--- title: "Step 6 - Create Reports" slug: "step-6-create-reports" updated: 2023-12-23T11:42:23Z published: 2023-12-23T11:42:23Z canonical: "docs.datajet.app/step-6-create-reports" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.datajet.app/llms.txt > Use this file to discover all available pages before exploring further. # Step 6a - Create Reports - Profiles & Multi-Function Profiles > #### **NOTE** > > This article is part of the "[Tutorial - Basic Sales Dashboard](https://portal.document360.io/v1/docs/basic-sales-dashboard-tutorial-overview)" series. It assumes the following: > > - All reporting metrics have been created. If this has not yet been done, see [Step 4b - Prepare Data for Reporting - Create Reporting Dimensions & Metrics](https://portal.document360.io/v1/docs/step-4b-2) > - A blank dashboard has been created. If this has not yet been done, see [Step 5 - Create Dashboard](https://portal.document360.io/v1/docs/step-5-create-dashboard) ## Approach Dashboard are made up of individual reporting elements or visualisations. This section shows how to create some of those individual components, including basic time-series plots (i.e., plots showing how various metrics change over time) At the end of this step, you will know how to: - Create visualisations showing sales orders grouped by customer segment - Create a day by day visualisation of sales and profit for the current month to date - Add visualisations to Dashboards ## Key Techniques The following functional areas are introduced by this step: - [Profiles](https://portal.document360.io/v1/docs/profiles-1) - [Chart Types](https://portal.document360.io/v1/docs/profile-micro-toolbar) - [Chart Configuration](https://portal.document360.io/v1/docs/profile-micro-toolbar) - [Filters](https://portal.document360.io/v1/docs/profile-drag-and-drop) - [Multi-Function Profiles](https://portal.document360.io/v1/docs/mfprofile-introduction) - Time-Series Plots - [Post-Processing](https://portal.document360.io/v1/docs/post-processing-overview) - InsertDates - FormatDates - [Adding reports to Dashboards](https://portal.document360.io/v1/docs/dashboard-overview-adding-components) ## Video Overview [Video](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/BSD%20-%20Step%206a%20-%20Overview_0.mp4) ## Creating Reports The dashboard being created provides a snapshot of daily sales activity for a fictional retail client. This snapshot uses the [segmentation framework](https://portal.document360.io/v1/docs/step-5-create-customer-segmentation) that has already been created in earlier steps, along with the [time-period metrics](https://portal.document360.io/v1/docs/step-4b-2) of Today, Month To Date and Year To Date. The dashboard contains the following reports that are generated using profiles, multi-function profiles and panel forms: - **This Month’s Orders by Segment**: pie chart showing orders for the month grouped by customer segment. Each number represents the number of orders this month for customers in a particular segment. - **Reporting Date**: the date of the last order in the sales data - **All Orders By Segment**: pie chart showing total orders grouped by customer segment. Each number represents the number of orders made by customers who are currently in each segment. - **Daily Revenue ($)**:daily revenue for the current month broken out by sales metric 1 (revenue) and sales metric 2 (profit) - Various *metrics* broken out by - Current Day (with comparison to a week ago) - Month To Date (with comparison to same Month To Date for previous year) - Year To Date, (with comparison to same Year To Date for previous year - The following metrics are calculated: - **Revenue ($)**: sum of sales - **Orders**: number of orders - **Average Order**: value of average order for specified time-period - **Profit (%)**: sum of profit - **New Customer Orders**: Orders placed by new customers - **Today’s Orders:** pie chart showing today’s orders broken out by customer type (new/repeat) - **Daily Orders This Month:** daily order for the current month, broken out by new and repeat customers. - **This Month’s Orders:** pie chart showing this month’s orders broken out by customer type (new/repeat) - **Repeat Customer Orders:** orders placed by repeat customers ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-NYZXG0UL.png) This section shows how to create and save the following reports: - [**This Month’s Orders by Segment**](https://portal.document360.io/v1/docs/step-6-create-reports#this-month%E2%80%99s-orders-by-segment): pie chart showing orders for the month grouped by customer segment. Each number represents the number of orders this month for customers in a particular segment. - [**All Orders By Segment**](https://portal.document360.io/v1/docs/step-6-create-reports#report-all-orders-by-segment): pie chart showing total orders grouped by customer segment. Each number represents the number of orders made by customers who are currently in each segment. - [**Daily Revenue ($)**](https://portal.document360.io/v1/docs/step-6-create-reports#report-daily-revenue):daily revenue for the current month broken out by sales metric 1 (revenue) and sales metric 2 (profit) - **Daily Orders This Month:** daily order for the current month, broken out by new and repeat customers. > **Saving Individual Reports** > > Although it is possible, it