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Ad Hoc Reports

Create Ad Hoc Reports by utilizing the options


and features available within the Ad Hoc Report
Builder.

Ad Hoc Reports: Ad Hoc Report Builder List


As an administrator, you can access the Ad Hoc
Report Builder, which is located within the Reports/
Analytics area of your SuccessFactors instance, and
describe the columns in the list. The Ad Hoc Report
List displays all of the reports that have either been
created by you or shared with you by other users.
From this view, all Ad Hoc Report Builder actions can
be initiated.

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1 Report Name

Displays the name of the report as defined during


report creation.

2 Report type

Displays whether this is a single, multiple, or cross


domain report.

3 Domain

Displays the module or the source data for the report.

4 Owner

Displays the report creator. For shared reports, this is


the username of the person who shared the report with
you. For reports you create, this is self.

5 Creation Date/Last Modified [Date]

All columns are sortable by clicking on the column


heading. By default, reports are sorted by Owner then
Creation Date.

Spotlight: Accessing Ad Hoc Reports

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Ad Hoc Reports can be accessed by


selecting Analytics from the drop-down
menu. Click the Reporting link.
On the menu bar on the left side of the
screen, click Ad Hoc Reports.

2014 SAP AG or an SAP affiliate company. All rights reserved.

Ad Hoc Reports: Report Definition Types


As an administrator, you can create a report; select the
report type, and enter general information. Depending
on your system configuration, there may be three
possible report types when creating an ad hoc report.
Analytics > Reporting > Ad Hoc Reports

1 Single Domain

Allows you to query data from one Report Definition


Type and is the default report type option.

2 Multi Dataset Reports

Allow you to query data from two or more Report


Definition types. These reports do not join data
together, and the report results from each selected
Report Definition Type will appear on separate tabs in
the output.

3 Cross Domain reports

These reports also allow you to query data from two


or more Report Definition types, however, they join
data in the query from multiple Report Definition Types
using the USERID field. This information is displayed
in one output list.

Spotlight: Selecting Report Definition Types


The Create New Report screen only allows you to
select one Report Definition Type; to add datasets
or domains, you will do so in subsequent steps.

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Select a Report Definition Type to indicate


the high level data in the system on which
you would like to report.

Ad Hoc Reports: Creating a New Report


After you select the Report Definition Type, a new
window opens. Here, you will step through the process
of creating a new report.
Analytics > Reporting > Ad Hoc Reports

1 General Info

In the General Info tab, enter the Report Name and


Description.

2 People

In the People tab, define the team or the scope of user


data to appear in your result list based on your line of
sight.

3 Data Sets

The Data Sets tab will only display if you have


selected one of the Report Definition types that uses
Data Sets. Select one or more data sets to include in
your report.

4 Columns

The Columns tab is used to select the columns of


data to be displayed in the report. The Select Columns
screen is organized first by All Columns then by
subsets of data from the report type and data set (if
applicable).

5 Filters

Spotlight: Line of Sight


In SuccessFactors, line of sight is a term used to describe the scope of user data that you are able to view.
Your line of sight depends on a combination of things. It may be based on your relationship to other users
as defined in the User Data File; for example, a manager/employee relationship. Or, it may be based on
permissions to see data outside of your current line of sight. NOTE: A single user may have several lines of
sight depending on their setup in SuccessFactors.

The Filters tab provides multiple options for filtering


data. The two main choices are Filter By My Selection
and Filter By Rule. Each of these options can be
customized.

2014 SAP AG or an SAP affiliate company. All rights reserved.

Creating a New Report: Step by Step

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People Tab

Analytics > Reporting > Ad Hoc Reports

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Click Refine Criteria to select the groups of people to be included in the


report results.
Select the Team Manager. Choose Logged In User to share the report so
that others can run and view the information as it pertains to them.
Select the Team Reporting Type on which to report.
Team View displays data for users within the team managers hierarchy.
HR View displays data for users who have been assigned to the team
manager as HR Reports.
Detailed Reporting Rights is used to view data outside of a users current
line of sight. Additional reporting rights must be granted to use this option.
By default, the user data returned in the report includes only active users. To
include data for inactive users, click the Include Inactive Users check box.
Click OK.

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Data Sets Tab

Analytics > Reporting > Ad Hoc Reports

Click Select Template to select the data sets to include in the report.

Click the check boxes to make your selections and click OK.

Creating a New Report: Step by Step


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Columns Tab

Analytics > Reporting > Ad Hoc Reports

Filters Tab

Analytics > Reporting > Ad Hoc Reports

Click Select Columns.

Click Refine Criteria to refine the scope of the report.

Click the check boxes to select the columns to be included in the report
table.

Click on a filter link and select the filters to be defined.

Click Done after the columns have been selected.

Select Filter By My Selection to select criteria from the list of existing data
or select Filter by Rule to create rules to find data.

