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Reporting Wizard
Create reports in a step-by-step process via tabbed format.
New reporting values in Project billing transactions detail report
Report on the "Quantity" and "Unit of measure" fields in Project billing transactions detail report.
Details ...
Configure customized email notifications
Send customized email notifications to selected users based on specific criteria.
Default form field values for additional forms
Set form default values for additional forms.
Details ...
Override task assignment restrictions for select users
Allow task assignments for select resources without bookings if "Users available for assignment to a project" is booked users.
Details ...
Round time entries to the next highest six minutes
Additional option for rounding time entries.
Details ...
Reporting Wizard
With this release, OpenAir is excited to introduce new reporting wizard functionality. The new OpenAir reporting wizard transforms traditional report building into a guided step-by-step report creation process. Users will be guided through a tabular process for creating both summarizing and listing reports. Tabs are separated by the different stages of report creation. For summarizing reports, the first tab is the "Required" tab, which contains data and time frame selection necessary before being able to run the report. Summarizing reports also contain additional tabs that are optional (Subtotals, Details, Filters, Output, Advanced, and Outline). For listing reports, tabs include Data, Filters, Output, and Outline.
Once a report has been run, the report can be re-run, modified or saved from the report results screen. If users wish to click on the "Modify" link, they will be brought back to the wizard to make modifications. If users click on the "Save" link, they can type in the desired report name and click the "Save as" button.
For more information on the reporting wizard, please contact OpenAir Support.
Once enabled, navigate to Reports from the main dropdown menu.
Getting started page
When first navigating to the Reports area, users are brought to the Getting started page. The Getting started page, gives users visual insight into each type of report as well as sample videos. If users do not want to see the Getting started page each time when navigating to reports, they can uncheck the option "Make this page my Reports start page." within the page.
Summarizing Reports
Summarizing reports allow users to report on data totals over designated time frames, subtotal as appropriate, include additional detailed information and leverage filters. To create a summarizing report, navigate to Reports > Summarizing Report.
Tabs:
Required: Data values and time frames are available for selection. Data and a time frame must be selected before running the report. In the Data section, in order to narrow down the list of data values, users can type in keywords to find a specific value.
Subtotals: Data can be grouped by different items. For example, timesheet hours can be displayed and grouped by customer or project.
Details: Additional detail information can be included based on any data value or subtotal value.
Filters: Filters can be selected to limit the items that are included in the report. For example, a filter can be applied such that the report will only include data for certain customers.
Output: Additional options for the report display can be configured.
Advanced: Advanced options can be selected for the report. Advanced options include the ability to designate the denominator value for utilization data and download to pivot table file format.
Outline: A preview of the data and options that have been selected for the report can be seen in the Outline view. The Outline view is dynamic such that if a data value or a selected option has been modified, the outline will update in real-time.
Listing Reports
Listing reports provide the ability for users to look at detailed information for a specific entity (e.g. Project) in a simple list view. To create a new listing report, navigate to Reports > Listing reports and choose the appropriate entity to report on.
Tabs:
Data: Data values and time frames are available for selection. Data and a time frame must be selected before running the report.
Filters: Filters can be selected to limit the items that are included in the report. For example, a filter can be applied such that the report will only include data for certain customers.
Output: Additional options for the report display can be configured.
Outline: A preview of what data and options have been selected for the report can be seen in the Outline view. The Outline view is dynamic such that if a data value or a selected option has been modified, the outline will update in real-time.
Pre-builts
Pre-built reports in OpenAir are pre-defined reports that can be run as is or configured with different data selections and display options. Pre-built reports can be found by navigating to Reports > Saved reports > Pre-built.
New reporting values in Project billing transactions detail report
In this release, OpenAir enhanced the detail reporting capabilities with the additional option to report on the "Quantity" field associated with project billing transactions in the Project billing transactions detail report. For example, if expense items or products have been billed via expense item or purchase item billing rules, the resulting quantity number for each transaction can be identified in the report.
How to report on "Quantity" and "Unit of measure" in Project billing transactions detail report:
- Users with the appropriate role privileges navigate to Reports >Detail >Projects > Project billing transactions.
- Under "Options" for "Report layout," click "Create."
- Select "Quantity" or "Unite of measure", click "Add selected" and click OK.
- Run the report.
Configure customized email notifications
Within the OpenAir application, there are many events that can occur where it may be beneficial to send an email notification to a user. For example, when a user is assigned to a task within a project, the project manager may choose to notify the user of this assignment. Or, if a booking has been created for a resource on a project, the booked user may be notified of the booking. In some cases, it may be beneficial to send a notification based on specific criteria. It may also be helpful to send the notification to select users as well as customize the body of the email to include additional information about the event.
