IBIS Technology

IBIS provides highly flexible and customisable reporting with the ability to save your favourite report views. We recommend that reports are customised using a desktop or laptop computer before being viewed on a mobile or tablet device as some of the filter functions are not as easy to perform using a smaller screen without a mouse. 

TABLE OF CONTENTS

• Date selection
• Pivot table reports
• List reports
• Grouping data
• Field selection
• Filter reports
• Add interval groupings to date fields (display date as day/month/year)
• Sort table data by numeric values
• Saving a new report view
• Editing a saved view
• Deleting a saved view
• Export & print reports
• Automated report sending
• View reports from a browser
• Using standard reports (i.e. not web-based reports)

Date selection

IBIS Online reports have pre-set date selection filters or you can choose a custom date range by clicking the start, then end dates required.

Pivot table reports

Pivot Tables are one of the most powerful features in IBIS Online reporting. If you're not familiar with Pivot Tables, they're a tool that allows you to summarize large sets of information quickly and easily. Pivot Tables include rows, columns and fields which you can group, filter and sort to create the report to suit your purpose. 

• Data columns: These provide the basis of your report are sum numeric data in the centre of the report.

• Rows: Select which rows you would like to show in the report by dragging them down from the menu, and remove them by dragging them back. Rows can be nested, and if so will provide you with any sub-totals where applicable as well as the ability to collapse and reopen the fields by right-clicking the column header and selecting collapse To change the order of the nested rows just drag and drop them into the order you require

• Columns: As with the rows, select your columns by dragging them down from the menu. Columns can be nested and collapsed where applicable. If you want to remove a column simply drag it back off the menu. To change the order of the nested columns, just move the columns to the left or right of other columns in the group.

• Sort: To sort a row or column alphabetically, click the fields in the row or column. To sort data columns (e.g. sort sales based on the highest value), right-click the data column within the grid, to sort the rows by the data columns.
  
  

List reports

The list reports display data in a two-dimensional table format. We use list reports to deliver more detailed information such as specific booking information.  With the list view, you are able to customise the reports in the following ways:

• Group: Drag the column you wish to group to the top of the report. Dragging multiple columns up to the menu bar will create sub-groups. Drag back to remove.

• Add/remove columns: Right mouse click on a column to bring up the edit menu. You can select Hide Column to hide the current column or select the Column Chooser.  When the Column Chooser appears you can hide columns by dragging them to the Column Chooser, and return them to the grid by dragging them back

• Filter: Click the filter icon on any column to filter from a list or right-click and select Filter Row to add a row to the top of the grid in which you can apply customised filters (note this field works on full matches, not partial), or select Filter Builder to build more complex filters.

• Sort: The list view will display in numerical order by Book # unless specified otherwise. To apply a different sort order just click on the column you want to sort by - an upward arrow indicates you are sorting in ascending numerical then alphabetical order, click again to reverse. Alternatively right mouse click on the column and select either Sort Ascending or Sort Descending.

Grouping data

Click and drag table fields into rows or columns to customise your report. Drag back to remove.

In list view, drag the column you wish to group to the top of the report. Dragging multiple columns up to the menu bar will create nested groups. Drag back to remove.

Field selection

IBIS reports are highly customisable and we don't always have room to show all available fields in the default report view. You can open the Field List to see any hidden fields.

In Table view:

1. Right-click to open the Show field list options.
2. Add your field by clicking and dragging the field into the list.

In List view

1. Right-click on a column to bring up the editor.
2. Select Column Chooser
3. Drag any columns you want into the report, or hide any columns you do not want to show.
   
   

Filter reports

To filter list or table data:

1. Click the filter icon.
2. Untick items to exclude from your report.
3. The filter icon will turn blue to indicate when a filter has been applied to a specific field.
   
   Tip: click the item name, not the box for easier selection of items.
   
   

List reports have additional filter options available.

1. Right-click on any column header to select either the Filter Row or Filter Builder.
2. The filter row adds an input box to the top of the report you can type into, whereas the Filter Builder lets you construct filter criteria involving multiple conditions when you click the + icon.
   
   
   
3. All filtered list reports will display details at the bottom of the report. Untick to toggle the filter on/off or use the clear option at the bottom right to delete.
   
   

Add interval groupings to date fields (display date as day/month/year)

You can apply interval groupings to your date fields to drill down further into your reports. For example, you can display (and group) your dates as days of the week, month, or year. If you're using the report in Table view, you can format the Date filter to display as:

• the individual date
• month and year
• year
  
  
• days of the week

You can do this by right-clicking on the date filter and selecting from the options displayed.

In List view reports, you can format your Dates to display as:

• the individual date
• month and year
• year
• 
  

If you use the Date filter to group your list view, you can also select whether to expand or collapse the results. 

Sort table data by numeric values

To sort table data by a column's values, right-click the column and choose the sort option. The Up and Down arrows indicate ascending and descending sort orders, respectively.

Saving a new report view

1. Arrange the data in the report into the view you wish to see using a combination of adding/hiding columns and applying filters and groupings.
   
