Or, it may be based on permissions to see data outside of your current line of sight. NOTE: A single user may have several lines of sight depending on their setup in SuccessFactors.

The Filters tab provides multiple options for filtering data. The two main choices are Filter By My Selection and Filter By Rule. Each of these options can be customized.

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Creating a New Report: Step by Step

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Analytics > Reporting > Ad Hoc Reports

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Click Refine Criteria to select the groups of people to be included in the report results. Select the Team Manager. Choose Logged In User to share the report so that others can run and view the information as it pertains to them. Select the Team Reporting Type on which to report. • Team View displays data for users within the team manager’s hierarchy. • HR View displays data for users who have been assigned to the team manager as HR Reports. • Detailed Reporting Rights is used to view data outside of a user’s current line of sight. Additional reporting rights must be granted to use this option. By default, the user data returned in the report includes only active users. To include data for inactive users, click the Include Inactive Users check box. Click OK.

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Data Sets Tab

Analytics > Reporting > Ad Hoc Reports

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Click Select Template to select the data sets to include in the report.

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Click the check boxes to make your selections and click OK.

Creating a New Report: Step by Step 1 2 4 2

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3 Columns Tab

Analytics > Reporting > Ad Hoc Reports

Filters Tab

Analytics > Reporting > Ad Hoc Reports

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Click Select Columns.

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Click Refine Criteria to refine the scope of the report.

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Click the check boxes to select the columns to be included in the report table.

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Click on a filter link and select the filters to be defined.

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Click Done after the columns have been selected.

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Select Filter By My Selection to select criteria from the list of existing data or select Filter by Rule to create rules to find data.

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The columns are listed as they will appear on the report. To change their order, click the Rearrange Columns link, then click the tread to the left of a column name and drag and drop to a new location. When done, click OK. To sort the columns, click the Sort Columns link and then click the Add another sorting level link. Use the drop-down menu to select the column to sort by. You may add more sorting levels, as needed. When done, click OK.

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After the filters have been selected, click Done.

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To group columns, click the Group by link and then click the Add another aggregate column link. Select the Aggregate Column and Function from the drop-down menus and/or reorder the columns in the group by clause. When done, click OK.

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Create Ad Hoc Reports: Viewing Report Results Throughout the process of report creation, it is recommended that the results are previewed often and before adding numerous filters. This process can help you see a subset of the results to ensure that the report yields the intended results. Analytics > Reporting > Ad Hoc Reports

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1 Preview Report

To preview the Ad Hoc report, click Preview.

2 Report Data

The first 100 rows of data in the report will be displayed in the preview screen. Review the columns, how they are ordered and sorted, and the information contained within them to ensure the report is delivering the expected results in the correct format. When done, click Close. NOTE: If presented with a Warning Pop Up, click OK unless you have made changes to the report’s parameters. In that case, click Cancel and save the changes before returning to the Ad Hoc Reports list.

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Ad Hoc Reports: Running Reports Report actions are accessible from the Ad Hoc Reports list. Report viewers and creators can generate reports either online or offline. Analytics > Reporting > Ad Hoc Reports

1 Running Online

Running online produces the file immediately, but it may take several minutes to produce the output, depending on the size of the file. When Run ondemand is selected, the report is shown on screen. While the report generates, you cannot navigate to other areas of the software.

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2 Running Offline

Running offline gives you the flexibility to attend to other activities while the report processes in the background.

Spotlight: Report Results To run the ad hoc report: 1. Click the drop-down menu next to the report you wish to view and click Run Report. 2. You can run the report, select to download the report as a CSV file, or export the report to an Adobe PDF, Microsoft Excel or PowerPoint file. 3. Click Generate Report. 4. When Run Online is selected, you can click the buttons at the top left hand side of the page to download the report to your computer. 5. When done, click Return to Reports.

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Ad Hoc Reports: Sharing Report Definitions Report definitions can be shared with other employees in the organization so they can run the report from their Reports List. In order for a person to view a shared report, the following must both be true: • The person must have Run permission for the shared report type, and • The report must be shared with the person.

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Analytics > Reporting > Ad Hoc Reports

1 Quick Search

Quick Search enables you to search for a person by name. Be sure that the person has the right to review the report definition type you are sharing.

2 Advanced Search

Advanced Search allows you to enter additional search criteria to find individuals in the system. NOTE: When you share report definitions, you are not sharing your data access. Each user only sees what they have permission to see based on their role or administered rights and the report definition.

Spotlight: Sharing a Report To share the ad hoc report: 1. Click the drop-down menu next to a report and click Share. 2. Use Quick Search or Advanced Search to find the people with whom you wish to share the report. 3. Click the checkbox(es) to select individual(s) and click Share. NOTE: If you wish to unshare a report, click the Trash icon next to the name of the person in the selected column.

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Ad Hoc Reports: Report Actions Use the Ad Hoc Reports page to manage your reports. Here, you can create a new ad hoc report from an existing report, edit an existing report, delete a report, and export and import a report definition. Analytics > Reporting > Ad Hoc Reports

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1 Save Existing Report As New Report

Use Save As to copy the report definition of an existing ad hoc report that you created. This is useful when you wish to create a similar report with different filter criteria, or if you wish to create similar reports with different lines of sight.

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2 Edit Report

Edit opens the report definition and allows you to access any of the steps and settings you have previously set up. When finished editing, save your report before returning to the Report List. NOTE: Editing a report that you have shared with others will update the shared version immediately.

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3 Delete Report

Delete allows you to delete a report definition. Deleting a report that you have shared with others will delete the report from their lists as well.

4 Export Report Definitions

Export is used to export your report definition, either for version control or to share the definition offline with a colleague. As you edit and update your report definition, you overwrite the report each time you save a change. By using export, you can download copies of the report definition.

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5 Upload Report Definitions

If you have a downloaded report definition, you may upload it into the Report List using Upload Report.