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Creating a Report (Report Wizard)

The Report Wizard is an easy and fool-proof way to create a fully customized report since the wizard walks you through each step of the process. The wizard generates a comprehensive report and allows you to select both primary and secondary reporting options, group report findings by categories, customize the display of the report, and print the report as either a PDF file or Excel spreadsheet.

Reports0

A

Navigation Toolbar

Click on Reports to display a menu, and then select Reports to display the Report Browse screen.

Note: If Reports is not in your Navigation Toolbar, you do not have any Reporting permissions.

B

New Report Types button

Click to display a menu, and select Regular Report to launch the Report Wizard.

Note: Based on your user permissions, the New Report and Advanced Report buttons may display instead of the New Report Types menu.

 
Step 1: Read Welcome Screen
Report Wizard1

A

Next button

Click to proceed to the next step of the Report Wizard.

 
Step 2: Select Report Type

Report Wizard2

A

Primary list

Select the primary type of report you want to create: Company, Contract, Project, or Request.

B

Secondary list

Make a selection in the list only if you want to create a very narrow report since the items in this list correspond to the system fields, additional fields, and linked items (e.g., Documents, Events, Tasks) in a Contract or Company Profile.

Note: Clauses is a secondary option that allows you to report on the clauses stored in your Clause Library. The report will contain the clause text, type, and revision number, as well as whether or not the clause reflects the standard contract language and whether or not it is the latest version.

C

Report Name field

Type in a descriptive name for the report.

D

Report Group list

This field is automatically populated based on the selection you make in the Primary list. Change the report group, if desired, to another option in the list. The options reflect the report groups currently displayed in your Report Browse screen.

E

Description field

Provide a description of the report, if desired.

Note: If the text you enter exceeds the viewing area of the field, click the Expand link to display a window that will allow you to view the text in its entirety.

F

Next button

Click to proceed to the next step of the Report Wizard.

 
Step 3: Select Report Fields

Report Wizard3

A

Field Selection list

Double-click on a field to add it to the report and display the field in the Fields Selected list. To display all the available categories, scroll through the list, or click on the  icon to collapse a category.  To expand a category, click on the  icon.

Note: The list of available fields includes (1) the fields in the default Profile screen of the Primary entity selected (2) any additional fields added the Profile screen for the Primary entity selected, and (3) the fields in the single-use dynamic form for the Primary entity selected. A single-use form is a dynamic form that can only be added to a Company, Contract, or Project Profile once.

B

Reorder option

If you want to change the order of the columns in the report, click on the field you want to move until the Icon Selected Row prompt displays, and then drag and drop the field to the desired location.

C

Delete icon

If you want to remove a selected field from the list, click on its Icon Delete icon.

D

Next button

Click to proceed to the next step of the Report Wizard.

 
Step 4: Group Report Fields

Report Wizard4

A

Group Selection list

Locate the field that you want "grouped" on the report (e.g., Company Name), and double-click on it. Currently, you can only group by one field.

Note: In the PDF version of the report, the data for a grouped field appears once, as a distinct header. In the Excel version, data for a grouped field appears in succession in the report.

B

Group Selected list

The "group by" field displays in the Group Selected list. Click the Icon Delete icon if you want to remove the field from the list.

C

Next button

Click to proceed to the next step of the Report Wizard.

 
Step 5: Select Order of Report Fields

Report Wizard5

A

Order Selection and Order Selected lists

  • If you want to change the order of the columns in the report, as defined in Step 3, double-click on each field in the Order Selection list in the appropriate order to define the display of data in your report. The final order of the fields appears in the Order Selected list.
  • If you do not want to change the order of the columns in your report, simply click the Next button and proceed to Step 6.

Note: You can also move a field in the list by clicking on it, and then dragging it upward or downward in the list.

B

Next button

Click to proceed to the next step of the Report Wizard.

 
Step 6: Edit Column Heading Size

The Novatus system automatically makes the size of all your report columns equal by taking the number of fields and dividing it into 100. For example, if you select 10 fields to display in your report, the system will allot 10 spaces (or 10%) to each column heading. In this step, the Report Wizard allows you to adjust the size of each column to accommodate either the heading or the field value.

Report Wizard6

A

Report Column Width field

If you want to change the width of any report field, double-click inside the field and simply type over the existing value. The total width of all fields must equal 100.

Note: If you used the grouping option, the field you chose as the group displays a zero (0) in the Column Width field.

B

Report Column Header

If you want to change the name of the column heading in the report, double-click inside the field to activate it, and simply type over the existing text.

C

Next button

Click to proceed to the next step of the Report Wizard.

 
Step 7: Set Aggregate Values

A

Field options

Review the available fields that can be aggregated or calculated. Record count is a standard field that displays for all reports.

B

Aggregate check box

Select a check box for the field whose data you want to aggregate or perform a calculation. The options for each field are:

  • Sum - calculates a total of all values in the field.
  • Avg. - calculates the average of the values for the field.
  • Min. - displays field values in ascending order (minimum to maximum).
  • Max. - displays field values in descending order (maximum to minimum).

In the example above, the Sum check box for the Record Count field will display the total number of records in the report at the end of the report.

C

Next button

Click to proceed to the next step of the Report Wizard.

 
Step 8: Add Data Filter

Report Wizard8

A

Show All Records check box

Select if you want to show all the records and not use the Filter option. Click the Next button and proceed to Step 9.

B

Add Filter button

Click if you want to add a filter to the report. A filter will refine the data in your report and provide only the information in which you are most interested.

Note: You can filter by a field that is not included in the report, and you can add more than one filter to a report.

Note: If the filter for a report is a date, the options are:

  • Before - select a date in the Value field to filter items prior to a specific date.
  •  Onselect a date in the Value field to filter items on a specific date.
  • Afterselect a date in the Value field to filter items after a specific date.
  • Is Null -  filters by items whose date field is not populated.
  • Not Null - filters by items whose date field is populated with any date.
  • Greater than today + (x) days - filters by a flexible future date.  For example, if today is March 31, 2017 and you want to filter by dates from April 1, 2017 – June 30, 2017, you would enter 91 in the Value field since there are 91 days in those three months, and the date greater than today is April 1, which is a day included in the 91-day timeframe.
  • Less than today + (x) days - filters by a flexible past date.  For example, if today is January 1, 2017 and you want to filter by dates for the previous year, you would enter 365 in the Value field since there are 365 days in a year, and the date less than today is December 31, which is a day included in the previous year.

C

Field list

Select the field you want to use as the filter. All of the available fields are provided in the list. Click the Icon Delete icon to remove a selected field.

D

Condition list

Select a condition for the field you selected. The conditions in the list will vary, depending on the filter selected in the Field list.

E

Value field or list

Enter or select the value for the field and the selected condition. The value may be a date based on your selections.

F

Next button

Click to proceed to the next step of the Report Wizard.

 
Step 9: Save Report

Report Wizard9

A

Finish button

Click to exit the Report Wizard and display the Report Browse screen.

Important: After exiting the Report Wizard, you can generate and preview the report (as a PDF file or an Excel spreadsheet) from your Report Browse screen.

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