Creation of Ad-hoc Reports

Table of contents

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Introduction

Creating ad-hoc reports with Octopus can be done in a few steps. You start by extracting the data you want in your report and then you select/customize a print format.

Step 1: Make an advanced search

  1. Go to any Octopus module
  2. Open the "advanced search" window by clicking the double down arrow icon (at the top right of the screen)
  3. Many criteria can be used; consult the different tabs (General, Classification, Date, CI, Problem) if any

    Example: To get a list of requests submitted by the HR department in February, click the Classification tab and select "HR" in the Department field. Then click the Date tab and select a range from Feb 1st to Feb 28th.

  4. Click the Search button to show the records matching these criteria.

Step 2: Add Columns Based on the Report

There are many reasons for making reports and Octopus allows to add a great number of colums to gather the information you need. Here are some columns that could be useful. 

  • Linked to Open Requests
    • Status
    • Priority
    • Number
    • Subject
    • Affected IT Service
    • Opening Date
    • Due Date
    • Assignee
    • Last Assignment Date
Visual explanation

  • Linked to the Last Activity
    • Number
    • Modification Date
    • Last Activity
    • Type
    • Created by
    • Reason for Suspension
    • Reason for Pending
Visual explanation


  • Linked to Service Level Agreement(SLA)
    • SLA
    • Opening Date
    • Due Date
    • Custom Due Date
    • Resolution Date
    • Resolution Delay
    • Resolution Delay (Business Days)
    • Resolution Delay (Without Suspension)
    • Resolution Delay (Without Suspension, Business Days)
    • Resolved Within SLA
Visual explanation

  • Linked to Service Level Agreement Response Time (SLA)
    • Response SLA
    • Response Date
    • Take Assignment Due Date
    • Response Delay (Business Days)
    • Response Delay
ATTENTION: By default, response time are not activated. Please contact us for more information.

 

Visual explanation

  • Linked to the User
    • Full Name
    • Employee Number
    • AD: Last Logon Date
    • Department
    • Language
    • Is Affected by an Open Incident
    • Supervisor
    • Costs Center
    • Delegates Approval To
Visual explanation

  • Linked to trend data
    • ​Day
    • Hour

 

  • Linked to CI
    • Type
    • Name
    • Criticality
    • Serial Number
    • Manufacturer / Model
    • Department
    • Is affected by an Open Incident
Visual Explanation

Step 3: Print or Export Data

You have 3 options:

Option 1: Use a Predefined Print Format

  1. Once you have the list of records on screen, press CTRL+P to get to the "Print Format" window
  2. Select the print format and press OK to print.
Visual explanation

Option 2: Create a Custom Layout and Print

  • Once you have the result of your advanced search on your screen, customize the appearance:
    • You can add fields that are not shown by default. To do so, right-click on the header of any column and click Select a column. In the Select Column window, click the checkbox of the fields to add them to the results list
    • You can remove fields that you do not need by dragging them outside of the list area
    • You can drag & drop columns to move the columns
    • You can click on column header to change the sort order
  • When you are satisfied with the results, do CTRL+P and select the Print the list as displayed option 
ATTENTION: you can revert back to the default layout at any point time. To do so, right-click on the header of any column and select Reset to default.

Option 3: Export to Excel

Arrange the layout as explained in Option 2 (above) and right click to open in Excel. See this article for more information.

Step 4: Save the Report as a List

It is possible to save your advanced search as well as the layout in a list that can be reused, see the List Customization wiki. 

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