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2116782 - WFA - Creating a Monthly Report for Multiple Organisational Units - Platform Services & Tools


  • Do you need to create the same Monthly Report for multiple Organisational Units?  Want an easy way to do it?


  • How do I make the Monthly Reporting easier?


  • Platform Services & Tools


If you are creating the same monthly report (same template of measures/tables etc) for multiple organisational units, there are a couple of functions available to avoid creating multiple copies of the same report.   Four easy steps:

  1. Create the Report
  2. Create/Edit Roles
  3. Apply User Level Tree Security
  4. Use the 'Report Distributor' function to mail the reports out.



Tips for each step


Step 1: Create the Report

  The key tips here are:

  • Create the report using the top of the Organisational Structure as your starting point.  Use the 'Published Data' reports/tables wherever possible (look for the database icon), as this reduces the 'touch time' each month, because the data can be refreshed when the site data is refreshed.


  •  Use as many tokens as possible, to provide less manual updating.  I.e. Use 'Data As Of' token to advise the date the data was published.


  • When doing the 'Queries' for your reports, wherever possible, utilise the 'Context Options' (see image below) - for Time and Structure.


  • There are a number of benefits for doing this:
    • You can provide the user the flexibility to change timeframes or move around within the organisational structure (while still having Tree Security applied).
    • It provides greater flexibility - to what you can apply to the Columns and Rows and Filter (No need to worry about Time/Org Structure having to be added)
    • NOTE: Filter should only have ONE node selected (E.g. Filter SOP Headcount by 'Female', after selecting all other dimensions on Rows/Columns).


Step 2: Create/Edit Roles

Note:  This step requires Administrator level access - so depending on your Role, you may need assistance.

  • All Users of an existing site would have users with a 'Role' attached to them.

New Stie - Think about the 'Functionality' the Role requires.  Do they need be able to edit or delete reports, create users, access Drill to Detail, use Query workspace etc. 

Existing Site- You may need to create/edit existing Roles.

Users may need to be assigned to new Roles, to give the User's the functionality and the organisational level access (Tree Security) that you require them to have.

  • Roles -  are created around functions the user can do.
  • User accounts -  are created with the individual user in mind. 
  • Tree Security -  is how you restrict the access to what parts of the organisational data a user  sees.
    • Note:  User Level Tree Security will override Role Level Tree Security

Any changes are made via the Admin menu and either "Role Maintenance" or "User Maintenance".


Step 3: User Level Tree Security

Note: Setting up any type of user/role security can be challenging.  Ensure you test and retest every change until you are satisfied it works the way you want it to.

  • Navigate to the 'Admin' menu, and then click on the 'User Maintenance' hyperlink..
  • Locate/Create the required user and click on the 'Tree Security' button.  This will display all structural hierarchies that exist onsite.  Select the 'Restricted' radio buttons for the structures that are to be restricted.
  • Click on the 'Edit Access' hyperlink that will appear
  • There are two ways to restrict access - via "Inclusion' or Exclusion'
  • Click on 'Add New' link
  • Select the' Range Type'
    • There are 3 types of 'Range Types", these need to be reviewed individually.
      • Open Ended
      • Horizontal
      • Vertical

Open Ended - Restricts the user seeing anything above the point selected in the structure, but allows the user to see anything below the point selected.





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