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Using the Report Builder - Internal guide for support teams

 Using the Report Builder

Internal guide for support teams

 

Audience: Internal teams handling client queries or support tickets
Applies to: Jobtrain client side

Pre-requisites: Report Builder activation / Security Role access

 

 

Overview

The Report Builder lets users create custom reports by selecting a data source and dragging fields into the layout. It includes table and visual chart outputs (bar, pie, trend, stat) with access and behaviour tailored to user permissions.

 

This guide helps internal support teams answer common client questions and troubleshoot issues effectively.

 

Access and permissions

Features

Security Role required

The most basic access - allows users to see standard and public reports that others have built.

My Reports

Allows users to build and save custom reports to their own My Reports page.

Report Builder

Allows the user to build reports and save them as public reports for others to view.

Build Public Reports

Manage visibility of equal opps data (like BI Module, reports can be filtered down to individual applicants, so consider if it is appropriate for that user to see equal opps information of applications).

Display Equal Opps
  • Public Reports are visible to all users with “My Reports” access.
  • Data returned is filtered based on each user’s Job Access.

 

Sections

1. My Reports Area

  • Displays Personal Reports and Public Reports (limit: 20 + 30).
  • Search and filter options include:
    1. Report Name
    2. Created By
    3. Created/Modified Date
    4. Report Type
    5. Data Source

 

Available actions per report:

  • View: Opens the report with filters and layout applied.
  • Edit: Opens the Report Builder (only if permission granted).
  • Export: Download to Excel (table reports only).
  • Remove: Removes the report from personal view.

 

2. Report Builder

Key steps:

  1. Select a Data Source.
  2. Use drag-and-drop to add fields to:
    1. Columns (X): Main categories.
    2. Rows (Y): Numerical metrics.
    3. Filters: To narrow data scope.
  3. Choose a Report Type (Table, Bar, Pie, Trend, Stat).
  4. Click Run Report to view full results.
  5. Click Save to name and store your report.

 

Reports cannot mix data from multiple sources. Only one data source per report is allowed.

 

3. Public Report Library (Settings)

 

Accessible only to users with “Build Public Reports” permission.

 

Available actions:

  • Create a public report using Report Builder.
  • Edit an existing public report (affects all users).
  • Archive/Unarchive a report (retained for 30 days).
  • Export/Import report configuration via a JSON Share File.

 

Personal edits of public reports create a personal copy only.

 

Supported report types

Report type

Columns (X)

Rows (Y)

Limitations

Table

Up to 15

N/A

Max 2000 rows; Export to Excel only

Bar

1

1 metric

Top/bottom 20 categories only

Pie

1

1 metric

Max 6 slices

Trend

1 date

1 metric

Max 20 intervals; group by time unit

Stat

1 metric

N/A

Outputs a single numerical figure

 

Filters and aggregations

Filter type

Options

Text

Is / Is not / Contains / Does not contain

Picklist

Includes / Does not include (multi-select)

Integer

Count Records / Count Unique Records / Sum (for tables only)

Dates

Exact, Between, In the Last/Next X days/weeks/months/quarters/years

Yes/No

Is / Is Not

Chart restrictions:

  • Pie: Max 6 categories
  • Bar/Trend: Max 20 categories or date intervals
  • Sorting and aggregation only available in Table reports

Save, export, import

Action

Notes

Save

Required before export. Prompts for name.

Export

Excel (table output only); Share File (report config only)

Import

Load a Share File to replicate a report setup

 

Troubleshooting quick reference

Issue

Cause / Fix

“Export” disabled

Save the report first

Can't add more fields to X-axis (e.g. Pie, Bar)

Limit exceeded (only 1 category can be added, does not support stacked graphs) or report type conflict

Report output is blank

Likely no data meets current filter set – check fields / user access to jobs/candidate data.

User can’t see Report Builder tab

Confirm their Security Role includes “Report Builder” access

Data looks different between users

Check Job Access – results vary by user’s security role settings

Trend chart not displaying all intervals

Limited to top/bottom 20 – apply additional filters

Can't remove a Public Report

Only editable by users with “Build Public Reports” permission in Security Roles.

Want to replicate a report across clients

Export the Share File from one, import into another

 

Notes for client support
  • Public Reports can only be edited or archived globally by those with Security Role access to Public Reports.
  • Personal edits of Public Reports are saved as personal copies.
  • Live data: Reports reflect real-time information (no index delay).
  • Field compatibility issues: Use system messages and disabled icons as guides.
  • Report previews show first 15 rows only – use “Run Report” to see full dataset.