Introduction

Below we describe how reports can be used in Yesplan.

‘Reports’ consist of two parts, namely:

We distinguish between two types of reports:

All templates are provided by Yesplan. We offer a catalogue of default reports; it includes information, specifications, possible parameters, etc. regarding these default reports.

If your organization needs customised reports, please contact your account manager.

Tip: Show More Detail

The list of report templates and generated documents is displayed as compactly as possible by default. You can see more details of each file by clicking on the list icon at the top of the list.

Adding Report Templates

A report template is a file with the extension .jasper that contains information about the structure and layout of the report. You can download report templates from the catalogue of default reports onto your computer or they can be delivered by Yesplan.

You add templates for general reports in the reports finder and you add templates for reports for events in the event inspector. Please note that you can add a template for reports for events to any event. Afterwards it will be available for every event.

Open a report window to add a template. At the bottom under the left column click on “Add a template” and choose the report template on your computer. Confirm this by clicking on “Add”. The report template is now available in Yesplan.

Tip

You can also drag the file from Windows Explorer or Finder on OS X to the “Choose File” button.

In the details view (see “Tip: Show More Detail”) you’ll see the name of the template, who uploaded it and when it was uploaded.

Generating Documents

The information in a generated document is a snapshot of the information that is present in Yesplan at that moment. The file has the extension .pdf or .xlsx.

If you see the “Generate” button next to the name of a report template then the report can be generated immediately with requiring you to enter extra information. Click on the button and the generated document will appear in the right column.

If you see the “Generate…” button next to the name of a report template then you must enter some extra parameters (such as start date and end date) before you can generate the document. Click on this button, enter the required parameters then click on the (blue) “Generate” button under the list of parameters. The document will appear in the right column.

To see all documents that were generated based on a certain template, click on the “Show generated” button (in the left column).

In the list of generated documents (right column) you see the name of the user who generated the report and when it was generated. Under the details view (see “Tip: Show More Detail”) you can delete the document, add a description or determine with whom the document is shared. You can also find a link to the generated document (“Copy Link”), for example to share the link with others, and you can determine whether the file is accessible externally or not.

Attention

By default, attachments and other files saved in Yesplan can only be accessed by people who have a Yesplan username and password. The files can also be made accessible externally. In that case, everyone who has a link to the file can open the file without signing into Yesplan first.

Automatically Deleting General Reports

General reports – reports that were generated in the reports finder – are automatically deleted after six months. For all clarity: this is not the case for reports that are generated in the events inspector.

If you want to retain a certain report for an indefinite period, you can indicate this per generated document. You do this by clicking on “Do not delete automatically”.

Of course you can manually delete a generated document at any moment.

By deleting a generated document you only delete the snapshot. Based on the report template you can generate a document again to obtain an updated version. Deleting a report template is always definitive.

Setting Report Parameters

What Do Parameters Do?

A report template is a file that contains the structure and layout of the report. When generating the document this template is filled with the data that is present in Yesplan at that moment.

You don’t usually want to see all data in Yesplan on a report, only some of the data. Parameters determine which data is seen on the generated document based on characteristics that must be met.

For example, you want a summary of all confirmed concerts within a certain period.

When generating the report these characteristics will be taken into account. Only events that satisfy these parameters are displayed in the generated document.

Settings for Parameters

Parameters are determined in the report template. The parameters are given a default label via this template. Each parameter has a comment field. You can change the label of a parameter and – if desired – add a comment.

To manage the parameters, expand the list of report templates first so that you see more details of each report template (see “Tip: Show More Detail”). Then click on “Inspect” under the report template to open the inspector.

On the “Parameters” tab you’ll see the list of parameters for that template. If you have permissions, you can edit the values.

The name of the parameter and the description can be edited by double-clicking on it or by clicking on the pencil icon that appears when you hover the cursor over the name. If you empty the name of the parameter then the default name will be used. If you empty the description then you won’t see a description next to the parameter.

There is an eye icon next to every parameter. The eye offers two possibilities (by clicking on it you switch between):

Please note that making parameters invisible prevents users from filling in these parameters after clicking on “Generate…” next to the template. When sharing the report template you must set the permissions to the desired level if you want to prevent users from adapting the parameters in the report template inspector (by clicking on “Inspect” in the list). See “Sharing reports” for more details about limiting the possibilities of certain users.

Default Parameter Types

All parameter types, except date input fields and yes/no fields, exist in two variants. You can only enter one value for the first variant but you can enter one or more values for the second variant.

