Reports on request forms

Are there any reports that you can run on the request forms that are submitted and worked on if you are not an Enterprise admin?  I came across the article "Audit Reports" (https://help.wrike.com/hc/en-us/articles/209606309-Audit-Reports) that talked about Activity reports but you need to be an Enterprise admin to do so.  Are there any more options for gathering information about forms?  Reports or raw data showing who created the request form, who "picked up" or worked on the task or project, the amount of time that was spent on the task, or any other useful information?

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This question is from a Business Admin.

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Hi Deidra, yes, you can definitely use the Reports feature to get more detailed information about tasks and Projects in your account. Reports are available on Business and Enterprise accounts, so you're good to go there. 

Our help center pages have detailed instructions on how to create a Report, but if you let me know what type of information you specifically want to see, I can help walk you through the process. In terms of the things you mentioned:

  • Who picked up the request: if people assign themselves to the task created by the request, you can build a report grouped by assignee.
  • Who created a request: if the people making requests are Wrike users, you can report on task author
  • Time spent on a task: this one's a little tricky. Does your team use the time tracking feature? If not, are you looking to see when a request was made vs. when the task was completed?

Looking forward to hearing back from you!

Stephanie Westbrook Community Team at Wrike Узнайте о самых популярных функциях Wrike и советах по его использованию

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Hi Stephanie,

Maybe I am misunderstanding your response.  Is there a filter or some other option I am not seeing that will allow you to can get reports on requests themselves?  We need to filter out which tasks were created from request forms, and then use that filter to run the above mentioned reports.

As for your last two questions, yes, we are working on the time tracking feature so we would like to know how to run reports for that.  We also would like to have data on when the request was made vs. when the task was completed.

I really appreciate your help with this!

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Stephen

Hi Deidra, I'm just jumping in here for Stephanie 🙂 
 
When a request is submitted, it creates a task in a Folder or Project that you've specified while building the Request form. So the idea here is to run a Report from this Folder i.e. 'Source data'.
 
For example; often IT teams have an 'IT Requests' Folder where IT Requests' tasks are created so the team can begin working on them. The team would then run a Report from this Folder.
 
Once you've located this Folder in your Wrike account, you then build out different Reports that will show you different information: Project, Task or Timelog information. Using the filters option, select the data you'd like to see. You do this using the Report Builder.  See the below filters you can choose when defining what is generated in your report.
 
 
So, for your Time Tracking report, you want to run a Timelog Report. See the options in the below screeshot. Once you select Timelog, then the Folder (source data) you want to report on, then any filters you want to apply. The simply select the layout, table or column, and the Report is generated.
 
Then to see when Requests started and ended you can use the filters Started and Completed dates as seen in the below screenshot. Note that this requires the person who is working on the Request to change the status to Complete.
 

 
Give it go, and let me know if you have any questions 👍
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Hi Stephen,

Thank you for that information! 

If I understand you correctly, for each type of request forms we have (i.e. "Setup Tech Work Request"), we would need to create a separate folder (i.e. "Setup Tech Requests").  We would then need to set the When User Submits Form to that folder.  Later we can assign an additional folder (i.e. "Setup Tech Workload") to the tasks (or projects) that are created when a form is submitted.  However, we would need to continue to include that tasks (or projects) in the original folder we created just for those requests (i.e. "Setup Tech Requests") in order to run reports on those types of requests (or projects).

Am I understanding that accurately?  Boy, that is challenging to explain, haha!

Thanks again!

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Stephen

Hi Deidra, your explanation is perfect! Thanks for taking the time to go into detail 😁

 

I think we're on the same page now. 

Creating a Folder where new Request form tasks are created allows you quickly locate these tasks in Wrike. Not only for Reports but so you can find the information in your Wrike Folder tree easily too. Basically, it keeps things nice and tidy 🙂

Just to reiterate, for your example above, see the below steps:

  1. Create a Folder in your Wrike account named, 'Setup Tech Requests'.
  2. Create your Request form, 'Setup Tech Work Request', and ensure you choose the Folder 'Setup Tech Requests' (you created in step 1) as the 'Place task into' option. See my example GIF that shows that I have selected 'Departments' as the place I want all tasks created from this Request form. I can then later run a Report based on the 'Departments' Folder to see all tasks created from this Request form. 

Now, when you go to Reports, you can run a task Report based on this Folder, 'Setup Tech Requests', and then use the filters in the Report Builder to choose what exactly you want to see.

It would be great if you give it a go now and see how you get on. I'm here to help, so if you encounter anything you're unsure of, share with me here and I can advise. You're more than welcome to share screenshots here too if you think it would help 🙂

 

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Hi Stephen,  I have a related question if you don't mind.  I have a request form that feeds to a unique folder to create a task like you've mentioned above.  I'm able to create a task report to get task related data, but what I'd like to do is incorporate Request Form fields in the report.  Either that or create a seperate report with request form fields.  Is that possible?

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Hi Justin, I'm back :) And we love questions! You can incorporate Request form fields into the existing Report of build a new one - if you don't need to report on anything else, I suggest just editing your Report and adding any additional forms you need. 

I actually just built a Report on Request forms as an example for a video and this is how I did it:

  1. Create a Custom Field titled something like "Request?". Make it a dropdown and have the only dropdown value be "yes". Uncheck the box next to "Allow users to input other values". 
  2. Add a question to your Request form. Make it a dropdown question, make "yes" the only answer, make the question required, and set the response as the default answer (you can do this by hovering over the answer and clicking the checkmark). Map the question responses to the "Request?" Custom Field. 
  3. Edit your Report, in the filters panel, filter for the Custom Field, and only include tasks which have the Custom Field value "yes" on the "Request?" field.

People won't have to do anything differently when they fill out forms and all form submissions will have the box checked. Happy to go into more detail if you want! If you have a different question that you know you can filter for on your Report you can definitely use those instead.

Stephanie Westbrook Community Team at Wrike Узнайте о самых популярных функциях Wrike и советах по его использованию

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Thanks.  This helped a lot!

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So glad to hear that! Stephen and I are both happy to talk through more questions like this. 😁

Stephanie Westbrook Community Team at Wrike Узнайте о самых популярных функциях Wrike и советах по его использованию

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I also would appriciate to get an activity report to see, what tasks or projects were setup by request form, no matter WHO send the request and WHERE it was addressed to and without adding an extra custom field

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What if you want to report on the actual request form data? Like how questions were answered etc. How can we do that? It seems the functionality of reporting is limited to the project/folder/space level, but I would like to report on the information that is populated in the project description (aka, how questions in the request form were answered). Is that possible and if not, can it become possible?

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Hugh

Hi Shannon Cate, thank you for this feedback! It's been passed on to the Product team.

It currently isn't possible to report based on the description field. I would recommend making a post about this in the Product Feedback section. This way, other Community members can voice their support and feedback about this suggestion too.

If you have any other questions, be sure to let me know!

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This is something we'd like to be able to do too. I'll submit something in the Product Feedback section as you suggested.

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Hugh

Hi Devon Powers, and welcome to the Community!

For anyone else interested in providing feedback for this suggestion, you can view the Product Feedback post here.

If you need anything else, be sure to let me know.

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