Overview

When I Work provides a rich interface for creating custom reports then refining each to look at data about your workplace analytically. Once you have created a custom report, you can refine the data within the report and save the report definitions to run the report again in the future.

Considerations

• Data availability for the Shifts and Times report spans the past 3 months and 3 months into the future.
• Data availability for the Shift History report spans the past 60 days.
• Reports cover a 180 day duration period.
• Data in the Shifts and Times reports are available in real-time. This means that data included in the reports reflect the latest updates to the scheduler and timesheets.
• Data in the Shift History report are current as of the prior midnight in your account’s timezone. Any data from midnight until the current time will be reflected in the next day’s report.

Create a new custom report

1. Click Reports.

2. Click Custom Reports, then click New Report.
   
3. Choose the type of report you’d like to create.
   Click View all fields available to see a list of all the fields in the report.
4. Click Next.
5. Select a predefined date range or create a custom date range for the report.
6. Click Next.
   The report is generated and ready to be refined.

Refine your report

Use the following filters to refine the data within the report.

Filters

Filtering narrows down your data to specific people, places, or behaviors that you want to look further into. You can apply a column filter in two ways:

• In the grid, open the menu for a column, then click the filter tab. Apply your chosen filter.
• In the Filters sidebar, expand the column you want to filter then apply your chosen filter.

Standard column type filter

The standard column filter enables you to select or clear individual values and search to find values easily.

Numeric column type filter

Columns that are numeric offer number operators to choose from.

Text column type filter

Text columns that are not names or identifiers offer text operators to choose from.

Pin Column

Pinning a column creates a reference column that is pinned left or right side of the data to keep it visible while you scroll through the data.

To pin a column, open a column menu in the grid then select the Pin Column mode you want.

Row Groups

Grouping rows keeps similar data together for easier analysis. For example, you can group shifts by position, schedule, or assignee.

You can group rows in the grid or in the Columns sidebar:

• In the grid, open the menu for a column then select Group by <column name>.
• In the Columns sidebar, drag a column to the Row Groups area.

Row Group Aggregation

Add aggregation information to a row group to see subtotals for any columns for each row group.

With a row group already active:

1. Click the Columns sidebar to open it.
2. Drag the column you want to summarize to the Values area.
3. Click the column name in the Values area to choose the type of aggregation.
4. The aggregation you selected appears on the group row.

Pivot Mode

Pivot mode lets you summarize data to focus on the metrics you need to answer a specific question you have about your business.

To pivot:

1. Click the Columns sidebar to open it.
2. Click Pivot Mode to enable.
3. Construct your summary table:
   • Drag the column(s) you want to become the row to the Row Groups area
   • Drag the column(s) you want to become the columns to the Column Labels area.
4. Define your aggregations
   • Drag the column(s) that you want to aggregate to the Values area.
   • Choose the type of aggregation by clicking the column name in the Values area.

Summarize Cells

Summarize cells to quickly count and summarize a range of values so you don’t have to manually count yourself.

Click and drag cells to display summary information in the footer of the table.

Save report definitions

Once you have created and refined a report, save the report definitions to run the same report later.

1. Click Save in the top-right corner of the report builder.
2. Enter a Report Name.
3. (Optional) Enter a Report Description.
4. Click Save when finished.

Load saved report definitions

Previously saved reports can be loaded from the Reports page or from the report builder.

From the Reports page:

1. Under the My Reports tab, click in the Actions column that corresponds with the report you want to view.
2. Select a predefined date range or create a custom date range for the report.
3. Click Next. Your custom report is generated.

From the report builder:

1. Click Load in the top-right corner of the report builder.
2. Select the report you want to view.
3. Select a predefined date range or create a custom date range for the report.
4. Click Update. Your custom report is generated.

Delete saved report definitions

Saved report definitions can be deleted from the Reports page.

1. Click Reports.

2. Under the My Reports tab, click in the Actions column that corresponds with the report you want to delete.
3. Click Delete to confirm.