Set Up the Workbench Report Layout

Learn how to set up the Workbench Report layout.

About the Workbench Report Layout

When you generate a report, Vault structures the data in the output according to the Workbench Report Layout section. By default, the fields (columns) available in the layout depend on the selected safety view’s Workbench View Columns. You can customize the Workbench Report layout by removing fields or restructuring this section.

Navigate to Workbench > Ad Hoc Reports > [report]. Select the Edit icon and expand the Layout section to make updates.

To define the tabular structure of report data by uploading an Excel template file instead of setting up the Workbench Report layout, see Use Custom Templates for Workbench Reports.

Select Layout Fields

To add, remove, and reorder the field data that displays in the layout:

  1. Select Select Fields.
  2. In the Select Fields to Display window, add, remove, and reorder the fields as appropriate.
    If you added full-width columns (fields), the Selected Fields section displays Columns and Full-Width Columns. You cannot add or reorder the full-width fields in this window.
  3. Select Ok.

You can also reorder the data by dragging and dropping the field columns directly on the layout.

Result

Vault updates the Workbench Report layout with your field changes.

Sort by Report Value

You can sort the data by a layout column. For more information, see Creating Reports.

Add Full-Width Fields

For long-text fields that include many characters, for example, Case Narrative Previews, you can identify the field as a full-width field.

To identify a field as full-width:

  1. Select the drop-down next to Group by to expand the full-width section.
  2. Drag and drop the respective fields to this section. Vault maintains any setup associated with this field (for example, aliases and aggregate functions) in the full-width section.
  3. Add, remove, and reorder fields as appropriate.

The following considerations apply to full-width fields:

  • You cannot sort the report by full-width fields.
  • In order to use a full-width field, your report must contain two (2) or more columns.
  • You can add a maximum of ten (10) full-width fields.

Set Column Aliases

You can rename a column in the report layout and in the downloaded report results by setting a column alias.

To set, remove, or change a column alias:

  1. Select the Enter Header Alias area above or beside the column to which you want to add an alias.
  2. Enter, clear, or edit the column alias.
  3. Select an area outside the field to set the alias.
  4. Repeat the above steps for all desired columns.

Result

When Vault generates the report, column headers use column aliases.

Add Groups

Use groups to organize your data by a specific field. You can also add aggregate functions for fields.

Before you can add groups, ensure the field by which you are grouping data has been added to the Workbench Report layout and configured by your Admin.

To add a group and define functions:

  1. Add the field you want to group by to the layout.
  2. In the Group by drop-down, select the field. Vault organizes the Workbench Report layout fields by the selected field. Aggregate functions appear under each field except the Group by field.
    You cannot group fields by a full-width field.
  3. Under each layout field, select the aggregate function drop-down to define a function. See the Functions on Fields section for more information about each function.
    Vault assigns the first function in the list by default.
  4. Select Save.

Selecting a different Group by value resets the aggregate functions to default.

Vault disables grouping when you upload an Excel template to the Workbench Report.

Functions on Fields

If you group rows in the Workbench Report layout, you can add several aggregate functions on text, number, and date fields. You can select only one (1) function per field. Safety Workbench does not support aggregate functions on long or rich text fields.

The following table displays the available aggregate functions:

Aggregate Function Definition Notes
List Returns concatenated text of all row values in a group, separated by a delimiter and space
  • Available for text fields
  • Truncated after 1,024 characters
Count Counts all values in the set and returns a number
  • Available for text fields
Sum Returns the sum of the set
  • Available for number fields
Max Returns the largest number in the set (number field) or the newest date (date field)
  • Available for number and date fields
Min Returns the smallest number in the set (number field) or the oldest date (date field)
  • Available for number and date fields
Avg Returns the average of the set
  • Available for number fields