Generation of Task Management Reports using Saved Search Criteria Overview

The purpose of this guide is to provide you with instructions on how to use Advanced Searching and Management Reports to generate Task Reports.

1. To load a saved search criteria, click on the Advanced link under the search box.
   
   
   
   
2. A menu will appear containing a list of the saved search criteria. Click on the required search criteria to generate the list of clients that you wish to generate the Management Report for.
   
   
   
   
3. A list of clients matching the search criteria will be generated and displayed on the screen.
   
   
   
   
4. The list can be filtered further using the search filter options at the top of the screen including the type of entity that is displayed.
5. Select the entities to be displayed by ticking the tick box then click Ok.
   
   
   
   
6. To filter the client list to those of a particular advisor click on the Client Advisor drop down box.
   
   
   
   
7. A pop up screen will appear, Lookup User. Enter the advisors name in the search box and click on the magnifying glass icon. In this example, the Advisor's name is John
8. Select the relevant advisor. Only the clients belonging to the advisor selected will be displayed. 

9. Click Ok. 

   
   
   
   
10. After the search criterion is selected and the list has been filtered, to generate a report select Reports in the left hand navigation menu.
11. Then select Management Report.
    
    
    
    
12. There is a vast range of report options in the Select Report drop down menu.
    
    
    

    To generate an incomplete task report for the client list selected, click Incomplete Tasks. 

13. And select Only Selected Clients from the Target Clients
    
    
    
    
14. Complete the fields required for the Incomplete Tasks report as follows:
     
    
    
    • Target Clients - When you select “Only selected clients” in the “Target Clients” field, only the clients that you selected in the client list screen will be included in the report.
    • When - You have the option to select when you want the report to generate. Either Now or at a specified date and time. For the purpose of this demonstration we have selected to generate the report “Now”.
    • Email - Depending on the type of report you are generating and the number of clients included in the report, it may take some time for the report to generate. Generally, you will be notified by a message in the envelope at the top of the screen when the report is ready. However, you can select to have XPLAN email you when the report has finished generating by clicking on the “On Completion” check box. You can also be notified by email if the report has failed to generate by clicking on the “On failure” check box.
    • Parameters - Next you need to select the “parameters” for the report you are generating. The parameter fields will be different depending on which type of report you are generating. As you are generating an “Incomplete Tasks” list, you have the option to select the Task Type and Task
    • Sub Type of tasks to be included in the report. You can also Filter the task list to show specific tasks such as overdue tasks only. The Date Filter field can be used to filter the tasks by a date range for the tasks that appear in the report by either due date or created date. The Sort By field will determine how the tasks are sorted in the report. Click on the Include Description and Comments check box to include the tasks description and any comments in the report.
      
      

       

Generation of Task Reports using Saved Search Criteria

We also have the option to include the description of the tasks and any comments in the report. This may assist in determining what is required to be done before the task can be completed.

16. Click the Run button to generate the report. 
 
17. An information pop up box will appear notifying you that the report is being generated in the 
 Click Ok.
    
    
    
    
18. When the report is ready, you will be notified by the envelope icon at the top of the screen that there is a report ready to download. Click the number link.
    
    
    
    
19. The download file pop up box will appear. Click Download File.