Reports: Create a Custom Folder

Reports: Create a Custom Folder

Purpose Statement

To demonstrate how to create a new folder in the Report List view for organizing and storing your ad-hoc reports. This feature helps users maintain an organized report structure, making it easier to locate and manage custom reports efficiently.

Background Information

Report folders provide a way to organize your ad-hoc reports into logical groupings based on department function, report type, or frequency of use. This organizational system is particularly valuable for departments that generate multiple custom reports and need quick access to frequently used analyses. Creating folders helps reduce clutter in the main report list and improves workflow efficiency for both administrative and field personnel.

Required Permissions

  • Reports Module Access
  • Ad-Hoc Reports Permission
  • Report Management Rights (to create, edit, and delete folders)

Video


Step-by-Step Guide


1. Navigate to the Reports Module and select Ad-Hoc Reports from the menu.

Navigate to the Reports Module and select Ad-Hoc Reports from the menu.



2. Click on the drop-down arrow next to All Reports to see your current list of Report Folders.

Click on the drop-down arrow next to All Reports to see your current list of Report Folders.



3. Click on the three dots next to the folder list to open the menu.

Click on the three dots next to the folder list to open the menu.



4. Select Add Folder to add a new folder. If you have an existing folder open you can edit the name by clicking Edit Folder or delete it.

Notes
Note: Deleting a folder only deletes the folder and not the Reports.

Select Add Folder to add a new folder. If you have an existing folder open you can edit the name, by clicking Edit Folder, or delete it.



5. Give your new folder an appropriate name for the Reports it will hold. Then click Save.

Give your new folder an appropriate name for the Reports it will hold. Then click Save.



6. Your new folder will now appear in the Custom Folders list.

Your new folder will now appear in the Custom Folders list.



7. You can select the Pin next to your report name to make this the default folder when you open Reports.

You can select the Pin next to your report name to make this the default folder when you open Reports.




Best Practices

  • Use descriptive folder names that clearly indicate the type of reports stored (e.g., "Monthly Statistics," "Training Reports," "Compliance Audits")
  • Create folders based on department functions or reporting frequency for easier navigation
  • Pin your most frequently used folder as the default to streamline your workflow
  • Regularly review and reorganize folders to maintain an efficient structure
  • Avoid creating too many folders, which can complicate navigation

Troubleshooting & FAQs

Q: Can I move existing reports into my new folder? A: Yes, you can move reports between folders using the report management options.

Q: What happens if I delete a folder that contains reports? A: Only the folder structure is deleted; all reports remain accessible in the main report list.

Q: How many folders can I create? A: There is no specified limit, but it's recommended to keep folders organized and manageable.

Q: Can other users see my custom folders? A: Folder visibility depends on your department's permission settings and sharing configurations.

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