is not required to save individual reports - adding the report to the dashboard and saving the dashboard will save all necessary information to recreate the individual report. ### **REPORT: This Month’s Orders by Segment** This section of the dashboard gives an instant visual of purchases made by different customer segments this month. Here we can see that customers in 4 of our segments have made purchases this month: ![null](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-JYFV23B7.png) The approach to creating “This Month’s Orders by Segment” is as follows: 1. **Create a profile** of [**sales.CustSegment**] as a pie chart 2. **Filter profile** by [**sales.ship date MONTHORDINAL**]=1 ### Video Tutorial [Video](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/BSD%20-%20Step%206a%20-This%20Month%E2%80%99s%20Orders%20by%20Segment.mp4) #### Creating a Profile of [sales.CustSegment] Create a profile of [sales.CustSegment] by: - Selecting **Analytics | Profile**. The profile report will open. - **Drag and drop** [**sales.CustSegment]** information into the **Dimensions** box. The profile will automatically calculate. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-1701342554578.png) #### Changing profile to a pie chart To display the data as a pie chart: - Select the **Chart Type** icon in the bottom right-hand corner of the micro-toolbar. The chart-type selector will open. - Select **Pie/Donut**. (Note: switch between pie → donut by clicking the same icon again) ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-1701343095620.png) #### Configuring the visualisation For this chart the legend is not required as the segments are already labelled. To turn off the legend click on the **Configure Chart** icon and **deselect** **Legend On**. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-1701343526697.png) #### Filter by ship date MONTHORDINAL 1 At this point the profile is showing information for all transactions. However, this visualisation is concerned with only the customers who have bought something **this month**. To reduce the dataset a filter needs to be applied. To apply a filter to the existing calculation: - Click on **ship date MONTHORDINAL**. - From the Context Panel, **Drag and drop** **[sales.ship date MONTHORDINAL] =** **1** onto the pie chart. An operator dialog will be displayed. - Select **And.** ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-1701343693718.png) ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-LXPRAMDQ.png) #### Save Report The report can be saved in 2 different ways: - as an individual report - as part of a dashboard. For now, save the report as an *individual* report: - Click the **save** icon on the toolbar. The **Save Report** dialog will appear. - Change the name of the report to **This Month’s Orders by Segment** and select **OK.** - The report will appear in the **Reports** tab of project explorer. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-1701345146601.png) ### **REPORT: All Orders By Segment** This report can be created using a shortcut. By simply clearing the filter from the **This Month’s Orders by Segment** report that was just created, the profile will revert to showing orders for all transactions. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-988AMPU3.png) ### Video Tutorial [Video](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/BSD%20-%20Step%206a%20-%20All%20Orders%20By%20Segment.mp4) #### Open Copy of This Month's Orders by Segment To create a second copy of the report, do *one* of the following: - Go to the Reports tab in Project Explorer, select **This Month’s Orders by Segment** and chose “open” - If **This Month’s Orders by Segment** is still open, right click on the report tab and select “duplicate” Make the following changes to the report copy: - **Right-click** on the pie chart and select **Clear DataSet**. - Click the **save** icon on the toolbar. The **Save Report** dialog will appear. - Change the name of the report to **All Orders by Segment** and select **OK.** - The report will appear in the **Reports** tab of project explorer. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-1701345511167.png) ### **REPORT:** Daily Revenue ($) The Daily Revenue report is the most complex visualisation included in the sales dashboard, and shows how to use some of the more advanced reporting features. Whilst it is based on a simple profile - created in just a couple of steps - some additional steps have been taken to give a consistent look and feel to the report regardless of when in the month the dashboard is generated. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-DAQ874R2.png) The approach that is used to create the Daily Revenue ($) report is: 1. **Multi-function profile**: Create a multi-function profile with [sales.ship date] as the dimension and [sum of sales.sales] and [sum of sales.profit] as the measure s 2. **Filter:** Apply a dataset of [sales.ship date MONTHORDINAL]=1 as a filter 3. **Configure Visualisation**: Change display details to show a mix of line and bar chart 4. **Post-processing, InsertDates**: Force graph to always display a full month of data, regardless of the current date 5. **Post-processing, FormatDate**: Change date format to better suit dashboard layout ### Video Tutorial [Video](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/BSD%20-%20Step%206a%20-%20Daily%20Revenue%20($).mp4) #### Create Multi-Function Profile To create a Multi-Function Profile showing totals for sales and profits: - Select **Analytics | Multi-Function** **Profile**. The multi-function profile report will open. - **Drag and drop** **sales.ship date** into the Dimensions box. - **Drag and drop** **sales.sales** into the Measure box and select **Sum**. - **Drag and drop** **sales.profit** into the Measure box and select **Sum**. - In the setup grid, **Double-click** on the name headers and change the names of the measures to **sales ($)** and **profit ($)**. - Click on the **Green Play Button** next to the Dimensions box and the **Profile** will be created. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-8JVDVU2N.png) #### Configure Visualisation Select the **Grid and Chart** button to view the chart for the Profile. Because data for all transactions is being plotted, the graph will be very busy! ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-RW73CKQJ.png) #### This Month’s Daily Revenue To change the profile to show data for the current month only: - Select [**sales**.**ship date MONTHORDINAL]** in the project explorer - **Drag and drop** **1** onto the result grid and select **And**. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-PGMK0I3O.png) To change which type of graph is selected for **sales** and **profit** go to the **Setup** tab: - On the **sales** row change the **Series Type** to **Bar**. - On the **profit** row change the **Series Type** to **Line**. - Press the **Green Play Button** again to recreate the **Profile.** ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-5DQXSKCM.png) The charts may not automatically update in which case change the graph to a **Bar** chart and then recalculate. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-5Q10X1OD.png) #### Post Processing The data for this month only has seven days (TODAY’s date in the demo dataset is **Jan 7th**), but regardless of which day of the month it is, we want the Daily Revenue chart to show days for the entire month on the X axis. To fix the number of values on the X axis: - Click the **post-processing configure** icon. The Profile Post Processing dialog will open. - Select **New | InsertDates.** The InsertDates configuration screen will display. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-UN1ZAVUA.png) To configure the InsertDates process: - Set the Column to **ship date** by right-clicking in the column box and selecting **ship date** - Set the Start of Month to **Y,** End of Month to **Y,** - Set Required Range to **31** and interval to Days - Select **Apply** - Select **Update Source** and close the dialog. - Press the play button to recalculate the profile. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-O5ICQI56.png) #### Configuring Chart Axis Now that a whole month’s worth of data is on the X Axis, there is only space to display some of the labels. We can display all the labels by rotating the axis labels so that they are vertical rather than horizontal. To rotate the labels: - Click the **Configure Chart** button on the toolbar. - Select **Rotate Categorical Axis**. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-MPOO2VZ6.png) Now that the labels are visible, the format of the Date Column is ready to be changed to the MMM-dd format. To do this: - Select the **Post-Processing Configure** icon. The Profile Post Processing dialog will open. - Select **New | FormatDateColumn.** The FormatDate configuration screen will display. - Right click in Column and choose **ship date**. - Change the Format to **MMM-dd.** - Select **Apply** - Select **Update Source.** - Press the play button to recalculate the profile. - Set the view type to be “chart-only” ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-OP0P7QH5.png) #### Save Report To save the report: - Select the **Save** button - Rename the report **Daily Revenue ($)** - Select **OK** ### **REPORT:** Orders This Month Note the steps for this report are very similar to the steps for **Daily Revenue ($).** In addition to the techniques shown for the Daily Revenue report, this report shows how to: - duplicate measures - apply row level filters to individual measures ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-4AE5OJIO.png) ### Video Tutorial [Video](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/BSD%20-%20Step%206a%20-%20Orders%20This%20Month.mp4) #### Create Multi-Function Profile To create a Multi-Function Profile go to **Analytics | Multi-Function** **Profile**. For the Daily Orders calculation: - **Drag and drop** **sales.ship date** into the Dimensions box. - **Drag and drop** **sales.transaction id** into the Measure box and select **Count**. - **REPEAT:** **Right-Click on the existing measure and select “Duplicate Row”** - **Double-click** on the name headers and change the names of the measures to **Repeat** and **New**. - Click on the **Green Play Button** next to the Dimensions box and the **Profile** will be created. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-WH517284.png) ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-NR2TC3CB.png) #### Adding Filters At the moment both series in the chart are the same. To make one show repeat customers and one show new, we will apply **row level filters** to the individual measures. There are multiple ways to add filters, we will show 2 different ways below: To filter for **New** customers this month: - Select **ship date MONTHORDINAL** and **Drag and drop** **1** into the **Hotbar.** - Select [**sales**.**CustomerType]=New** from the project explorer and **Drag and drop** it onto **MONTHORDINAL 1** in the **Hotbar.** - Select **AND.** - **Drag and drop** this Dataset onto the **New** row. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-9LGCNLVG.png) To filter for **Repeat** customers this month: - **Right click** on [**sales**.**CustomerType]= New** and **[ship date MONTHORDINAL] = 1** (the dataset that has been created) in the **Hotbar** and select **Open Copy.** This will open a copy of the dataset which can then be edited. - **Right click** on [**sales**.**CustomerType]= New** and select **Edit Row.** The Edit Row Dialog will appear. - Change the **Operator** to **Repeat** (by double clicking and typing Repeat) then select **Okay.** ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-2BENOA90.png) - **Drag and drop** this Dataset you have just created from the **Open Window** and drop it onto the **Repeat** row, using the **Drag** feature. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-3MWLITEA.png) Click on the **Green Play Button** next to the Dimensions box and the **Profile** will be created. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-KIW0F948.png) #### Post Processing and formatting Apply the same post-processing and formatting techniques to this report as to [Daily Revenue ($):](https://portal.document360.io/v1/docs/step-6-create-reports#post-processing) - [ ] InsertDates - [ ] FormatDateColumn - [ ] Rotate Categorical Axis - [ ] Set view to “chart-only” - [ ] Save report as “**Daily Orders This Month**” ## Adding Reports to Dashboard ### Video Tutorial [Video](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/BSD%20-%20Step%206a%20-%20Adding%20Reports%20to%20Dashboard.mp4) #### Open Dashboard Once **Step 5 - Create Dashboard** is completed, reports can be added to the dashboard. This can be done at the end of report creation, or along the way. To open the blank dashboard: - Go to Project Explorer **Reports** tab - Expand **Home** - **Drag and Drop** **Daily Sales Dashboard** into the workspace. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-SYSNVVP9.png) #### Design/View Mode When a saved Dashboard is opened it will be in **view mode**. To edit the dashboard put it into **design mode** by *one* of the following methods: - Right-click and choose “**design mode**” - Select the **Toggle** button. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-Y62AV6EK.png) NOTE: To see if a dashboard is in design mode confirm that individual slots have orange borders surrounding them. #### Add Reports to Dashboard The following are all valid ways to add a report to a dashboard: - Drag from the Report tab and drop on a slot - Open the report, pick up the report by the header, hover over the dashboard and drop the report into the desired slot - Drag a field from the database tree and drop it into a slot (this will give simple visualisation options). To add the reports created in this step you can simply **drag and drop** them into your dashboard. - **Drag and drop** **This Month’s Customers** in the top left-hand corner. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-BVJCUYN2.png) - **Drag and drop** **All Orders By Segment** in the top right-hand corner. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-71URNXH0.png) - **Drag and drop** **Daily Revenue ($)** in the centre slot. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-J8Q3OBN3.png) - **Drag and drop** **Orders This Month** in the central bottom slot. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-92B7URYX.png) #### Save Dashboard Finally we want to save the changes made to the Dashboard. You can then save this dashboard template by clicking the **save** icon on the toolbar. The **Save Report** dialog will appear. Keep the name of the report as **DAILY DASHBOARD** and select **OK.** Select **Overwrite Report** and the report will update. ![](https://cdn.document360.io/73b6469b-c1e4-47e9-aa65-986c8ebd17ca/Images/Documentation/image-SD3UZ2TV.png) A dimension is a qualitative variable that provides context and meaning to a metric or measure. It is used to group data. Usually a dimension is a discrete field (or column). Dimensions provide row groupings for tabulations and profiles, and are similar to "row fields" in a spreadsheet pivot table. Measures are quantitative measurements, sometimes referred to as metrics. They control what is being counted or summarized, as well as how it is being summarized (e.g., Min, max, avg). A measure is often used as short-hand for a numeric field that is being summarized. A collection of table records - may be all records in the table, or a subset of records. A dataset has a corresponding Query Rule, that determines which records from the table are in or out of the dataset (or "selection"). A dataset that is applied to a result-set, report, visualisation or dashboard in order to reduce the records that are in the calculation to a subset of the original records. Filters are commonly used to drill-down in results by records with unwanted values from the calculation.