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Ad-Hoc Reporting: Columns

Purpose Statement

The Columns configuration allows users to select and customize which data fields from their chosen Data Source will be displayed in a Tabular Ad-Hoc Report. This feature enables users to create focused, relevant reports by choosing only the pertinent data fields needed for analysis and removing unnecessary information. Columns provide the foundation for presenting structured data in an organized, readable format that supports decision-making and compliance reporting.

Background Information

Column configuration is a critical step in the Ad-Hoc reporting process that determines which data elements will be visible in your final report. This feature is only available for Tabular Report types and must be completed after configuring your Data Source and Report Type. The Columns tab allows users to select from all available fields in their chosen data source, customize column labels for clarity, reorder columns for logical presentation, and create hyperlinks for direct record access. This functionality is essential for creating reports that meet specific departmental needs, whether for operational analysis, compliance documentation, or administrative review.

Required Permissions

To configure columns in Ad-Hoc Reports, users must have:

  • Access to the Reports Module
  • Ad-Hoc Reports creation permissions
  • Read access to the selected Data Source records
  • Appropriate permissions for the underlying data being reported (e.g., Fire Incident access for incident-related columns)

Video



Step-by-Step Guide


1. Navigate to Column Configuration

Access the Reports Module > Ad-Hoc Reports > Create Report. Complete the Data Source and Report Type tabs first.

Notes
Note: that Report Type must be set to "Tabular Report" to access the Columns configuration tab.


2. Select Data Fields for Display

Click the checkbox next to each desired Data Field from the available list, then select the plus icon to move the selected items to your active columns list. Choose fields that provide the most relevant information for your report's purpose.


3. Configure Hyperlink Columns

Identify columns labeled as "Id" columns (such as "Incident Id") which can create clickable hyperlinks in your report. These hyperlinks allow users to open the specific record directly from the report for detailed review or editing.


4. Remove Unwanted Columns

Use the individual trashcan icon next to each column to remove it from your report, or use the bulk select feature to choose multiple rows at once and delete them simultaneously for faster editing.


5. Reorder Column Display

Click and drag the hamburger icon next to any column to relocate it within the display order. Arrange columns in a logical sequence that supports easy data review and analysis.


6. Customize Column Labels

Click the pencil icon next to any column to modify its displayed name. This allows you to create more user-friendly labels that are clearer for report readers while maintaining the connection to the original data source field.


7. Save Custom Labels

Enter the new label for the column and click the checkmark to save your changes. The original Data Source Field name will remain visible in parentheses for reference but will not appear in the final report.


8. Proceed to Next Configuration

Click "Next" to advance to the Sort tab and continue configuring your Ad-Hoc Report settings.



Best Practices

  • Select only the columns necessary for your report's purpose to avoid information overload.
  • Order columns logically, typically with identifying information (like Incident ID) first, followed by chronological or categorical data.
  • Use clear, descriptive custom labels that will be easily understood by all report users.
  • Take advantage of hyperlink columns to provide quick access to detailed record information.
  • Consider your audience when selecting and labeling columns - field personnel may need different information than administrative staff.
  • Test your column configuration with a small data set before generating large reports.
  • Document your column selections for consistency when creating similar reports in the future.

Troubleshooting & FAQs

Q: Why can't I see the Columns tab? A: The Columns tab is only available when Report Type is set to "Tabular Report." Verify your Report Type selection before proceeding.

Q: Some data fields aren't appearing in my available columns list. A: Check your Data Source selection and ensure you have appropriate permissions to access the records containing those fields.

Q: My hyperlink columns aren't working in the generated report. A: Ensure the "Id" columns are properly selected and that you have permissions to access the linked records. Contact your system administrator if issues persist.

Q: Can I modify columns after the report is created? A: Yes, you can edit saved Ad-Hoc Reports to modify column selections, labels, and ordering through the report editing interface.

Q: How many columns can I include in a single report? A: While there's no strict limit, consider readability and performance. Reports with excessive columns may be difficult to read and slow to generate.