Heratio Help Center article. Category: Admin & Settings.
Report Builder
User Guide
Create custom reports with a drag-and-drop designer, schedule automated delivery, and export in multiple formats.
Overview
Key Features
Capabilities
| Item | Description |
|---|---|
| Data Sources | 40+ data types available |
| Column Selection | Choose and order fields |
| Filters | Refine data with conditions |
| Sorting | Order results by any field |
| Charts | Bar, line, pie, doughnut |
| Export | PDF, Excel (XLSX), CSV |
| Scheduling | Daily, weekly, monthly, quarterly |
| Email Delivery | Automatic report distribution |
How to Access
Creating a New Report
Step 1: Start New Report
Go to Admin > Report Builder > Create New Report
Step 2: Choose Data Source
Select what type of data you want to report on:
Step 3: Enter Report Details
- REPORT SETTINGS
- Report Name: [Monthly Accessions Report ]
- Description: [Tracks all new accessions received ]
- [during the month... ]
- [Continue to Designer]
Using the Report Designer
Designer Interface
Selecting Columns
Check boxes next to columns you want in your report:
- AVAILABLE COLUMNS
- Core Fields
- ID
- Identifier
- Level of Description
- Repository
- Descriptive Fields
- Title
- Alternate Title
- Scope and Content
- Archival History
- System Fields
- Created At
- Updated At
Reordering Columns
Drag columns in the right panel to change display order:
- COLUMN ORDER
- :: Title [x]
- :: Identifier [x]
- :: Repository [x]
- :: Created At [x]
Adding Filters
Click + Add to create filter conditions:
- FILTER
- [Repository v] [Equals v] [Delete]
- [City Archives ]
Configuring Sorting
- SORT ORDER
- Sort by: [Created At v]
- Direction: [Descending v]
Layout Components
Adding Components
Use toolbar buttons to add elements:
- [+ Table] [+ Chart] [+ Stats]
Table Component
| DATA TABLE [x] | |||
|---|---|---|---|
| Title | Identifier | Repository | Created At |
| Meeting Notes | 2024-001 | City Archive | 2024-01-15 |
| Annual Report | 2024-002 | City Archive | 2024-01-18 |
| Photographs | 2024-003 | State Arch | 2024-01-20 |
Chart Component
Stats Component
- STATISTIC [x]
- 1,234
- Total Records
Saving Your Report
Save Button
Click Save in the toolbar. Unsaved changes show asterisk (*):
[Save] -> [Save *] -> [Saving...] -> [Saved!]
Visibility Options
| VISIBILITY | |
|---|---|
| ( ) Private | <- Only you can see |
| ( ) Shared | <- Logged-in users |
| (o) Public | <- Anyone can view |
Previewing Reports
Quick Preview
Click Load Preview Data in the designer to see sample data:
- QUICK PREVIEW
- [Load Preview Data]
- 1,234 total records
Full Preview
Click Preview button to open full report view with pagination:
- Monthly Accessions Report
- Total Records: 1,234
- Title
- [Data rows...]
- << < 1 2 3 4 5 ... 25 > >>
Exporting Reports
Available Formats
Export Formats
| Item | Description |
|---|---|
| CSV | Comma-separated values for spreadsheets |
| XLSX | Microsoft Excel format with formatting |
| Portable document for printing/sharing |
Export Steps
- Open report or click Export dropdown
- Select format (CSV, Excel, or PDF)
- File downloads automatically
Scheduling Reports
Access Schedule Settings
From designer: Click Schedule button
Create a Schedule
- CREATE NEW SCHEDULE
- Frequency: [Weekly v]
- Day of Week: [Monday v] (for weekly)
- Day of Month: [1 v] (for monthly)
- Time of Day: [08:00 ]
- Output Format: [PDF v]
- Email Recipients:
- [manager@example.com, team@example.com ]
- [Create Schedule]
Schedule Options
Frequency Options
| Item | Description |
|---|---|
| Daily | Every day |
| Weekly | Specific day |
| Monthly | Specific date |
| Quarterly | Every 3 months |
Managing Schedules
| EXISTING SCHEDULES | ||||
|---|---|---|---|---|
| Frequency | Time | Format | Next Run | Status |
| Weekly | 08:00 | 2024-02-05 08:00 | Active [x] | |
| Monthly | 09:00 | XLSX | 2024-02-01 09:00 | Active [x] |
Report Archive
Viewing Generated Reports
Go to Admin > Report Builder > Archive
| REPORT ARCHIVE | |||
|---|---|---|---|
| Report Name | Format | Size | Generated |
| Monthly_Accessions | 245 KB | 2024-01-01 08:00 | |
| Monthly_Accessions | 238 KB | 2023-12-01 08:00 | |
| Weekly_Stats | XLSX | 156 KB | 2024-01-08 08:00 |
Tips and Best Practices
Do's and Don'ts
| DO | DON'T |
|---|---|
| Name reports descriptively | Use generic names |
| Use filters to focus data | Export huge datasets |
| Schedule recurring reports | Forget to save changes |
| Test with preview first | Share sensitive reports |
| Limit columns for clarity | Include all available fields |
Performance Tips
- Limit columns: Only select fields you need
- Use filters: Narrow down data before export
- Schedule off-hours: Run large reports during quiet times
- Archive management: Clean old archived reports periodically
Common Use Cases
- EXAMPLE REPORTS
- Accessions Report
-
- Track new materials by date, donor, repository
- Holdings Summary
-
- Count records by level of description
- Privacy Compliance
-
- List consent records, DSAR requests
- Security Audit
-
- Access logs, classification reports
- Collection Statistics
-
- Charts by repository, date range, type
Troubleshooting
Common Issues
| PROBLEM | SOLUTION |
|---|---|
| No data appears | Check filters are correct |
| Export fails | Try smaller date range |
| Schedule not running | Verify cron job is set up |
| Charts not loading | Select "Group By" field |
| Columns not showing | Check at least one selected |
Getting Help
Contact your system administrator if you experience persistent issues.
Keyboard Shortcuts
- Ctrl+S: Save report (when in designer)
- Esc: Cancel current action
Part of the Heratio AHG Framework