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Create custom reports using Query Builder

Updated in February- 2024 | Subscribe to watch greytHR how-to video

Generating customized reports can be important for providing specific, relevant, and actionable information to different stakeholders. It helps in analyzing data and identifying trends, strengths, weaknesses, opportunities, making informed decisions, improving organizational processes & strategies, and monitoring progress towards goals & objectives.

The reports also enable stakeholders to access information that is tailored to their needs, interests, and roles. You can even communicate important information in a clear and concise manner. Thus customized reports can improve collaboration, accountability, and transparency within your organization.

The Query Builder page in the greytHR Admin portal enables you to build customized reports. You can create improvised and user-defined reports using this feature. It helps you to retrieve any data stored in the application. The Query Builder page displays lists of the reports that you have created and saved in the past. If a report is available for all users, it reflects as Public on the list of report cards. 

You can create reports using various data points available in the application. There can be instances where a report of your choice may not be available in a single file due to the selected data points. We highly recommend you create multiple reports in such cases and manually combine them to get the report. 

To view the Query Builder page, click Reports > Query Builder.

Create a new custom report

To create a new report, perform the following actions:

  1. On the Query Builder page, click the Create Report button. A form opens. 

  2. In the Choose Fields section, from the Available Fields dropdown list, select the category you want to add to your report. A list of all the fields related to the selected category appears.

  3. Select the required field name and click ⇾ to move the selected field under the Output Fields section.
    Note: To move the selected field back under the Available Fields section, click ⇽. You can also click × against the selected field to remove the field.

  4. Click Next. The Sort Order section opens. 

  5. From the Output Fields section, select the fields one by one and click to move the selected fields.

  6. Click the or to arrange the fields as per your preferences.

  7. Click Next. The Filter Criteria section opens. 

  8. Under the Quick tab, from the Category Type dropdown list, select the required category. A list of all the relevant fields appears.

  9. Select the required category and click to move the fields to the right column.

  10. To create a custom category, click the Custom tab. You can use the custom options to create a custom filter, such as joined date, employee name, and employee number.

  11. Click Next. The Results section opens. 

  12. In the Report Title text box, enter the name of the report.

  13. In the Description text box, enter the description of the report.

  14. From the Employee Filter dropdown list, select the required option.

  15. Select the Accessible for all user checkbox to make the report accessible for all users.

  16. Select the Select users to allow them to edit the report checkbox, if necessary. 

  17. Click Export to view or download your report in Excel format.

  18. Click Save Report to save the new report. The new report appears on the Query Builder page.

Note: You can edit the report by clicking the report name. You can also delete a report using the Delete icon available next to the report name.

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