To create a folio report for your organisation, click on "Reports" and from the report screen, select Folio Report Template from the "Built In Reports" section.
Report Suggestions
Folios Report Template also has Report Suggestions which list all possible reports that you can build using this report. It basically lists all Folio Templates as cards. If you click on any template card the default view fields of that template will be added to the report. You can also search for the template name on the Report Suggestions.
On selecting the template, you will also see a message on the top that your report has been created successfully. You can then Preview & Resize the report, Export it or can continue building it by adding additional filters and fields as per your requirement.
Filters
It is important that you filter the report and select only those Folios that you would like to include in your folio report, so you may choose to include only Service Provider Contracts in your report. To do so click on the search icon in the search bar , then select the field you would like to filter the report by, such as Contract Key or Entity.
Report Format
Drag and drop the fields that you would like to include in the Folio Report by clicking and holding the three dots and to add more fields start to type in the white box beneath Fields. You can add fields for the Folio itself, as well as Entities or Entity Contact Persons. You can also sort and group your report by different fields, so for example you can create a folio report and group them by the Entity associated with each Folio.
Summary & Charts
You have the option of including a summary in your report of new, open, closed and rejected (in case of public & create links) Folios within a certain period of time. If you choose this option you will need to give a date range that you would like the summary to be based on. Additionally you can choose to base the summary on any Single or Multi Select field in the Folio template/s:
The Report Summary adheres to the following rules regarding the Rejected folio counts displayed in the summary table:
- Template with an active Public OR/AND Create Link:
- Folios created through a template with an active Public Link or/and Create Link, when rejected in stage 1, are automatically closed. These rejected folios are placed under the Rejected column.
- In the same template, if a folio is internally created using the Create button and is rejected in stage 1, closing the folio record subsequently places it in the Rejected column.
- Template without Public and Create Link
- For template without Public and Create Link, the folios created, rejected and closed in stage 1 will be placed under the Closed column.
You also have the option of including a trend chart in your report. This allows you to see a line or bar chart of Folios created in a selected period, broken down by a given Single Select, Multi Select or Hierarchy field:
Choosing a bar chart will produce something like this:
Choosing a line chart will produce something like this:
Exporting
You can Export your Folio Report to PDF or Spreadsheet, to run the report to PDF, just click on Export OR click on the down arrow next to arrow and select PDF. To run the report as a spreadsheet, select spreadsheet and a CSV will be exported from your browser.
The PDF Report will have hyperlinks in it that will allow the reader to click on the name or key and be taken directly to the Contract in Folio
Numeric Field Totals
This Report enables you to add totals for any numeric field. If the field is in a Table, Folio will provide a Total for the numeric values in that table. If the report has been grouped, you will see a group total for each group. You will also see a Grand Total at the end of the report.
Click on the Total ? toggle against the field to turn on totals for any numeric field.
Table Totals
Totals for Numeric fields in Tables on a report can easily be displayed. The total will be displayed for each Folio record that the table is on. For example Total for 2 fields in a table, the Milestone Amt Payable(Ex GST) and Milestone Amt Payable(Inc. GST) are displayed for each record in the example below. .
Group Totals
The report if grouped by any field (eg. Business Unit, Entity, Location etc.) then the numeric fields falling under each group will display the totals for each group at the end of every group as shown in below sample report which is grouped by the Entity Name:
Grand Totals
Grand total is the overall total for a numeric field which is calculated adding all its values across all folio records displayed on the report. The grand total for every numeric field appears at the bottom of the report as shown in below sample report: