Plugin Version: 3.5.0 Release Notes| Old Versions


Overview

The Simple Reports plugin is an extension that allows reports to be generated from the data in report tables and viewed inside the ProcessMaker interface under the Case menu.

Requirements

ProcessMaker version

  • ProcessMaker v. 3.1.x

Supported Stacks

Supported Browsers

Installation and Configuration

Log in with a user, such as "admin", who has the PM_SETUP_ADVANCE permission in their role and then go to ADMIN > Plugins > Enterprise Manager. Either install the Simple Report plugin by clicking on Install from File and uploading the plugin file or by clicking on its Install Now button in the list of available plugins.

After installing the plugin, make sure that the Simple Report plugin is  enabled.

Simple Reports Option

Once the plugin is enabled, an option named Reports will be added under the Home panel.

Note that the Reports option will NOT display any reports if the user doesn't have the simple report permission.

Creating a Simple Report

A simple report is created by converting a report table.

To create a simple report, first create a report table by opening a process and clicking the Report Tables option in the Process Objects toolbox. A new window will be displayed to create the report table as seen in the image below. Define the table name, description and columns that will be part of the report table and click on Create.

The report table will be listed.

Now, to convert the report table created into a simple report, right click on the report table line and select the Convert to Simple Report option as seen in the image below.

A green "Simple Report" label will be added to the report table's description, informing the user that the report table is now a simple report.

A simple report can be turned back to a report table by right-clicking the report line and selecting the Convert to Native Report Table option.

Setting Up Permissions

A simple report is only available as long as the proper permissions are given to a specific department, user, group, or all users. By default, simple reports are not available to any user.

Once the simple report is created, right click on it and choose the Permissions option.

A new window will open with the following options:

Where:

  • New: Creates a new permission.
  • Edit: Edits an existing permission.
  • Status: Permissions can be set to "Activate" or "Deactivate". Note that the status can be changed only if there is more than one permission set.
  • Delete: Deletes a permission. To delete a permission, more than one permission must be set.

Create a permission by clicking on the New button in the menu. A new window within the Report Tables window will be displayed.

Where:

  • Simple Report: Name of the simple report.
  • Assign To: The user, group or department that will have the permission to access the report.

    • User: Sets the permission for a single user. Select the name of the user that will have access to the report in the Name field. Note that the Name field will only list users created in the current workspace.
    • Department: Sets the permission for a department. Select the name of the department that will have access to the report in the Name field. Note that the Name field will only list departments created in the current workspace.
    • Group: Sets the permission for a group. Select the name of the group that will have access to the report in the Name field. Note that only groups created in the current workspace will be listed in the Name field.
    • Everybody: Select this type of permission to grant all uers in the current workspace access to the simple report.

Once the permission is defined, click on the Save button and the permission will be listed as shown in the image below.

Where:

  • Assigned to: Shows which user, department or group has the permission.
  • Create: Shows the creation date of the permission.
  • Update: Shows the date of the permission modification.
  • Status: Shows if the permission is Active or Inactive.

Use the back Back button to return to the Report Tables window.

Note: Take into consideration that when a process is imported and then exported to another ProcessMaker installation, PM tables and report tables will not be exported. Therefore, permissions given to simple reports will no longer be available.

Setting Up Filters

Filters can be set to more than one field to target more specific search results. This filters are only available once the plugin is enabled.

To set a filter, edit the report table that was turned into a simple report either by going to the Report Tables option inside the process designer, or by going to Admin > Settings > PM Tables, and clicking on the Edit button.

A Filter column is added next to Index column when the report table is turned into a simple report. Set a filter to a field by double clicking on the field row and checking the box that is displayed in the Filter column. Click on the Update button to save the changes.

The row value of the Filter column will change to "Yes". In this example, the user will be able to configure filters in the "EMPLOYEEEMAIL" and "EMPLOYEENAME" fields.

Checking the Simple Report

Remember that to see the data in a simple report, the report table must have at least one case record. In other words, at least one case must have been started.

To see the simple report, go to Home > Documents > Reports. The Simple Report interface will be displayed where each simple report is displayed in a tab.

The Reports panel has the following options:

  • Export Page To Excel File: Exports the current page to an Excel file.
  • Export All to Excel File: If there are more than one page, it will export all pages to an Excel file.
  • Export Page to CSV File: Exports the current page to an Excel file with the .csv format (usually used with tabular data separating the values with a comma).
  • Export All to CSV File: If more than one page is found in this section, this option allows the user to export all pages to an Excel file with the .csv format.
  • Filter by: Applies a filter to the fields configured in the Report Table.
  • Filter Reset: Clears any filter applied and shows the initial configuration of the list.

For example, click on the Export Page To Excel File button, and the Excel document will be downloaded automatically. Open the .xls file with an Excel editor to see the data contained in the simple report.

Applying Filters

Filters can be used to narrow the data displayed by the simple report. These filters support two wildcard operators in conjunction with the LIKE and NOT LIKE operators, the underscore (_) and the percent sign ( %).

Wildcards
Percent Sign (%) Matches one or more characters.
The underscore (_) Matches one character.

See some examples using the word "example" in the following tables:

LIKE:

LIKE
% at the beginning LIKE %mple
% at the end LIKE exam%
% in the middle of the string LIKE 'e%xample'
% at the beginning and end LIKE %xampl%
_ any coincidence LIKE e_____e
A combination LIKE 'e_%_%'

NOT LIKE
% at the beginning NOT LIKE %xample
% at the end NOT LIKE exampl%
% at the beginning and at the end NOT LIKE %xampl%
_ any coincidence NOT LIKE e_____e
A combination NOT LIKE 'e_%__%'

The equal (=) and not equal (!=) operators can be used as well with strings and/or numbers.

EQUAL AND NOT EQUAL
String = example
!= example
Numbers = 1
!= 1

For example, configure a filter to narrow the records that are displayed in the simple report by clicking the Filter by option.

In the Filters window, the fields in the report table that were configured to be the search criteria will be displayed. A logical operator, such as LIKE, NOT LIKE, = or !=, and a criterion can be applied to each one of these fields.

In this example, the "EMPLOYEEEMAIL" and "EMPLOYEENAME" fields were configured in the report table, and the LIKE operator was selected along with the "travisgrady%" as criteria to display only the records that contain an employee email that starts with "travisgrady".

Remember that it is possible to filter by more than two fields if a result needs to be more precise.