Once you have entered several parameter values you can adapt the order by grabbing a certain value and dragging it. You delete a value by clicking on the delete button (a ‘-’ symbol) to the right of the value.

Start Date and End Date

These parameters determine for which period events are displayed in the generated document. It’s best to leave these parameters visible; that way the dates can be edited when generating the report. When entering a date you can use the date picker.

This field cannot be empty.

Statuses

This parameter limits the list of events to a list with the given statuses. Select one or more values from the drop-down menu or select them all (with “Select all”).

This field cannot be empty.

Profiles

This parameter limits the list of events to a list with the given profiles. Select one or more values from the drop-down menu or select them all (with “Select all”).

This field cannot be empty.

Locations

This parameter limits the list of events to a list with the given locations. In this parameter field enter the locations that you want to see in the generated document. Select one or more values from the drop-down menu or select them all (with “Select all”). You can change the order of the locations by dragging them; they will appear in that order on the generated document.

This field cannot be empty.

Resource Roles

This parameter limits the list of resources to a list with the given roles. Select one or more values from the drop-down menu.

This field cannot be empty.

Resource Types

This parameter limits the list of resources to a list with the given types. This parameter determines which resource types are displayed in the report. Select one or more values from the drop-down menu.

This field cannot be empty.

Contacts

This parameter determines which contacts are displayed in the generated document. Select one or more values from the drop-down menu.

This field cannot be empty.

Contact Labels

This parameter limits the list of contacts to a list with the given labels. This parameter determines which contact labels are displayed in the generated document. Select one or more values from the drop-down menu.

This field cannot be empty.

Event Labels

This parameter limits the list of events to a list with the given labels. This parameter determines which event labels are displayed in the generated document. Select one or more values from the drop-down menu.

This field cannot be empty.

Human Resources

This parameter determines which human resources are displayed in the generated document. Select one or more values from the drop-down menu.

This field cannot be empty.

Teams

This parameter determines which teams are displayed in the generated document. Select one or more values from the drop-down menu.

This field cannot be empty.

Yes/No Fields

This parameter allows you to manage the behaviour of the report. You can show or hide certain things or, depending on certain conditions, you can display certain things differently.

This field cannot be empty.

Text Fields

This parameter allows you to enter the text of your choice.

Query

This parameter allows you to compose your own query.

For example, the query contact:label:volunteer + contact:label:VIP will result in all contacts with the label ‘volunteer’ and all contacts with the label ‘VIP’.

You can also test a query as a report parameter. To do this, click on the “Test” button. This opens the finder, which allows you to check the results interactively. If you adjust the query in the finder then this query will be copied in the parameter field when closing the finder.

You can find more info in the query language manual.

Advanced Parameters

Title

With this parameter you can edit the title in the header of the generated document. Please take into account the amount of space allotted for the title. You should test this before closing this parameter for users.

This parameter field is a text field where you enter the URL (the internet address of the file) of the desired logo. Logos from your own organisation are often found in Yesplan as an attachment under Contacts. Follow these steps to add a logo to your report:

Make sure that the resolution of your logo is high enough. Test this and, if required, upload a different logo or place a high-resolution logo on your own web server.

YP_LOCAL_STRING

This parameter ensures that dates and numbers are printed in the desired language.

For example:

A few frequently occurring codes:

Code Language (Country)
da-DK Danish (Denmark)
de-DE German (Germany)
en-US English (US)
es-ES Spanish (Spain)
fr-BE French (Belgium)
fr-FR French (France)
it-IT Italian (Italy)
nl-BE Dutch (Belgium)
nl-NL Dutch (the Netherlands)
pt-PT Portuguese (Portugal)

Contact support if you need a different language setting.

Prefix

Organizations that work with different sub-organizations can give their locations a prefix, for example “PIA_Auditorium”. To indicate that you only want to see “Auditorium” in the report, enter “PIA_” for this parameter field. Now only “Auditorium” will appear on the report.

Sharing Reports

Reports are shared with other users. When sharing reports you determine what other users can do with the report (view, edit or delete).

This differs from applying permissions for events, resources, prices, contacts and tasks. For these elements, permissions are mainly set under system settings, and that for every element with a certain owner. Reports are shared via the Reports tab by the owner (or by an administrator). In other words, report permissions are not determined based on the owner but by the owner of the report on a report-by-report basis.

The owner of a report template can share his/her template with other users. This always occurs directly via the template. The owner also decides what users can do with it.

For generated documents this is set via the report template (by the owner of the template), but this can be adapted per generated document (by the owner of the generated document).

An administrator has the same capabilities as the owner.

