Clarizen - Dashboards

Reports and Dashboards
Introduction to Building Reports and Working with Clarizen’s Reporting Engine

1
Copyright © 2016 Clarizen. All rights reserved. Confidential Material
Clarizen Reports and Dashboards
Robust Reports and Dashboards module
Fully integrated with Clarizen’s work graph

INSIGHTFUL
Built on the configurable Clarizen platform
Easy to create, review, and collaborate
ROLE-BASED ACTIONABLE
Visibility for all stakeholders

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 2
Key Benefits
INSIGHTFUL ACTIONABLE
Predict and understand your business Take action from reports to drive change
• Real-time visibility into performance & KPIs • Pivot data in multiple ways for a 360º view of your business
INSIGHTFUL
• Prompt business questions & highlights for smarter decision • Create discussion posts, share decisions & take action
making directly from within reports
• Capture snapshots of historical data
ROLE BASED
Access breadth and depth of information, in multiple formats
ACTIONABLE
• Generate dashboards, displaying consolidated metrics of
cross business objects, to share with your stakeholders
• Scheduled reports, emails, attachments/downloads
• Deliver value to all stakeholders, from PMs to Executives

Key Features
Multiple Pivots & Business Questions Sharing , Collaboration & Snapshots

• Multiple
Business-question-driven Highlights,
report • Folder- & report-sharing options – across users, groups,
pivots & charts, profiles, etc.
Powerful
• business
Ability summary
to pivot the data from multiple • dashboards
Discussion-able reports & Dashboards
questions
perspectives, answering different business
tables • Ability to store reports snapshots through advanced
questions from the same data, each presenting it
differently with different highlights scheduler, share by email or Clarizen social and discuss
in context of the report
• Share dashboards with the outside world as widgets
Highlights, Charts, Summary Tables Powerful Dashboards

• Build summary highlights on the report • Dashboards to consolidate reports across objects,
• 8 types of charts, including advanced cluster & and display multiple formats in one page
stacked options
• Metric groupings in tables and formula columns

Accessing the Reports and Dashboards Module
Folders Reports List Relations

Out of the Box Reports – For Reference
The Report and Dashboard module comes with several OOTB reports covering common use cases to
help users when getting started:
Budget Projects Customer
All Milestones Exceeding Budget Managed by Me All Projects at Risk Projects in the Works per Customer
All Milestones Exceeding Budget per Project All Projects off Track
All Projects Exceeding Budget Current Projects Work Items
All Tasks Exceeding Budget Managed by Me Project Schedule Status All Work Items with a Specific Manager
Budget Utilization vs Progress Project Revenues All Work Items with a Specific Manager per Project
Budget Utilization vs Progress Managed by Me Project Profitability All Work Items with a Specific Resource
Cost & Revenue forecast all Customers Project Costs Date Variance for Specific Project(s)
Cost & Revenue forecast all Projects Number of Projects Per Project Manager
Cost & Revenue forecast by Customer Late Projects - Schedule Overrun Cases (Issues, Risks, Requests, Bugs)
Cost & Revenue forecast by Project Dashboard - Project Management All Assigned Cases by Group, Job Title, or Skill
Customer Billing Dashboard - Executive Management All Cases Assigned to a Specific User
Customer Expense Summary All Cases in a Specific State
Project Expenses Summary Tasks All Cases to be Resolved in a Project
Projects with an Unfavorable Cost Variance All Assigned Tasks by Group, Job Title, or Skill All Opened Cases Committed to Customers
Projects with Cost Overruns All Tasks at Risk Managed by Me All Opened Cases per Customer
Total Due by Customer for a Selected Timeframe All Tasks Last Updated by Project All Project Related Work
Total due by project for a selected timeframe All Tasks Last Updated by User Cases of a Specific Type Assigned to a User
User Expense Summary All Tasks off Track Managed by Me Cases of a Specific Type in a Certain State
All Tasks on a Critical Path Managed by Me Number of a Specific Case Type (e.g. Bugs, Risks) by State
Time Tracking All Tasks on a Critical Path per Project Number of Cases by State
All Customer's Summary All Tasks per Project Number of Customer Cases by State
All Reported Hours in a Specific Project All Tasks Starting in a Given Time Range Number of Project Cases by State
Customer Summary All Tasks with a Certain Status Open Cases Assigned to a Specific User
Detailed Report by Customer for a Selected Timeframe All Tasks with no Resource Assignment Risk Register
Project Summary All Tasks with no Resource Assignment per Project Risks Sorted by Risk Rate
Project Utilization Date Variance Report for Actual Tasks of a Specific Project
Resource Summary My Tasks this Week Resource load
Resource(s) Hourly Report Resource Planned Work per Project Resource Availability
Total Hours Reported by a User for a Selected Timeframe Resource Load
Total Reported Hours by User Per Project Users Resource Load per Task
Total weekly reported hours by user Total Number of non - working hours by user Resource Overload
Total weekly reported hours by selected users Users & Licenses Summary Resource Overload per Task
Resource Underuse
Copyright © 2016 Clarizen. All rights reserved. Confidential Material Resource Underuse per Task 6
Report Folders
Folders can be used to divide or group all the reports