The columns are listed as they will appear on the report. To change their
order, click the Rearrange Columns link, then click the tread to the left of a
column name and drag and drop to a new location. When done, click OK.
To sort the columns, click the Sort Columns link and then click the Add
another sorting level link. Use the drop-down menu to select the column to
sort by. You may add more sorting levels, as needed. When done, click OK.

After the filters have been selected, click Done.

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To group columns, click the Group by link and then click the Add another
aggregate column link. Select the Aggregate Column and Function from
the drop-down menus and/or reorder the columns in the group by clause.
When done, click OK.

2014 SAP AG or an SAP affiliate company. All rights reserved.

Create Ad Hoc Reports: Viewing Report Results


Throughout the process of report creation, it is
recommended that the results are previewed often
and before adding numerous filters. This process can
help you see a subset of the results to ensure that the
report yields the intended results.
Analytics > Reporting > Ad Hoc Reports

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1 Preview Report

To preview the Ad Hoc report, click Preview.

2 Report Data

The first 100 rows of data in the report will be


displayed in the preview screen. Review the columns,
how they are ordered and sorted, and the information
contained within them to ensure the report is delivering
the expected results in the correct format. When done,
click Close.
NOTE: If presented with a Warning Pop Up, click
OK unless you have made changes to the reports
parameters. In that case, click Cancel and save the
changes before returning to the Ad Hoc Reports list.

2014 SAP AG or an SAP affiliate company. All rights reserved.

Ad Hoc Reports: Running Reports


Report actions are accessible from the Ad Hoc
Reports list. Report viewers and creators can generate
reports either online or offline.
Analytics > Reporting > Ad Hoc Reports

1 Running Online

Running online produces the file immediately, but


it may take several minutes to produce the output,
depending on the size of the file. When Run ondemand is selected, the report is shown on screen.
While the report generates, you cannot navigate to
other areas of the software.

2 Running Offline

Running offline gives you the flexibility to attend


to other activities while the report processes in the
background.

Spotlight: Report Results


To run the ad hoc report:
1. Click the drop-down menu next to the report you
wish to view and click Run Report.
2. You can run the report, select to download the
report as a CSV file, or export the report to an
Adobe PDF, Microsoft Excel or PowerPoint file.
3. Click Generate Report.
4. When Run Online is selected, you can click the
buttons at the top left hand side of the page to
download the report to your computer.
5. When done, click Return to Reports.

2014 SAP AG or an SAP affiliate company. All rights reserved.

Ad Hoc Reports: Sharing Report Definitions


Report definitions can be shared with other employees
in the organization so they can run the report from
their Reports List.
In order for a person to view a shared report, the
following must both be true:
The person must have Run permission for the
shared report type, and
The report must be shared with the person.

Analytics > Reporting > Ad Hoc Reports

1 Quick Search

Quick Search enables you to search for a person by


name. Be sure that the person has the right to review
the report definition type you are sharing.

2 Advanced Search

Advanced Search allows you to enter additional


search criteria to find individuals in the system.
NOTE: When you share report definitions, you are not
sharing your data access. Each user only sees what
they have permission to see based on their role or
administered rights and the report definition.

Spotlight: Sharing a Report


To share the ad hoc report:
1. Click the drop-down menu next to a report and
click Share.
2. Use Quick Search or Advanced Search to find
the people with whom you wish to share the report.
3. Click the checkbox(es) to select individual(s) and
click Share.
NOTE: If you wish to unshare a report, click the
Trash icon next to the name of the person in the
selected column.

2014 SAP AG or an SAP affiliate company. All rights reserved.

Ad Hoc Reports: Report Actions


Use the Ad Hoc Reports page to manage your reports.
Here, you can create a new ad hoc report from an
existing report, edit an existing report, delete a report,
and export and import a report definition.
Analytics > Reporting > Ad Hoc Reports

1 Save Existing Report As New Report

Use Save As to copy the report definition of an


existing ad hoc report that you created. This is useful
when you wish to create a similar report with different
filter criteria, or if you wish to create similar reports
with different lines of sight.

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2 Edit Report

Edit opens the report definition and allows you


to access any of the steps and settings you have
previously set up. When finished editing, save your
report before returning to the Report List. NOTE:
Editing a report that you have shared with others will
update the shared version immediately.

3 Delete Report

Delete allows you to delete a report definition. Deleting


a report that you have shared with others will delete
the report from their lists as well.

4 Export Report Definitions

Export is used to export your report definition, either


for version control or to share the definition offline
with a colleague. As you edit and update your report
definition, you overwrite the report each time you save
a change. By using export, you can download copies
of the report definition.

2014 SAP AG or an SAP affiliate company. All rights reserved.

5 Upload Report Definitions

If you have a downloaded report definition, you may


upload it into the Report List using Upload Report.