---
title: "Create and Configure Reports"
slug: "create-and-configure-reports"
updated: 2025-08-01T12:41:58Z
published: 2025-08-01T12:41:58Z
canonical: "documentation.encodify.com/create-and-configure-reports"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.encodify.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create and Configure Reports

After reporting functionality has been activated and set up in *Site Configuration*, under *Add-Ons* menu, the user can proceed with creating the reports, specifying filtering criteria for data extraction and generating report.

In order to create a report, follow the steps described below:

1. Go to the module that you specified as a reporting one in configuration, and click *Add*.
2. In the *Name* field, enter the name of the report.
3. If you leave the *Module Containing Templates* field blank, the system will create xml template automatically. Otherwise, you can upload ready xml templates that were previously configured.
4. Click *OK* to save the report.

As soon as the report item is created, the *Get Report button* appears next to the *Info* button. If you uploaded the xml template with report configuration, when creating a report, by clicking the *Get Report* button, the report will be generated in accordance with the setup in the xml template.

![image312.png](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image312.png)

*Fig.3.: Generate report according to the configuration*

If you left the *Module Containing Templates* field blank, you have to proceed with report configuration that includes the following:

- Selection of modules, from which data for the report will be extracted
- Selection of module fields that will be displayed in the generated report
- Specifying filtering criteria for the module fields, that will result in the exactly needed data extraction

In order to select modules for the report, perform the following steps:

1. If you are in the With Preview mode, click the *Info* button of the created report item. Otherwise click the *Edit*icon.
2. In the window that opens, click *Edit Report*.

![image314.png](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image314.png)
3. In the *Edit Report* window, on the *General Settings* tab, the list of all the modules available on site will be displayed with the check boxes next to each. By selecting the check boxes, you specify from which modules the data will be taken for the report and the system adds them as tabs in the left pane of the window for entering filtering criteria.

> [!WARNING]
> **Note!**Modules that are not available for selection for report generation are: Briefing, AdBuilder, Discussion groups and Links.

![image316.png](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image316.png)

*Fig.5.: Report configuration — modules selection*
4. Move to the *Export* tab. The list of module fields that corresponds to the selection of modules on the *General Settings* tab will be displayed. By selecting the check boxes next to module fields, the user specifies from which fields the data will be taken for the report.

The user can also include log information to the report, by selecting the corresponding check boxes in the *Include Log Information* section. Log information includes:

**Note!**Log information check boxes are available for selection only when logging is enabled for the module itself. Otherwise, the *Include Log Information* section will be unavailable.

![image318.png](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image318.png)

*Fig.6.: Include log information to the report*
  - download log
  - change log
  - workflow log
  - workflow
  - comments
  - general comments
5. If you want all the data from the specified modules and module fields to be extracted to the report, click *Save Template* to save report settings.
6. Click *Get Report* to generate the report according to your configuration.
7. In the *Get Report* window, select format of the generated report. Currently, you can choose between .xls and .xlsx formats.

![image320.png](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image320.png)
8. Click *Get Report* to generate and download the report. In the standard pop-up window, you can select whether to save the generated file to some directory on your computer, or open the report in Excel.
9. In the generated excel file, data from different modules are displayed on different tabs. If you included log information to your report, corresponding tabs with log info prefix will follow the tab with main module data.

> [!WARNING]
> **Note!**When generating reports with large amount of data, please take into account that .xls format files have limitation of 64000 lines. XLSX files do not have such limitation, but when generating reports with large amount of data, the worker should be started with large volume of memory.

If you want only the exactly needed data to extract for the report, you can specify filtering criteria for the module field. In order to set filters for the reports, perform the following steps:

1. Select the report item and click *Info*.
2. Click the *Edit Report* button.
3. In the *Edit Report* window, click the tab with the module name for which you want to set a filter.
4. In the *Filter*section, in the right pane, click the *Add Criteria* button. A new criteria entry will be added.
5. Click the *Name* drop-down list — the list of all fields available in the selected module will be shown. Every field type has its own filters. The list of field types and the corresponding filters are listed in the table below.

| Field type | Filter |
| --- | --- |
| Text fields | - Contains - Does not contain - Begins with - Ends with - Is equal to |
| Numeric fields | - Is equal to - Is greater than - Is less than |
| Optioned fields | - Is equal to - Is not |
| Module links | - Is equal to - Is not |
| Date fields | - Next/Previous - {number} days, weeks, months, years - Period selector: - Today - Yesterday - Tomorrow - Last/This/Next: - Week - Month - Quarter - Year |

It is possible to configure filter by field value that is not predefined in filter settings but can be specified just before the Report generation. It is also used in Batch Actions for generating the Report link with filtering.

To configure this, specify the key placeholder `{filterValue}` as a filtering value. For example

| Field | Filter | Value |
| --- | --- | --- |
| Campaign | Contains | {filterValue} |

![Reporting.png](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/reporting.png)Now in the Get Report window, you will have the possibility to enter the filtering value: ![Reporting2.png](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/reporting2.png)
6. You can add as many criteria as you need for each separate module, to retrieve only the exactly needed data for the report.
7. The preview of the generated report according to the filtering criteria is available on the *Preview* tab.

> [!WARNING]
> **Note!**Report preview functionality is only available if you have `devMode=true` in your `System.properties` files.
8. After you have selected all the modules to extract data from and specified all the filtering criteria to limit the amount of data retrieved, click *Save Template* to save template configuration.
9. Click *Get Report* to generate the configured report.
10. Select the format of the generated report (.xls or .xlsx) and click *Download Report*.

**Known limitation:**date in downloaded .xls and .xlsx format won’t be shown in human readable format in Numbers app for Mac OS