1. Home
  2. Reporting
  3. Working with Reports
  4. Creating and Refining Custom Reports

Creating and Refining Custom Reports

From your

Applies to ,


When I Work provides a rich interface for creating custom reports then refining each to look at data about your business analytically. Once you have created a custom report you can start to refine the data within the report to use to streamline your business.

Reporting experience

The reporting experience within When I Work encompasses a few different types of reports and exports. Use the following links to explore each in more detail:

Create a new report

  1. Hover over Workplace, then select Reports.

  2. Under the Custom Reports heading, click Create a 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 date range for your report. You can either select a predefined range or create a custom range.
  6. Click Next. The report is generated and ready to be refined to find the data you want to investigate.


Refine your report

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

Custom Report Data Availability

The data available in the custom report is 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.


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.

standard column filter

Numeric column type filter

Columns that are numeric offer number operators to choose from.

numeric column filter

Text column type filter

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

text column filter

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.aggregation options
  4. The aggregation you selected appears on the group row.

aggregation example

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.

pivot mode

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.

summarize cells

Updated on May 4, 2022

Was this article helpful?

Related Articles

Still Need Help?

Open a ticket with our customer care team.

Submit a Ticket