With this release, OpenAir has extended its existing email notifications functionality. Within each application setting, there is a new Notifications area where the criteria, recipients, and email body can be configured. For example, a notification may be configured such that a new booking notification will only be sent to the booked user if the booking type is set to "Requested". In addition to configuring the criteria, users can be selected as recipients of the email. The email body can be customized to include additional text as well. Multiple notifications may be configured.
To enable customized email notifications, please contact OpenAir Support.
Note: This functionality is only currently available for events that are created via the UI.
Note: If leveraging the new customized email notifications, the current existing standard email notifications may be suppressed. Please contact OpenAir Support to suppress these notifications.
How to configure a customized email notification (example):
- Users with the appropriate role privileges navigate to Administration > Application Settings > Resources Settings > Notifications > New > Booking created notification.
- In the "Send a notification..." section, select either "When these conditions are met".
- Select "Booking type", "includes", and then "Requested".
- In the "Notify" section, select the appropriate users that should be emailed. External email addresses can also be included.
- In the "Email message" section, custom messages can be included in the body of the email as well as any available built-in fields found in the dropdown.
- Click Save.
Note: Customizable email notifications are available in Application Settings for Expenses, Invoices, Projects, Resources, and Timesheets.
Default form field values for additional forms
In the March 2008 release, OpenAir first introduced the ability to set form defaults for new projects and tasks. This functionality has since been extended to timesheets and invoice charges with additional releases. The ability to set default values allows users to prepopulate forms with values that are commonly used.
Form default values can be defined for individual roles or applied to all roles. For example, an Administrator can set the default values that a project manager can see and they can be different than the values a user sees. Project managers can see default values pertinent to the project management role just as a user might see default values that were applicable to the user role.
With this release, OpenAir has further extended the default form values functionality to include the ability to set defaults for the following forms:
Booking
Milestone
Phase
Billing rules
- Time billing rule
Revenue recognition rules
- % complete rule
- As billed rule
- Expenses rule
- Fixed amount on date or milestone rule
- Fixed amount on % complete rule
- Incurred vs. forecast rule
- Tome project billing rule
How to set form defaults on new forms:
- Users with the appropriate role privileges click on the "Set form default values" link in the tips section at the bottom of the New form.
- Use the dropdown to select a role.
- Enter the default information. Click Save.
- Once default values are defined, users will see them when creating new items.
Override task assignment restrictions for select users
Companies who leverage both bookings and task assignments will often require their users to be booked to the project prior to being able to create a task assignment for them. As such, the setting "Users available for assignment to a project" is typically set to "Booked users". This option enforces a restriction such that users cannot be assigned to a task unless they have a booking for that same project. Once the user has been booked, they will then be visible in the Assignments dropdown within a task. The setting can be found in Administration > Application Settings > Projects Settings > Other settings.
Although it is beneficial to enforce the restriction to allow for task assignments only for booked users, it is at times necessary to book a specific user or generic resources to a project without the need to create a booking for them. With this release, we have added the ability to designate certain users or generic users that can be excluded from this restriction. Users who have been designated will be able to be assigned to a task without having a booking for that project.
How to override restrictions:
- Users with the appropriate role privileges navigate to Administration > Application Settings > Projects Settings > Other settings.
- Check the option "Enable support for select resources to always be available for assignment to a project" and Save.
- Navigate to Administration > Global Settings > Custom fields.
- Under the "New" dropdown, select "Custom field". Under the "Add a custom field to" dropdown, select "User" and under the "Type of field to add" dropdown, select the "Checkbox" type of custom field. Select Continue.
- In the "Field name" box, enter "resource_always_assignable" and fill in the "Display name". Fill any other necessary fields and click Save.
- To designate a resource, navigate to Administration > Users > [select a user] > Demographic. Check the custom field and save.
- To designate a generic resource, navigate to Administration > Application Settings > Resources Settings > Generics > [select a generic resource] > Demographic. Check the custom field and save.
Round time entries to the next highest six minutes
Time entries can be entered on a timesheet in different increments. For billing purposes, it may be necessary to round these time entries depending upon contractual agreements.
For additional granularity, OpenAir now allows for the option of rounding time entries to the next highest six minutes. For example, if a user enters a time entry for 0.25 hours, the time entry will be rounded to 0.3 hours when the timesheet is saved.
To enable the ability to round time entries to the next highest six minutes, please contact OpenAir Support.
Suggestions, problems, or questions?
Contact us at support@openair.com. We take pride in the outstanding care we give our customers. Please let us know how can we improve your experience with OpenAir. |
