Custom reports
This article tells about:
- The main feature of Everhour reports;
- What a report consists of;
- How to filter and change information;
- How to export reports;
- FAQs about reports.
What is a report in Everhour
A custom report in Everhour is an array of columns, filters, groups and conditions that serve to show the time spent by your team. The main advantage of it is comprehensive customization: you can tailor the report to look like you want and show only that type of data that you need. You can give it an outstanding name and save to easily find later.
The report builder opens the layout filter where you see all available columns on the right, the structure of your report is in the middle, filters by date, project, member, etc. are on the left.
Report columns and layout
To create a report, go to Reports page and click on the green button on the right. It opens a report draft mode with 3 blocks.
On the right are all columns that you can add to your report structure. They show a different type of data, you can read a description on each column. This view, in turn, is divided into 3 blocks: attributes, metrics and custom fields.
Attributes stay for different values for which we show time, like a project name or a task title. Metrics show different types of time, e.g. for a certain period or total, remaining and overtime. Custom fields created in external tools show up as columns in the 3rd block.
To add a column to your report structure, click on it or drag it to the middle of the draft. This is possible to move columns up and down here, as well as show column attributes for some of them (with a gear icon). For example, if you add a task column, you can display its tags, id or project name when you wish to see it in a report.
Some of the columns are visible only to admins, while supervisors and members don’t see them. These are columns that show financial information: Billable and Non-billable time, Invoiced and Non-Invoiced time, Billable Amount, Cost, Profit, Budget.
There are 3 types of layout for each report. Plain is a simple array of columns and rows with data per line. With subgroups is used to make one or several columns as main and group other columns by it in the body. Timesheet is a classical tabular format where you have a column, a row, and a value.
Report filters
On the left side of the report draft, you can see different filters allowing to narrow down the data you want to see. The first filter is layout where you create a combination for your reports. Period, Projects and Members allow you to specify a certain date range for a report and show the particular project and member time in a report.
The Meta filter shows different types of metadata from your external management tools. An example of Meta is a tag, a task status, the name of a project section, the value of a custom field. For example, if you have 10 labels and want to show only those tasks, that have a particular label.
One more filter is called Formatting where you can create conditions to highlight your time, ex. if a user reported less than 7 hours a day.
Report settings allow you to customize a particular report for the entire team, no matter what settings they have in their profile. You can show subtasks time under the parent task title and display tasks without time but an estimate. Quickly enter your default rate and cost to see data in columns with financial info when you have no rates or cost entered for a member. You can also change the rounding for your report and how time and dates are displayed.
To quickly access some of the filters and sort data in a certain way, there are such choices as Filter, Sort and Columns on the left side of the report.
If you wish to change time directly in a report, click on a time sell to open an edit modal. Members can edit only their time, supervisors could edit time of others for projects they have access too, admins can edit anybody’s time.
When you track new time or change something in your project, like renaming a task or adding a new label, we usually update this information automatically after some time and this is enough to refresh the report.
If that does not happen, you can do a manual resync of tasks in a project where a change was made. Open your Projects > select a project > Resync Tasks. This is possible to make a resync for many projects at once by selecting them all. After that, go back to your report and refresh the page to see new information.
Share and Export a report
There is a way to share the same report among your Everhour team members by clicking on the Sharing filter. This saves your team’s time from making the same type of report. A member and supervisor can see only time from projects they have access to, and they don’t see any financial information. Please note, a member and supervisor are still not able to see budget columns in reports, even if they have access to project budgets granted by their Admin.
When you wish to save a report on your computer or send it to somebody outside of your team, click on Download. We give an option to export a report in CSV, XLSX or PDF. You can also send your report automatically on a weekly or monthly basis. You will only need to indicate the export frequency, day and time of export in the popped up window and your clients and colleagues outside everhour will be receiving your report with the updated info every week or month. Do not forget to hit Save after you make all the changes.
What else you should know
- If you estimate tasks that have no time reported yet, you should open the report settings located in the filters block on the left side of a report builder. You can check the option to show such tasks. Alternatively, select the period as Everything in your report.
- Our reports show the results with time only. Eg, if you have a task and there is no reported time, the title of this task will never appear in any report you build.
- A report with the same structure and period can display different data for different user roles. Admins could see all data in reports and use all columns. Supervisors and members can only see time from a project where they have access.
- If a project with time was archived, team members could see its time in a report. If a project from an external system with time was deleted, only admins can see the time from it in a report. Projects, created in Everhour, are permanently deleted with its all-time from all users.
- We don’t filter a report to show only billable/non-billable time (for now).
- There is a library with some templates that you can copy and use in your work. You can see this library on the left side of the Reports page.