and dashboards created in the system.
Available folders:
• Out of the box folders (Budget, Cases, Customer, etc.)
• Folders created by the user
• Special folders:
• My reports – each user in the org has their own “my reports”
folder, that acts as a private folder only for the current user which
can be used to save personal reports & dashboards
• All reports – displays a list of all the reports & dashboards that
you have permissions to view
• Unfiled – a public folder available to everyone in the org

Create and Manage Folders
You can create New folders by clicking

the + icon located under the list of
folders.
Arrange your reports and dashboards

by dragging and dropping them
between folders you have sharing
permissions on.

Report Sharing and Permissions
Each of the folders has sharing permissions inherited

based on the reports/dashboards within. They can
be further defined in the Folder property popup
screen
Sharing permissions can be defined for Users, User

groups, special groups, and profiles in several levels:
• Owner – can add/remove/edit reports and

dashboards and the folder itself
• Editor – can add/remove/edit reports and
dashboards and the folder itself
• Contributor – can add/remove reports and
dashboards
• Viewer – can run relevant reports and
dashboards

Additional Report Module Interface Elements
Depending on your permission level, Filter to find specific types of
Search for an item
one can: reports or dashboards
1. Add – create new report or
dashboard
2. Edit
3. Delete
4. Mark an item as favorite
5. Follow discussions on an item
6. Export – send or download items in
Excel or PDF

Related Panels
Reports includes the following out of the box

relations:
Scheduled runs (reports only)

• The scheduled report runs automatically
and is displayed in the Scheduled runs
relation panel
• The exported data can be saved either as
PDF or Excel allowing you to access and
analyze past results
Discussions
• Allows you to collaborate with all team
members around reports/dashboards and
their results using social
Note: If the user does not have permission on the

report he will receive discussion notifications but will
not be able to access the results themselves

Dashboards Module Overview
Dashboards allows you to create a one glance

view of reports spanning multiple data objects.
For example, you could have a dashboard

consolidating different reports on timesheets,
expenses, project status, requests, and
resources – where each report could be
displayed in a different format (chart, grid, or
highlights).
Just like in the Reports editing feature, you can

define sharing permissions for each dashboard

Exercise: Build a Basic Report
Copyright © 2016 Clarizen. All rights reserved

Create a New Report
Click Reports on the Click New Report Enter “Current Project Report”
Navigation Bar as the Report Name.
Select Change to put the
report in a specific folder.
Note: Users who have access to the

folder the report is created in will
automatically inherit permissions for this
report.

Set Sharing Permissions
The Owner will default to you and you can define who to share your report
with (who can edit and view it) in the Sharing section. You can share with
specific Users, User Groups or Profiles
Note: If System Setting 3.9 is enabled, only Admins and Super Users will be able to create shared reports

Define the Reporting Object
Select “Project” from

the Report On menu
options

Add Filters
• Click Filters
• Choose Not Relevant for “Where

my role is”
Note: Click Advanced to turn on Runtime

Parameters (which allow users to define filter
criteria when a report is being run) and enable
advanced logic
• Set Filter criteria as State is

one of Draft or Active

Add Business Question and Report Highlights
Under Business Question enter “What are my current Projects?”

Note: “Business Question” is the title or header
for each tab. Use something descriptive to help
you understand the data you are viewing.
Click Add Highlight

Enter the following:
Caption: Total Active Projects
Summary Type: Count
Select Field: Name
Filter Related Items: Check
Filter Rule (If TRUE): $State = ‘Active’
Note: Use highlights to see the most critical data from your report.
You can add up to 3 highlights or KPIs per pivot tab.