   
2. Click the icon next to the dropdown menu labelled with --- Default View ---, then select Save Current View As...
   
   
3. Enter a name for your new report into the Save Current View popup and add a brief description.
4. If you want to specify a default date range within the description, enter this in the following format: [start,period,period length]
   
   
   
   
5. The example above sets the default start date of the report for the 1st of January of the current year, then sets the end date to today's date. Some other examples which could be used:
   
   [today,week] - One week starting from today
   [today,week,4] - Four weeks starting from today
   [last-week,month] - One month from Monday last week
   [last-month,days,5] - The first 5 days of last month
   
   A full list of the date parameters that can be used:
   
   For the 'start' parameter:
   today
   yesterday
   tomorrow
   week (will set the start date to Monday of the current week)
   last-week (will set the start date to Monday of the previous week)
   next-week (will set the start date to Monday of the following week)
   month (will set the start date to the 1st of the current month)
   last-month (will set the start date to the 1st of last month)
   next-month (will set the start date to the 1st of next month)
   year (will set the start date to the 1st of January of this year)
   
   For the 'period' parameter:
   day (one day from start date)
   days (x days from start date - used in conjunction with 'period length')
   week (one week from start date)
   weeks (x weeks from start date - used in conjunction with 'period length')
   month (one month from start date)
   months (x months from start date - used in conjunction with 'period length')
   year (one year from start date)
   years (x years from start date - used in conjunction with 'period length')
   today (from start date to today)
   yesterday (from start date to yesterday)
   tomorrow (from start date to tomorrow)
   
   For the 'period length' parameter:
   Use any number to specify that many of whichever period was specified
   Alternatively, use the first three letters of any month to specify that month
   For example [year,,apr] will show you the year up until the 1st of April, [year,year,Jun] will show you from June of the current year to June of next year
   
   
6. Once a report view is saved your IBIS user code will appear adjacent to it in the list. Other users can look at your saved views but you will be the only one who can edit the views you initially saved.
   
   

   

Editing a saved view

1. Select the view you wish to edit from the dropdown list and click Refresh
2. Make any changes required to the report
3. Click on the icon to the left of the View Name dropdown menu
4. Select Save Current View As
5. Don't make any changes to the name, just click Save

If the view you are editing was set up by a different user you will not be able to make any changes. You can clone the report by resaving it as a different view name  under your user ID 

Deleting a saved view

1. Select the view you wish to delete from the dropdown list and click Refresh
2. Click on the icon to the left of the View Name dropdown menu
3. Select Save Current View As
4. Tick the box marked 'Delete on save'
5. Click Save 
   
   Note that if the report was not saved by you initially you will not be able to delete it. This must be done by the original user (unless they are no longer active in your system).  

   

Export & print reports

Click the Export droplist to choose from the default export formats. Export to Excel will open the report automatically in an Excel spreadsheet. Export to PDF will only work when the data in the report is summarised or minimised, as otherwise, it will not fit on a single A4 page. 

The simplest way to print is to use the print function on your browser. Click CTRL+P to access if you can't see an icon for it. The fit-to-page width function can usually be found under Advanced print settings if you need it.

Automated report sending

IBIS offers a scheduled reporting service that allows you to email reports to selected recipients at specified times of day. The reports are based on views you have saved in IBIS Online. The service can be used as part of your Disaster recovery process, or to streamline your operational processes.

Configuration needs to be done by an IBIS technician - please email help@ibis.co.nz with your requirements after reviewing the information below.

There are a few requirements:

• Email recipients must be added to an allowed email list. This is a security measure to ensure only intended recipients receive reports. You can have up to 3 recipients per report.
• You can have up to 24 'sends' per day, e.g. 6 reports sent 4 times per day, or 1 report sent 24 times per day, or 24 reports sent once a day. If you need more than this, please discuss it with our team.
• Configuration fees apply. Allow 1 hour for initial set up.

Several parameters can be specified in the configuration of the reports, as follows:

View reports from a browser

1. Login to IBIS Online (https://online.ibisres.com) from your browser.
2. Enter your connection details (server code, and your IBIS user name and password)
3. Once logged in, you should see the Reports tab and you will be able to access the online reporting suite (provided your user permissions have access to these reports). If desired, you can specify a default report to open in your System settings (this is useful if you have drivers or guides logging into IBIS online to view a manifest report).

Using standard reports (i.e. not web-based reports)

Some reports in IBIS do not open online. These reports display a standard toolbar which is used the same throughout each of our reports.

From left to right along the toolbar, the functions are:

• Contents - view table of contents as a sidebar
• Print - Send to the printer, a print window opens so you can choose printer and settings if different from the default.
• Export- exports the report in the following formats:
  • Text export 
  • PDF export 
  • HTML export 
  • RTF export can be converted to Word format after exporting.
  • Excel export (To export reports to Excel, you need a copy of Excel your computer)
  • Email export will open the emailer tool within IBIS. (It is a pre-requisite to have your Emailer setup and at least one Email template)
• Copy - report will be copied to the clipboard. Paste to Word or whichever application you require the data to be in. Some of the formatting e.g shading will be lost when copying a report to the clipboard.
• Find - Opens a Find screen. Really useful for searching a whole report for specific text such as a booking number, account name etc.
• Single Page - View a single page
• Multiple Page - View multiple pages, click the view that you require
• Zoom In - Click to zoom in to the report
• Zoom Out - Click to zoom out from the report.
• Page Size - Choose from page size options including viewing a whole page and viewing the report to the size of the page width.
• Previous Page -Click to go to the previous page.
• Next Page - Click to go to the next page.
• Page Number - Type in the number of the page that you want to view and click Enter.
• Back - Click to go to the previous page.
• Forward - Click to go to the next page.