Creating reports using run-time filters (beta)

Run-time filters allow practices to filter the data included in an Excel Report when it is created, without needing to create a separate saved View for each Partner, Manager or Custom Field value.

Available run-time filters can be configured as part of the associated Report Template. When a report is created, the relevant run-time filter values can be selected before running the report. For example, a Partner can create an Aged WIP report containing only the clients assigned to them.

Run-time filters can't be configured in the Create Report step of an automation process.

For detailed information, refer to Managing report templates.

How run-time filters work

When the beta is enabled, consider the following when configuring Report Templates and creating reports.

Report template settings

• Available run-time filter values: Partner and Manager filters only display active users. Custom Field filters display the available options for the selected field. You cannot enter your own values.
• Custom Fields: Only drop-down and user custom fields available for the selected View Type can be used as run-time filters.
• Capacity Planning: You can add run-time filters to Capacity Planning Report Templates, but you cannot use them when running reports from Capacity Planning.

Creating a report

When creating a report using run-time filters:

• Selecting run-time filters: You can select multiple values for a filter or use multiple filters together. For example, select two Partners to include data for both users, or combine a Partner and Manager filter to narrow down the results.
• Existing and filtered views: Run-time filters don't change existing saved Views or create new views when the report is run. When creating a report from a filtered list, any matching run-time filter values are automatically selected. Refer to Applying filters from the current list view below.
• Excel report data: Run-time filters are applied before the Excel report is created. Only matching data is included in the Report tab of the Excel report. For example, if you select a Partner, the Excel report will only include data for that Partner. However, the selected filters aren't displayed in the Excel pivot table filters. If the report is refreshed, the selected run-time filter data is retained and applied again.
• Advanced settings: When the beta is enabled, the Create Report drawer includes a new Advanced section, which is collapsed by default. Expand this section to access additional settings, including Views, View Type, Include All Columns, and Opening Balance, where available. 

Available run-time filters

The run-time filters available for a Report Template depend on the View Type selected in the template. Only filters supported by that View Type can be configured.

The table below outlines the supported View Types and how each filter applies to the report data.

Configuring run-time filters on a Report Template

Run-time filters are set on the Report Template by a user with Templates permission. The run-time filters selected determine which filters users can select when running reports.

1. Select Knowledge, and then select the Templates tab.
2. Select the Excel Report Template you wish to add the filters to. The Spreadsheet drawer opens.
3. Expand the Filing section.
   Ensure Merge Names and Excel Report are already enabled.
   
4. Select one or more options from the available run-time filters.
   
5. Repeat for any additional supported View Types and Views configured on the template, where applicable.
6. The selected run-time filters will be available as selections when creating the report. If no run-time filters are configured, the Report Template continues to use its existing View-based filtering.

Creating reports using run-time filters

For practices with the beta enabled, when a user with Create Reports permission creates a report, they can select the filter values they want to apply, without needing separate saved views for each Partner, Manager, or Custom Field value.

If you're creating a report from a filtered view, the View's filters are also applied. See Using filters from the current View for more information.

To create a report using a run-time filter:

1. From FYI, select + and then Report. Alternatively, use the R keyboard shortcut from the workspace.
2. In the Create Report drawer, select the Excel Report Template.
3. Select or change the run-time filter values, where required. You can select multiple values within a filter or combine different filters. Leave a filter set to All if you don't want to apply any additional filters for that field.
4. Review the Output and Filing settings. These are populated from the selected template, where applicable.
5. Expand the Advanced section to change the report's View Type, Views, Include All Columns or Opening Balance settings, where applicable. Changes apply only to the current report and don't update the template.
6. Enter a descriptive report name that identifies the selected filters, for example, Aged WIP - Olivia Williams (Adelaide). Run-time filter selections aren't automatically displayed in the report name or Practice Activity.
7. Review the report details and select Run.
   The report is generated using the selected filter values and the applicable View conditions.
   

An entry is added to Practice Activity when the report is requested, and a notification is sent when the report is available. For detailed information, refer to Creating reports from Excel report templates.

Applying filters from the current list view

When creating a report from a filtered Clients, Jobs, Tasks, Documents, Time or Invoices list, matching run-time filters are automatically pre-filled with the values from the current list.

For example, if you have filtered a Time list to a Job Partner, this partner is automatically selected when you run a report with a matching Job Partner run-time filter.

When the report is run from the filtered list view, the following applies:

• Matching filters: Only filters that match the Report Template's run-time filters are pre-filled. Other run-time filters remain set to 'All'. A message displays above the filters, for example, "Pre-filled from your Jobs view".
• Changing filters: You can change the pre-filled values, add other filters, or select Clear to reset all pre-filled filters to 'All'. Changes don't affect the original list.

Changing advanced report settings

As part of the Run-Time Filter beta, the Create Report drawer has also been simplified. Particular fields have been moved to an Advanced section. This section is collapsed by default and contains additional settings that are usually populated from the selected Report Template.

Depending on the report, these settings include:

• View Type
• Views
• Include All Columns
• Opening Balance

Expand the Advanced section when creating a report to review or change these values for the current report. If a setting changes another field, FYI updates the dependent options as applicable.