Report Builder

The Report Builder module within Every allows you to customise and build your own documents and reports by giving you the ability to create templates with code links to gather relevant specified information from the product.

There are two different types available, Word and Excel. The Word option creates a document, for example contract letters or pay statements whilst the Excel option creates a spreadsheet style report containing specified data, which may include absence instances or salary information.

The reports you create add to and enhance the reports that are already available within the product.

Permissions Required

To setup and confirm your user permissions, using the left-hand menu select Admin then User Administration. Select the required user and then view the permissions tree. Locate 'Reports' within the tree, then choose from the below options. Please refer to our guides User Permissions and Every HR Permissions Glossary for further information.

Permissions required to setup:

  • Manage Templates

  • Manage Reports

These permissions should be restricted to ensure control of reports and documents produced.

Permissions required to view:

  • Download Reports

An additional permission, Download Full Model Reports, can be ignored unless required. It is a debugging tool for error documents and assists our development team in fixing the issue.

Creating an Excel Report

To start creating your customised Excel reports navigate to Report Builder, Reports, then select the green 'Add Report' button.

  • Give your report a 'Title' to easily identify it's purpose.

  • Select your required 'File Prefix' to identify your employees.

  • In the 'Format' field select 'Excel'.

  • Next choose your 'Download Locations'. This dictates where you can access the report. For example, a report which needs to include all your employees it would sit in 'All Employee Records'. If your requirement is to create a report on an individual you would choose 'Employee Record' for the location. The download locations match the navigation menu to the left-hand side and pages available within the product. You are not limited to one location and can choose several if this meets your requirements.

  • You now need to select the 'Type' of report you are creating. Your choice determines the data available for the report, and the information that it contains and is linked to.

  • The next action is to select the data columns to be displayed within the report. Locate the required category, and select the green arrow button to move it from the 'Available' box to the 'Selected' box. Once in the selected box you can use the green arrows below to change the order of your columns and remove the category back to the 'Available' box.

  • Finally, you are also able to refine your report by selecting from a range of different employee filters depending on your requirements. These may include department, job categories and more.

Once you are happy with your choices select the green 'Save' button to continue. Your new report will now show within your 'Reports' table. It can be edited, deleted, or downloaded using the icons in the action column.

You are also able to access your report by navigating to your report's chosen download location and selecting the blue 'Reports' button to the top of the page. Your report will show within the dropdown menu.

Creating a Word Document

The Microsoft Word Report Builder function is used to bulk create letters and documents for each employee by retrieving various information from Every, and collating it into one place. A good example for this function could be annual pay statements, and would include your employee's full name, address, and pay amount.

When creating a Word document within the Report Builder module you must first create a template. Once created and uploaded you will then be able to select your new document within the Report page. Using the left-hand menu select Report Builder then Templates. Select the green 'Available Fields' button. You will now be directed to a new tab to enable you to start to build your document. By copy and pasting our available fields into your own template, you can produce personalised letters and documents en masse for all your employees.

  • First you need to select the 'Report Type'. Depending on choice, this will dictate what category 'fields' are available to you. In most instances, if your report is not linked to absences or case management, choosing 'Job' will provide you with the information you require.

  • Next, you need to create a template document before you can upload it to Every.

  • Open up a Word document on your device.

  • Within the 'Standard Fields' tab locate the required 'Available Field' you wish to include in your document and select the line or the icon to the far right. The data code will now be copied. Move back to your open Word document and paste the required information. Continue until your document contains all the required information links.

  • Within the 'Available Fields' lists there is also the option to create 'Loops'. This facility loops information for particular categories. When copying and pasting these fields the code must be a continuous line, and always with the same start loop and an end loop field.

The standard text of the letter or document will remain consistent, and the sections with copied code will differ by populating the data from Every HR. An example document may be a pay statement. All the text that is shown in brackets is the copied code from Every.

  • Now navigate back to Report Builder, and Templates. This time select the 'Add Template' button.

  • Give your document a 'Title' so it can be easily identified.

  • Select the 'Type' of document you have created, ensuring this is the same as the available fields you have previously chosen.

  • If you wish all created documents to be contained in one file check 'All Reports In One File'. If you are looking to send the documents out individually we would not recommend this option. ‘All Reports In One File’ will collate the information into a single Word document containing every Employee. This will rarely be used, as normally you would like each report to be downloaded individually for each Employee.

  • Available Fields have already been completed.

  • Choose 'Select File', and locate the document on your device to upload it.

  • Select the green 'Save' button to continue. Your template will now show within the templates table. You are now able to add your document to the Reports page.

Adding Document to Reports Page

  • Navigate to Report Builder, Reports, then select the green 'Add Report' button.

  • Give your document a 'Title' that is easily identifiable.

  • Choose your 'File Prefix'. This will be how you identify who the document applies to. If you choose ID or NI number you can then distribute your reports immediately using the left-hand navigation menu selecting Employees, Details, then Distribute Employee Documents.

  • Select your 'Format' as Word.

  • In the 'Download Locations' field choose where you would like your document to be situated within Every.

  • Select the correct 'Template' from the dropdown menu.

  • You are able to refine the document further by selecting certain 'Employee Filters'.

  • Select the green 'Save' button to continue.

To access your report, navigate to the 'Download Location' where your document is situated. Select the blue 'Reports' button to the top of the page and scroll through the list until you locate the document you have created and select. The document's details will be displayed. If applicable input the 'Effective Date' of the document. At this point you have the option to refine the documents produced further by completing the 'Employee Filters' section. Select the green 'Download' button to create your custom documents. The document will now be available within your downloads folder on your device for you to access.

An important note, if you are inputting headers or footers by data code you are unable to add any additional free text to these areas on your document.

If your document requires any amendments navigate to Report Builder, then Reports. Locate your report within the 'Reports' table. By using the icons in the action column to the right-hand side you are able to amend, delete, or download your report.

Content Builder

To enable you to create even more sophisticated documents Report Builder has a function called 'Content Builder'. To access this navigate to Report Builder, Available Fields, and then select the 'Content Builder' tab. Here you are able to create documents that may have different content depending on certain conditions. For example, it may say one thing for teaching staff and something else for support staff.

Content builder uses ‘conditional logic’. This dictates what the document contains based on certain criteria. Conditional logic runs as a statement from the top of a form to the bottom, along the way you will see the statements IF, and ELSE. Therefore, 'IF' a condition is met, the document will contain your choice of 'STANDARD FIELD' or 'TEXT', 'ELSE' you can include alternative fields or text that are relevant.

Example

Very simplistically, to create a document detailing sick pay policy, by selecting the green 'Add Content' button you would choose:

'Standard Field' Sick Leave Policy

'Standard Field' Full Name

IF - Job Category Teaching Staff

equals

TRUE

Add content - Text - You are entitled to the Burgundy Book sick leave policy.

ELSE IF - Job Category Teaching Staff

equals

FALSE

Add Content - Text - You are entitled to the Green Book sick leave policy.

ENDIF

Copy the code from the right-hand box into a Word document and save to your device. The right-hand box will populate in a list format however, once copied into your document you are able to amend and format to your choice, adding free text if required. Now follow the instructions contained within the previous section 'Creating a Word Document' to complete the process.

Loops

Content builder also contains pre built 'Loops'. These are pre built data codes groups that create a string of information to build a document type, for example a pay scales document. For this option you would select the required 'Loop' after choosing the 'Report Type' and selecting the green 'Add Content' button. For a loop document you do not have to use any 'ifs' and can use it just for the pre built loops available, although they can be combined if required. You create a loop document in the same way as above.

Useful Information

Please be aware by changing the report type or checking 'All Reports In One File' option above the selection fields will reload the page and clear all content.

Choosing either 'Effective Date' or 'Download Date' gives you the ability to back or future date these options by the positive or negative number you input in 'Add Days' field. You are also able to select how your date is shown by selecting 'Date Format'.

If you are inputting headers or footers by data code you are unable to add any additional free text to these areas on your document.

Trust Level Reports

The process for creating reports and documents is the same at trust level as property level. To build your trust documents and reports using the left-hand menu select Reports in Trust Overview. You will see the same options available as at property level. From here follow the instructions given in the previous sections depending on your report type. At this level, trusts can choose whether or not reports and documents which are created at trust level are available at property level. If this option is chosen the documents will show within the 'Reports' button at the download location selected.

At trust level the 'Template' page also includes the trust property tree, which mirrors the existing MAT structure. This enables the trust to direct created reports and documents to certain properties if required. The documents situated at the top of the tree will filter down to all schools within the trust. Using the structure there is also the facility to direct a document relating to a sole property or branch of the tree. For a sole property you would select the relevant school name. A tree branch might be named 'Primary Schools' with all primary schools listed below receiving the document. If two versions of the same template exist the property level template becomes the default choice.