Creating Reports Using FossLook Groupings

"Creating a simple and effective reports in your daily work will benefit your organization, both internally and externally. It can help streamlining processes, reducing costs and improving efficiency of your business."

General Description

Grouping mechanism is used in FossLook to create reports. It allows you to group documents in particular folder. You can group documents by any field, with unlimited levels of nesting. The result of grouping is displayed in form of a report, which then can be exported to Excel.

The screenshot below shows a grouping called "Sales order report", created from the "Sales order" documents. Documents initially are grouped by "Company name" field and then by "Salesperson" field.

By clicking on the corresponding group, you can see the documents grouped by a specified condition.

FossLook documents grouping - report example

Creating Groupings

You can create groupings in the root directory of the user folders, or in the root directory of the mail folders. To create a new grouping, click "Create grouping" button.

Creating Grouping in FossLook

Enter the name of the grouping and select a folder, based on which you wish to create a grouping.

Note: Do not use the virtual folder as the source for the grouping.

Selecting grouping folder

Next, select necessary fields by which you'd like to group documents in the report.

Fields selection for building the report

You can select any number of fields. In the example below, all documents grouped by the "Company name" field will be shown first, and documents grouped by the "Salesperson" field will be grouped and shown later. You can change fields grouping order by pressing "Up" and "Down" buttons.

Documents grouping order

Also, in the same window, you can setup additional document filters using FossLook search engine. For example, "Shipping method" = "ABF Freight System".

Additional grouping conditions

After saving the grouping you can review it on the "Groupings" tab.

Reviewing previously created report

The number of groupings that you can create is unlimited, i.e you can create an unlimited number of reports on any folders with any parameters.

Multiple reports created for one folder

Export Groupings to Excel

If necessary, it is possible to export the report into Excel table. To do this, click "Export to Excel" Uploading the report into Excel button. As a result you'll get the .csv file, which can be opened in Excel later.

Exported report in Excel
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