Introduction

Generating reports is a vital task for HR teams and system administrators who need to track, analyze, and present employee or organizational data efficiently.

uKnowva HRMS simplifies this process with its custom reporting feature, allowing users to create detailed and tailored reports based on specific datasets.

From selecting data views to applying filters, scheduling reports, and even deploying them via API, the reporting module in uKnowva is flexible and user-friendly.

This article explains how to create and configure a new custom report in uKnowva HRMS in a step-by-step manner.

Step 1: Access the Reports Section from the Main Menu

To begin creating a report, log in to your uKnowva instance and click on the “Reports” menu available in the left-hand side navigation panel.

This section serves as the central hub for viewing, managing, and creating reports.

Once inside, you will see a list of existing reports. To proceed with creating a new one, continue to the next step.

Step 2: Add a New Report

In the Reports section, locate the “+Add New Report” button on the interface and click on it.

This action opens a new page where you can begin configuring your custom report.

Here, you will start by selecting the view upon which your report will be based.

Locate the appropriate view, and once located, click on the “+” icon next to it to load the structure.

Step 3: Select Relevant Columns for Your Report

Once the view is selected, you will see a list of fields that are available for inclusion in your report.

Carefully choose the necessary fields or columns by checking the boxes next to each column name—for example, fields like "ID", "Username", "Date", etc.

This step is crucial as it defines the structure and content of your report.

Step 4: Fill in Report Details

After selecting the columns, proceed to fill in the core information about the report. Start with the Title, which should clearly describe the purpose of the report.

Follow this with a Report Description to elaborate on what kind of data the report will contain and how it should be used.

Then, choose a Report Category from the drop-down menu to classify your report appropriately.

Use the Filter By field to refine the report output. This feature allows you to focus on specific data segments—for instance, filtering an attendance report by location to only show records from Mumbai.

Additionally, specify the Access Group and Exclude User Group settings to control who can view or is restricted from accessing the report.

These permissions help maintain data confidentiality and proper visibility within the system.

Step 5: Configure Advanced Report Settings

To reveal additional configurations, click on the Settings button. This section allows you to fine-tune how your report behaves.

You can choose to group data using the Group By option, decrypt encrypted columns if needed, or write a Custom Where Clause to define specific data conditions.

For more tailored data handling, you can click on the Reports Data Modelling option by selecting “Click here.”

A pop-up window will appear, allowing you to adjust data presentation fields such as Column, Data Type, Header Name, and Row Numbers.

You can add or remove rows as needed using the plus icon or bin icon, respectively. This interface also allows multi-row display and filtering options.

Back in the Settings tab, enable the Deploy as API toggle if you wish to use this report externally via API.

For detailed instructions on using this feature, refer to the documentation at: How to Deploy a Report as API

You can also choose a PDF Layout Format, such as A4 or Legal. Click on the Customize PDF button to further tailor how your report appears in PDF format.

If you want to prioritize this report in your dashboard, toggle the Pin This Report to Most Used? button to Yes.

Step 6: Schedule the Report for Automatic Delivery

If you wish to automate the delivery of the report, toggle the Schedule Report? button to Yes.

You can choose between email and SFTP delivery methods. For detailed guidance on scheduling reports via email or SFTP, refer to the following links: Schedule a Report Over Email, Schedule a Report to SFTP Folder

If you enable the Send Individuals? toggle, the system will send reminders for the report. Specify the date, day, month, and time for this reminder.

You can choose the user to be reminded by selecting a name in the Select Field.

Additionally, you can enter recipient email addresses, CC users, and a subject line for the reminder.

Customize the mail content and set a Record Limit to control how many entries appear in the attachment.

After completing all the settings and configurations, review your inputs. Once satisfied, click on the Save button to preserve your work and return to the page for generating the report.

Step 7: Submit the Report

Then click on the Submit button to officially generate the report.

The report will now be accessible based on the access and filtering settings you've configured.

Conclusion

That’s it!

You’ve now successfully created and configured a new report in uKnowva HRMS.

By following this step-by-step process, you ensure that your report is not only detailed and structured but also personalized according to your organization’s needs.

From field selection to advanced deployment and scheduling options, uKnowva makes it easier for HR and admin teams to work with data effectively.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..