Create a custom operational report

ProductIP platform allows users to generate operational reports that provide insights into technical files activity and other operational data. These reports help you monitor progress, track compliance, and effectively manage the information stored in your account.

Feature access

This feature is available for all plans, but only users with the appropriate permissions can create reports.

Before you begin 

Create and manage your first technical files on the platform to have enough data for reporting.

Video instructions

A short step-by-step guide will follow soon! 

Steps

1. Log in to the ProductIP platform and go to the Reports tab (bar chart icon). 
2. Click Operational.
3. Select the report type you want to create from the available predefined operational reports.
4. For File list, follow all steps below. For all other report types, fill in all required fields, add optional fields for your convenience, and go to step 7.

File list

1. Click File list.
2. Select a template from the drop-down menu of Report templates if you want to edit an existing template. Enter the Report name if you want to create a new report.
3. Select the Filters for your report.
   

1. Select the Status of the technical files (multiple selections allowed) and the EOL (End-of-Life) status of the technical files. The selections are required. 
2. Click Select filters to add optional filters and then click Select at the bottom to confirm your selection. The selected filters will appear at the bottom. 
3. Click the cross in the top right corner to remove the filters if needed.

 4. Define the Columns of your report. 

1. Click Select Columns to open the columns overview.
2. Navigate through the tabs to choose the data columns to include.
3. Click Select at the bottom to confirm your selection.

 5. Navigate to Template actions on the left side of your screen.

You have the following options to manage the report template:

• Update: Overwrites an existing report with the new configuration.
  Note: The previous report cannot be restored.
• Save as new: Saves the configuration as a new report template.

Note: This step is crucial to ensure that the new template can be selected from the drop-down menu and edited later.

• Set as default: Sets the configuration as a default template.
• Delete: Remove the template permanently.
  Note: The report cannot be restored.
• Import templates: Imports shared templates under the tab Share with you.

      6. Select Allow colleagues to copy this template (optional) if you want colleagues to reuse your report template.

      7. Go to Report actions and click Run. You will be directed to the Report history page.

      8. The Status of your report shows Queued. Depending on the amount of data, it may take some time to extract your data. Click the cross on the right side to cancel the report export.

      9. Once the Status changes to done, you can use the icons on the right side to:

• share the report with other users in your account.
  
• download the report (ensure your browser allows downloads).
• re-run the report with updated data.
• delete the report.

You can go to the Reports history at any time to quickly re-run, download, share or delete previously generated reports.

Tips and best practices

A custom operational report has to be created only once. Re-run it from the Report history to get the same report with updated data.

Also save a report as template to re-open and update it later. You can also allow colleagues to use and edit your template.

Besides the Reports and the Report history you can find another tab called Shared with you. All reports that have been shared with you are available from this tab.

Troubleshooting

• Editing / updating reports
  Always save reports as report template to re-open and edit it. Running it will not save it as template.
  
  
• Incomplete / wrong list of technical files?
  If you have saved your report as a template, re-open the report template from the drop down to update your filter criteria.
  
  
• Missing columns / data points?
  If you have saved your report as a template, re-open the report template from the drop down to reselect the columns.
  
  
• Empty data columns?
  Go to your Technical files to see if the related data sets are filled.
  
  
• Can't see the report of your colleagues?
  Ask them to open their report template. They have to select Allow colleagues to copy this template in their report.
  
  
• I can't find my downloaded report.
  Check the default download path in your browser settings.

Still having issues? Contact ProductIP via helpdesk@productip.com. 

FAQ 

• Are default reports available?
  Yes, you can choose from various pre-selected reports. Re-navigate to Reports.
  Explore the folders Operational and Performance to discover a list of useful default reports.
  
  
• Are other report formats available?
  Tailored solutions are possible in higher plans. If you are a member of the Enterprise plan, your ProductIP team is happy to explore individual solutions with you.
  
  
• Can I set up an API / data link to my current PIM / PLM / ERP system?
  Tailored solutions are possible in higher plans. If you are a member of the Enterprise plan, your ProductIP team is happy to explore individual solutions with you.
  
  
• I need other data columns or filters in my reporting. How can I customise my report even more?
  Tailored solutions are possible in higher plans. If you are a member of the Enterprise plan, your ProductIP team is happy to explore individual solutions with you.
  
  
• Can I visualise my reports?
  Yes, go to the Dashboards section to see your data visualised with custom graphs. 
  
  
• Can I set up an automatic reporting cadence to my PIM / PLM / ERP system? 
  Tailored solutions are possible in higher plans. If you are a member of the Enterprise plan, your ProductIP team is happy to explore individual solutions with you.

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