Add a Chart to the Report
Click Add Chart
A chart can be added to each pivot tab of a report in
order to provide a graphical display of the received
results
Clarizen offers eight (8) different graphical charts with
multiple options
• Bar – includes stacked and cluster bar chart
• Horizontal-bar – includes stacked and cluster Chart Type: Standard (Horizontal Bar)
horizontal bars
• Pie
X-Axis: State
• Starburst – a unique radial scatter chart Y-Axis: Display: Number of Projects
• Scatter
• Bubble
• Gauge
• Line
When viewing the results of a report, you have the
ability to drill down into different areas of the chart to
further view and analyze the data

Define the Result Table
Click Columns to select the fields that will show
in the table as columns
Select the checkbox Wrap column titles to

enable text wrapping of columns
Click Group By to group results (choose State)
Additional Display Options

• You can drag and drop columns to change the order of
appearance
• The “Totals” row allows you to summarize your results by
sum/avg./min/max
• Click on a column header to sort. For multi-sort, hold the CTRL
key while clicking on a column header.
.
Add Pivot Tab
Each report can contain several pivots or
dimensions on the same data, allowing you • Click Add pivot tab
to quickly view the data in different
perspectives
For instance, a report on running projects • Enter Status by PM for the

can be viewed grouped by project manager second tab
in one pivot, profitability in another, and
overall success rate on the third
By default, each Tab will report on the • Click the toggle to Enable
same data set, but you have the option of Tab Filters
setting unique Filters Per Tab as well • Choose Status by PM Tab
• Set Filter to return only
Active Projects: State
[Equals] Active
Note: You can reorder the tabs using drag and drop
or rename/delete by clicking on the name

Define the New Pivot Tab
Follow the same approach from the first tab

and create a report using the following rules:
Business Question: How are my PMs Performing?
Chart Options
Chart Type: Stacked Bar
X-Axis: Project Manager
Y-Axis: Number of Projects
Grouping: Status
Grid Options
Group By: Project Manager
Second Grouping: Status

Run the Report
Click Save and Run to generate your report.
You can click on the individual segments/bars or

values to narrow results and focus on a
particular area of interest
Click the gear icon and choose “Show

Summary” to revise your column set of view a
summary of the data instead

Exercise: Build an Advanced Report

Create an Advanced Report: Data from Multiple Objects
Click New Report

Report Name: Cases by PM
Report On: Cases
Include Related Data: Resolved In Project*
*Because Project Manager is not an attribute of Case Objects, but rather

on the Project a Case is related to, you must determine how to relate the
data so that it can be included.
Familiarity with the Clarizen Data Model (shown to the right and
accessible via www.usermanual.clarizen.com/simplified-data-model) will
assist with this. In this example, the Project Object is linked to the Case
Object via the “Resolved in Project” field. By adding that as a Related
Data set, you will have access to fields on the Project Object such as
Project Manager.

Add Filters and Define Report Options
Filters
Where my role is: Not Relevant
<Cases>.State [Is Not One Of]: Closed, Resolved , Rejected
<Cases>.Importance [Is One Of]: Critical, High
<Cases>.Resolved In Project>.Name [Non-Blank]
Business Question
What Critical/High Importance Cases Must Our PMs Resolve?
Chart Options
Chart Type: Stacked Bar
X-Axis: <Cases>1.<Resolved in Project>2.Project Manager3
Y-Axis: Number of Cases
Grouping: <Cases>.State
1 Primary Reporting Object
2 Field Connecting Primary and Related Objects
3 Field on Related Object
Grid Options
Group By: <Cases>.<Resolved In Project>.Name
Add Column: <Cases>.<Resolved in Project>.Project Manager

Run the Report
Click Save and Run to generate your report.
You can click on the individual segments/bars or

values to narrow results and focus on a
particular area of interest
Click the gear icon and choose “Show

Summary” to revise your column set of view a
summary of the data instead

Exercise: Build a Dashboard

Create a New Dashboard
Click Reports on the Click New Dashboard Enter “My First Dashboard” as
Navigation Bar the Dashboard Name
Select Change to put the
dashboard in a specific folder.
Note: Folder permissions are inherited

and applied to the dashboard

Set Sharing Permissions
The Owner will default to you and you can define who to share your report
with (who can edit and view it) in the Sharing section. You can share with
specific Users, User Groups or Profiles
Note: If System Setting 3.9 is enabled, only Admins and Super Users will be able to create shared reports

Choose the Dashboard Layout
Under Layout define the display of the Dashboard

Choose Two Columns Layout for our example
Layout Options:
• You can choose 1, 2 or 3 column layouts for different dashboards
• You also have the choice of even columns or to have one column larger than the other(s)

Set the Running User (Admins only)
The Running User of a dashboard determines

under which user’s permissions the reports
within the dashboard will run, and thereby
affect the results of the dashboard
• By default, the Running User is set to the current

user, meaning that each user that runs a
dashboard will see only the data they have
permissions to view
• Admin users can set the Running User to any user
in the system
• Once a specific user is selected, the dashboard
shows the data as per the permissions of that user,
and therefore all users who have access to the
dashboard will see the same resulting data

Define Scheduled Refresh (Admins only)
Once the Running User is set, the Admin

user can select to schedule a refresh by
clicking on the Scheduled Refresh button
• This enables the automatic refresh of a

dashboard on a defined schedule
• Notifications can be sent in a variety of formats
to defined users including and export of the
data, if selected
• When scheduled a refresh, the Admin can
choose to disable manual refreshing of the
dashboard, ensuring that data is only updated
on the defined schedule

Add First Component to the Dashboard
• Report Name: Enter a title for the report– If not

manually set, this field will be automatically filled with
the selected report’s name [enter Active Project
Status by PM]
• Report to display: Type in the report to display (or click

the ellipse) which allows you to select the relevant
report [select Current Project Report]
• Report Tab to Display: Allows you to select the relevant

pivot tab of a report (this is only available if the report
has multiple tabs) [Select Status By PM]
• Style: allows you to select the report element(s) to display [Select Chart]
• In wide columns, you can choose to see the highlight (where applicable) AND
either the chart or the table
• In narrow columns, you can choose to see either the highlights, chart, or table
• When selecting table, you can choose which fields to view (fields available are
only those already selected in the report itself)

Add Additional Components to the Dashboard
Continue Dashboard setup by

adding Report components as
shown to the right
To include an additional component

on the dashboard, simply click the
link at the top of the column where
you would like to place it
Feel free to explore the various

display options and add more
panels if you would like

Run the Dashboard
Click Save and Run to generate your
dashboard, which may take some time to render
depending on the amount of data that is being
pulled
Click any report name to drill into the underlying

report
You can quickly access any The last refresh time is

Recently viewed Dashboards from displayed to the right of the
the “Recent Dashboards” menu in dashboard name at the top
the Ribbon left of the screen

Get it done.
Faster. Better. Together.
Clearer visibility than you ever had

so you can move faster than you ever could.

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Reports and Dashboards

Introduction to Building Reports and Working with Clarizen’s Reporting Engine

Robust Reports and Dashboards module

Fully integrated with Clarizen’s work graph

Easy to create, review, and collaborate

Visibility for all stakeholders

• Capture snapshots of historical data

• Scheduled reports, emails, attachments/downloads

• Deliver value to all stakeholders, from PMs to Executives

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 3

Multiple Pivots & Business Questions Sharing , Collaboration & Snapshots

Highlights, Charts, Summary Tables Powerful Dashboards

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 4

Folders Reports List Relations

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 5

Folders can be used to divide or group all the reports

• Out of the box folders (Budget, Cases, Customer, etc.)

• Folders created by the user

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 7

You can create New folders by clicking

Arrange your reports and dashboards

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 8

Each of the folders has sharing permissions inherited

Sharing permissions can be defined for Users, User

• Owner – can add/remove/edit reports and

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 9

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 10

Reports includes the following out of the box

Scheduled runs (reports only)

Note: If the user does not have permission on the

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 11

Dashboards allows you to create a one glance

For example, you could have a dashboard

Just like in the Reports editing feature, you can

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 12

Copyright © 2016 Clarizen. All rights reserved

Note: Users who have access to the

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 14

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 15

Select “Project” from

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 16

• Choose Not Relevant for “Where

Note: Click Advanced to turn on Runtime

• Set Filter criteria as State is

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 17

Under Business Question enter “What are my current Projects?”

Click Add Highlight

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 18

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 19

Select the checkbox Wrap column titles to

Click Group By to group results (choose State)

Additional Display Options

For instance, a report on running projects • Enter Status by PM for the

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 21

Follow the same approach from the first tab

Business Question: How are my PMs Performing?

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 22

You can click on the individual segments/bars or

Click the gear icon and choose “Show

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 23