Sharing Report Templates

How and with whom a report template is shared is established in the report template inspector. You can open this by clicking on “Inspect” in the list with templates, under the details view (see “Tip: Show More Detail”). On the “Sharing” tab you’ll see a list of users or user groups.

In the left column you’ll see with whom the template is shared and what users can do with it: view, edit or delete. In the right column you’ll see how the generated documents will be shared initially (this can be adapted by the owner of the generated document, see “Sharing generated documents”).

When sharing, the owner can adjust the options (that allow viewing, editing or deleting), can delete a user or user group from the list (via the ‘trash bin’ icon in both columns), or can share files with additional user groups or users (by clicking on “Add User Group or User” at the bottom of the table).

When sharing the options are:

The owner (or an administrator) can choose to make a different user the owner of the report template by selecting “Make Owner” in the drop-down menu. In addition to ‘edit and delete’ the owner can also determine with whom the file is shared and what users can do with it.

Attention

Reports can be shared with users, but also with user groups. Users will always inherit permissions from the user group they belong to.

For example, in the table Jan has permission to view. But Jan also belongs to the Technicians user group and that group can edit and delete. As a result, Jan will be able to edit and delete the file since he acquires those permissions via the user group he belong to. This will be indicated in the table via a warning.

Please note that this way of combining permissions deviates from the permissions system for other Yesplan elements.

Tip: at the bottom of the table you can use the settings from a different report template via the action “Duplicate Permissions of Another Template”. You choose a different report template and the entire list will be replaced by a copy from the list of the chosen template. Please note: the owner of the template is not overridden. The user who was the owner in the duplicated template, will appear in the left column with the option “Can Edit and Delete”.

Sharing Generated Documents

How and with whom a generated document is shared is established in the generated document inspector. You can open this by clicking on “Inspect” in the list with generated documents, under the details view (see “Tip: Show More Detail”). On the “Sharing” tab you’ll see a list of users or user groups. Please note, the generated document will be shared with the users that are defined in the inspector of the template. However, the owner of the generated document is allowed to edit the default permissions and to share the document with additional users.

The user who generates the document will be the owner of that document. This can differ from the owner of the report template upon which the document is based.

In the list, rows that are copied from the report template are marked with a lock. If the settings for the relevant generated document were edited then the row is marked with an open lock. The owner of the generated document can add additional user groups or users to the list; these are not marked with a lock.

A row that is copied from the report template can be overridden via the action “Override”. This can be undone via the action “Revert to…” (this only appears after overriding).

When sharing the options are:

The owner (or an administrator) can choose to make a different user the owner of the generated document by selecting “Make Owner” in the drop-down menu. In addition to ‘edit and delete’ the owner can also determine with whom the file is shared and what users can do with it.

Attention

Reports can be shared with users, but also with user groups. Users will always inherit permissions from the user group they belong to.

For example, in the table Jan has permission to view. But Jan also belongs to the Technicians user group and that group can edit and delete. As a result, Jan will be able to edit and delete the file since he acquires those permissions via the user group he belong to. This will be indicated in the table via a warning.

Please note that this way of combining permissions deviates from the permissions system for other Yesplan elements.

Documents That Were Generated Before the Introduction of ‘Sharing’

The permissions system that is used for all other Yesplan elements was also used for report templates and generated documents before version 1.22 of Yesplan. When switching to version 1.22, the permissions for report templates were switched to the new system of ‘sharing’ but the permissions for already existing generated documents were retained (in accordance with the previous system).

These ‘retained’ permissions for the generated documents cannot be edited. You can decide, per generated document, whether to switch to the new system of ‘sharing’ (e.g. after verifying that this doesn’t have any adverse consequences), afterwards editing becomes possible once again.

You do this on the “Sharing” tab of the generated document inspector. You open this inspector by clicking on “Inspect” in the list with generated documents, under the details view (see “Tip: Show More Detail”). Click on “Show how the document would be shared” (the settings will be equated with the right column of the report template), evaluate the results then click on “Switch to sharing” to complete the task.

You can do this in one go for all ‘old’ generated documents of the same template.

You do this on the “Sharing” tab of the report template inspector. You open this inspector by clicking on “Inspect” in the list with templates, under the details view (see “Tip: Show More Detail”). If there are documents that still use ‘retained’ permissions then a warning will appear at the bottom of the table. Click on “Switch to sharing for all” to apply the settings as they are shown in the right column of the table to all the ‘old’ documents.

Take into account that switching to ‘sharing’ for those generated documents cannot be undone.