Traktip - Reporting on Tasks

It’s time for another Traktip! Please note that as of version 15.7, Issuetrak no longer requires Queries to run reports. If you're using any version prior to 15.7, please follow the Query steps, otherwise, users with 15.7 and above can skip that section. 

Tasks are a huge part of Issuetrak. You use them for process management and for all your workflows. You already get multiple methods of knowing when you have tasks available to be completed, but as a manager, you may want more than just the Dashboard snapshots of which tasks are open.

We’ve had several customers ask us about the best way to get an email “reminder” each week to know what tasks are open. The best way to do this is through a scheduled report set to go out weekly. You would need to use the Report Writer to create both a query and a report specifically geared to tasks.

Creating Queries Specific to Tasks

For users utilizing version 15.6 or older, this example will give you specifics on how to create a Query designed to pull all open tasks. Only a user with the permission “Can add, edit, and run Report Writer Queries and Reports” can use the Report Writer.

You’ll first need to create the Query to pull all the open tasks.

1. Navigate to Reports > Report Writer > Queries
2. Click New
3. In the Data Set dropdown, select “Issues/Available Tasks”
4. Select the fields you want to appear. At a minimum, you’ll likely want:
1. Issue Number
2. Task Assigned To
3. Task Title (User defined) and/or Task Title (Pre defined)
4. Task Completed On
5. You may consider additional fields such as Issue Type, Subtype 1, Subject, and/or Substatus. These provide extra pieces of information that might be helpful. A field must be included at this stage of the query if you want it to appear on the report.
6. Once you have your fields selected, click Next
7. In the Field dropdown, select “Task Completed On”
8. In the Condition dropdown, select “Is Blank”
9. Click “Save Filter Expression”, then click Next
10. Give your Query a name, then click Finish

Creating Reports Specific to Tasks

Now it's time to create your report! Again, users with version 15.7 or newer can skip to this section and do not need a Query and can follow these steps. If at any point you get confused or stuck, please reach out to our Technical Support team.

1. Click on Reports from the left menu.
2. Click New Report at the top of the Reports list that is displayed.
3. Name your report something descriptive so that you can easily find it again.
4. (Optional) Provide the Report Title that will appear on the report results.
5. (Optional) To share the report, check the box next to Share. Use the type-ahead field and magnifying glass button to add users that will have access to this report.
6. (Optional) Set a description for your report to explain the purpose or context of this report.
7. Broadly define the data scope.
   1. Choose the Data Set you want to gather information from.
   2. Drag and drop the fields you want this report to display in order from the list on the left to the box on the right. (To remove fields, drag and drop them back into the lefthand list.)
8. You can choose to:
   1. Save & Run - Immediately run the report and see the results.
   2. Save & Exit - Save the report and go back to the initial Select Report screen.
   3. Click Next to continue to the Create a Report screen and fine-tune your report with filters and formatting. (Continue to step 7.)
9. (Optional) Narrow the data scope.
   9. Beneath the Filtering header, define any filters to limit the scope of data in the results.
      1. The left dropdown menu lets you select the field to filter by.
      2. The right drop down menu lets you select the condition to filter the field.
      3. The Filter Logic field allows you to define a Filter Statement that combines the filters in the way you want.
10. (Optional) Under the Sorting and Grouping header, you may choose to sort or group your data. In order to do this, use the dropdown menu to select a field that you want to sort or group data for, then click Add.
    1. 1. A line item will appear for the field you selected. You may now choose the sorting direction, whether the data is grouped by this field, and whether the Header or Footer is present. Additionally, you can choose the order that these fields appear on the report using the up and down buttons, or click the X button to remove the line item.
11. (Optional) Under the Defaults and Formatting header, you may choose to do the following:
    1. 1. Make the report very brief by checking Suppress Report Details.
       2. For each line item, you can choose:
          1. Format (Date and numeric fields only) - Select how dates or numbers are presented.
          2. Subtotal - A count of the values for this column.
          3. Justification - Paragraph formatting.
          4. Width of the field.
12. Click Save & Run.

The final step is to schedule the report to be delivered by email. When scheduling the report, you can set any user or group to receive the report. You would also set when you want the report delivered, for example - every Monday.

This will give you another way to stay on top of your tasks and make sure nothing is staying open too long!

As always, if you have any questions or would like to see this in action via a quick demo, don’t hesitate to contact your Account Manager. We’re happy to help!!