The Report Builder in Datarails is a powerful tool that enables users to create structured and dynamic reports using a drag-and-drop interface. It allows for flexible customization of rows, columns, and filters, making it easy to analyze and visualize financial and operational data. By using the Report Builder, users can:

• Structure data using Parent/Child or Siblings connections.

• Apply custom calculations, aggregations, and filters.

• Format reports with design and styling options.

• Export reports to Excel with live Datarails formulas for continuous updates.

Creating new Report

To create a new report in Datarails:

1. Click on the plus icon under the Report Builder section.
2. The Report Builder modal will open.
3. Enter a name for your report.
4. Select a function from the dropdown menu. Hovering over a function will reveal the table it is connected to.
5. Choosing a function will display all available fields from that table.

Structuring Rows and Columns

The basic structure of a report starts with simply dragging and dropping fields into the Rows and Columns sections. You can:

• Drag a field from the available list into either the Rows or Columns section.

• Apply filters by dragging fields to the Filters section.

• Set aggregations for date fields. 

• Adjust the position of fields within Rows or Columns.

Hierarchy (Parent/Child Connection)

A Hierarchy (Parent/Child connection) means that values in the report will show data that exists in both the parent field and the child field.

Create a Hierarchy

1. Drag the parent field to the Rows or Columns section.
2. Drag the child field and drop it onto the parent field (the parent field will be highlighted in blue).
3. The Parent/Child connection is represented as follows:
   • In Rows: The child field appears indented under the parent field.
   • In Columns: The child field appears directly below the parent field.
4. You can use the Parent Filter to show child field data only for specific parent values.
   • Example: If you want to display Account Level 2 details only for "R&D" (and not all Departments values), use the Parent Filter to select "R&D".

Siblings Connection

A Siblings connection means that values in the report will show data that exists in either sibling field (A or B).

Create a Siblings Connection

1. Drag Field A to Rows/Columns.
2. Drag Field B directly above or below Field A.
3. Sibling fields will be displayed one after another in the report preview.

Example Use Cases

• Displaying Actuals for an entire year but Budget data only for the last month.
• Showing Account Level 2 details for Income and Department details for Expenses.

Additional Options via the Three-Dot Icon

By clicking on the three-dot icon, you can also:

• Show Total – Displays the total sum of the column or row values.

• Show Subtotal – Displays subtotal values within grouped data.

• Position the Subtotal – Adjusts where the subtotal appears (e.g., at the top or bottom of a group).

• Enable Zero Suppression – Hides rows or columns where all values are zero.

Custom Rows and Columns

To add a custom row or column:

1. Click on the Add Custom Row/Column icon.
2. Enter a name and define the formula.
3. Clicking on the formula section will reveal available values to use.
4. Set the format and choose the position of the custom row/column.

Design and Formatting

Once the report structure is set, you can customize its design and format:

• Design Options:
  • Choose between Compact or Tabular layout.
  • Select a report color.
• Formatting Options:
  • Apply currency symbols, percentage formatting, decimals, and number separators.

Reference Date

The Reference Date feature allows the report to dynamically adjust dates based on a selected time frame.

1. Add a date field to the report.
2. Select a time frame (e.g., Year-to-Date).
   • Example: Setting a YTD time frame will show data up until the chosen month under the Reference Date.

Saving and Downloading the Report

When satisfied with your report:

• Click Save to keep it within the Report Builder.
• Click Save & Download to export it to Excel.

  • If accessed via the Web, the report downloads as a new Excel file containing the report.

  • If accessed via the Excel Add-in, the report is added as a new tab in the existing Excel file.

What Happens After Downloading?

• The exported report will include Datarails formulas, making it dynamic and refreshable with live data.

• You can now save this report to a new Filebox and continue working with it.

• If your report includes filters or reference dates, you can adjust them directly in Excel.

• If you need to refresh the data, use the Datarails Flex Add-in to update your report with the latest numbers.

Adjusting and Disconnecting the Report

If you want to add references to the Reference Date or adjust the report, you need to disconnect it:

1. 1. Click on Report Builder in the Excel Add-in.

   2. Open Dynamic Settings.

   3. Uncheck the Dynamic button.

Updated March 24, 2025 16:57