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Viewing, analysing and exporting reports
Viewing, analysing, and exporting reports
This guide walks through how to review and interact with a report once it is open in the New View, including how to manage columns, group and sort data, run calculations, and export in multiple formats.
Managing columns
At the top of the report screen, you will see all columns currently displayed. Every report automatically includes the UID (primary Record ID) and the SID (secondary Record ID). These are not always needed, particularly when exporting.
To hide a column, click its name at the top of the screen. It will move to the hidden columns section on the right-hand side and disappear from the report below. To bring it back, simply click its name on the right-hand side, and it will reappear.
Grouping data
Each column has a Group option at the top. Clicking it organises the report by that field, making it easier to summarise and analyse data at a glance. For example, grouping by gender will show a count of female and male staff as separate groups.
Click the yellow grouped field to expand a group and see individual records, or collapse it for a cleaner overview. You can have more than one column grouped at a time. To remove a grouping, click Ungroup and the report will return to its default view.
Sorting and searching
Click the sort button next to any column name to sort in ascending order. Click again for descending, and once more to return to the original order. Sorting works for both text and numerical fields and is most commonly used with names or dates.
Each column also has a search field at the top. Type a keyword such as a staff member’s name to instantly locate their record. This is particularly useful in larger reports with many entries.
Counts and calculations
Below each column header there are options to calculate a count or unique count. For numerical columns, sum and average are also available. Results appear at the bottom of the report, giving you quick insights without needing to export. These calculations update automatically when you change the number of rows displayed.
Controlling rows displayed
By default, reports display ten primary rows to help with loading times. Use the pagination controls in the bottom-left corner to move between pages, or click Show Primary Rows in the middle below the report and select the largest option to show all records at once.
Next to the primary rows dropdown, there is also a button to expand or collapse all groups with a single click, useful when you have multiple groups and want to quickly open or close them all at once. A system setting is also available to always show all rows by default, so you do not need to update it each time you run a report.
Exporting a report
FlowLogic supports three export formats:
Formatted layout for printing or sharing. Supports portrait and landscape orientation, margin adjustments, headers, and font size changes.
Excel
Pre-formatted with additional metadata. Ideal for further analysis and working with the data in a spreadsheet.
CSV
Best suited for system uploads or integrations with other platforms.
Exported data reflects exactly what is currently visible in the report, including any active filters, groupings, and row limits. Make sure all rows are showing and filters are set correctly before exporting to avoid missing data.
Other controls
At the bottom-right of the report, you will find options to edit the report and apply a quick filter. In the bottom-left corner there is an option to close the report and return to the reports list.