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What is included in the Reports & how do I use them?

The Reports feature includes cross-room overviews of the individual modules, as well as a log of the latest activities, your personal favored entries, and all project portfolios and archived entries of the organization.

Attention: Within the Reports, you will only see contents from rooms you are included in and for which you have the right to view them (see: assigned right group in the room). The other contents remain hidden from you. Individual functions may not be available due to your role at the organizational level.

Accessing the Reports

The Reports are located at the top of the sidebar, just below your dashboard "My Week". By clicking the "Reports" button, you can view all functions in the form of a drop-down list.

Reports within the sidebar
Access all functions by clicking "Reports"

Note: The Reports functions may not be available due to your assigned role (Guest / External, see: User roles in an organization)!

Latest activities of all users of the organization

The "Latest Activity" (see: Accessing the Reports) option gives you an overview of what has been happening recently in your organization, i.e. all the activities that have been performed on Stackfield in the last few days and weeks.

Latest Activity
Latest activities within your organization

By using the filter functions (symbol: arrow down) in the upper right corner you can limit the display of the elements to certain users and/or modules. Here are some tips to help you apply the filter correctly:

  • Use the filter Everything to map all elements (e.g. tasks) including their comments.
  • Apply the filter Chat messages to show only "loose" messages from the module Communication.
  • To show only tasks, snippets, discussions, pages, files or events without any comments and attachments, click on the filter of the respective module. For events use the filter Calendar.

Tip: It is also possible to view the latest activities within a room, either for the entire room (see: Room Activities) or for the individual modules via the zigzag icon in the upper right corner (available for the modules Discussions, Tasks, Snippets, Pages and Files).

Your personal favored entries

Within the module Communication and within the Direct Messages you can add e.g. messages, comments, discussions, pages and files to your favorite entries by clicking the star icon. You can view your favorites later at any time by selecting the option "Starred Items" within the Reports (see: Accessing the Reports). Click on an entry or the name of a room to open it directly.

Favored entries
Your favorites from your rooms

Project portfolios: Overview of your project rooms

From the Premium plan (scope of functions) cross-project reports / project portfolios are available within the Reports. These help you to plan and manage your projects centrally and to keep an eye on their progress. You can open the overview via the option "Project Portfolios" (see: Accessing the Reports).

Project Portfolios
Project portfolios of the project rooms you are included in

Note: Only rooms with the type "Project" are listed here. Contents from other room types can be viewed individually in the overviews of the modules (see: Cross-room overviews of the individual modules).

Via the More button (symbol: three dots) in the upper right corner you can export or print the overview of the project portfolios (see: Further functions). Before doing so, make sure to hide all unimportant details using the filter function.

Cross-room overviews of the individual modules

Views of the following modules are available by default:

Within the Reports list in the sidebar, you can display several filters for each module, e.g. "Tasks", by mouseover. There are predefined standard filters for each module, e.g. "My Open Tasks", "All Open Tasks" and "All Closed Tasks". It is also possible to create self-defined views (here: "Personal View", defined on Reports level). These are automatically included in the list. The order of the filter options can be changed at any time if desired. Cross-room views

Saved views of the module "Tasks"

You can open the respective view by clicking it. There, all elements shown can be filtered using the filter function. Via the More button (symbol: three dots) in the upper right corner, you can then export or print the overview.

View within the reports
View "Tasks": "My Open Tasks"

Notes:

  • In case any changes have been made to a room, it may be necessary to update / overwrite the view (see: Creating / Overriding a view).
  • In the "Rooms" section of the filter (top right) only those rooms are displayed in which the selected module is activated and visible (see: (De-) Activating modules).

Tip: Make frequently used views more accessible by adding them to your favorites (see: Favoring views within your reports). You can then find them in the Favorites section of your sidebar.

Archived entries within the organization

All entries archived in the organization can be viewed and restored in the Reports using the button "Archived Items" (see: Accessing the Reports). Use the search to look for specific entries. Use the filter functions (icon: arrow down) in the upper right corner to select the type of module elements (e.g. tasks) to be displayed and to limit the overview to specific users.

Archived tasks
View "Archived Items", bzw. hier: "Archived Tasks"
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