Learn about advanced report capabilities including sharing and filtering, exporting, calculating utilization and forecasting a probability of winning.
Save and Share Reports
Once you have created a report you can share it with people on your team. In the upper right corner of the reports you will see a Share button. Copy the available URL from that field and paste into email or document. Your team can use this link to navigate to the report. Only those with a valid 10,000ft login and appropriate permission level are able to view shared reports.
You can save the settings of the report by clicking the Save button. This action saves the query so you can reproduce the report with new data. You can choose to save the reports either to your Analytics Dashboard or to your Personal Page.
Take note of the Time Frame you set for the report. Choosing one of the predefined time frames will always pull data relative to today (Ex. Last Month, Next Week, Next 90 days). If you want to set a fixed time frame for the report, you should use the Custom Date Range (Ex. August 1, 2018 - August 31, 2018).
You can delete reports by hovering over the report name and clicking the delete icon.
Print or save as PDF
To share reports from 10,000ft with external stakeholders, print or save the report as PDF. Doing so will capture the body of the report (filters will not be in the view) in a presentable format.
To save a report as a PDF:
Create a report
On Mac, use command + p ; or on a PC go to File > Print
All browsers should have the option to View as PDF > Save
Use Filters on Reports
You can apply filters to narrow the scope of the information in a report.
Use filters to show details about just one project or just one discipline. Use multiple filters to aggregate data.
You will only see filters that are available for the data you have selected.
To filter on a single or multiple items, click the checkboxes those items, or use All or None at the top of the filter box.
Export Data from Reports
You can export data from the Reports page for use in invoicing, importing into other tools, or for custom reports using pivot tables in Excel.
Report data can be exported in two ways, via the Export menu or via Request Underlying Data.
Via the Export menu:
- Create your report
- In the upper-right corner of the report, click Export.
- Select a format for your file.
Emailed CSV links are not subject to 10,000ft’s report size limit so they are a good way to export large datasets for advanced analysis in other tools.
Request Underlying Data is not available for utilization reports.
- Create your report.
- Below Run Report, click Request Underlying Data.
When the CSV is ready, you will receive email notification (including a link to download the CSV file) at the email address associated with your 10,000ft account. It may take up to 24 hours to receive the email, depending on report scope and system load.
Pivot Table Report Settings
You can export data from 10,000ft and use it to create pivot table reports.
First, create your report, then export the data as a .csv file.
Here are a few handy reports that will give you good information when you build a pivot table with the resulting data.
Client & Project Budget Overview
- View: Budget: Amounts
- Time Frame: Last and Next 90 Days
- First Group By: Client
- Then Group By: Project
- Show: Project Type: Confirmed
Last Month’s Billable Utilization
- View: Time & Fees: Hours & Amounts
- Time Frame: Last Month
- First Group By: Discipline
- Then Group By: Team Member
- Show: Project Type: Confirmed
First, calculate the total available hours. That's total working days for last month multiplied by the hours in each person's work day. The calculate the total billable hours. Utilization is the percentage of total hours spent on billable work.
Individual Project Budget Report
- View: Time & Fees
- Time Frame: Project Duration
- First Group By: Phase
- Then Group By: Team Member
- Show: Project’s Name and Client
View Hours Incurred from Today in Report
If hours your team is tracking today do not impact Incurred hours and amounts in reports, this is likely because your account’s incurred period is set to past days only.
This setting can be changed by any Administrator by navigating to Account Settings > Incurred Period. From here, they can determine if account-wide, incurred hours and amounts should include past days only or past days and today.
Calculate Utilization by Project
To see utilization by project, filter the utilization report to only show utilization for a particular project or project type. This report will show you how much of their total availability went towards that project or project type.
If you want to see the number of hours your resources have incurred towards a project, run two reports (Time & Fees and Utilization), and use the report exports to customize your view of how each person's hours on a project impacts their utilization.
To see how many hours your resources have incurred towards their projects:
Run a Time & Fees report. Group the report by Team Member then by Project.
Go to Export > Export This Report to CSV.
Pivot your Time & Fees report to a Utilization report and group only by Team Member. Make sure your time frame for both the Time & Fees report and the Utilization report are the same (i.e. This Month). Go to Export > Export This Report to CSV.
Open both exports and copy all the data from one export into a new tab in the other spreadsheet. Close the file you copied data from, so only the file with data in two tabs remains.
In the sheet with the Time & Fees report export, add two new column headers to the right, titled Available hours and Utilization per project.
Perform a VLOOKUP formula (using the person's name as the value you want to look up in both sheets) in the Available hours column to populate their available hours data from the Utilization report export into your Time & Fees report export. You should now have the raw data to calculate utilization per project (total hours per project / available hours).
In the Utilization per project column, divide the value in total (hours) column for each project, divided by the person's available hours. Convert this to a percentage. Your chart should match the image below, so you can calculate utilization per project per team member.
Create and Use Custom Fields
Custom fields allow you to create reports on project or people attributes that don't exist by default in 10,000ft. Add new custom field in Account Settings; then anyone can use those fields to work with your data.
Only administrators can create custom fields. Once the field exists, anyone can access the resulting reports.
To add a Custom Field:
- In Account Settings, click Project Custom Fields on the left menu and then click Add.
- For Field Name, enter the name you want to use.
- Select an option from Field Type. If you choose Drop Down Menu, or Multiple Choice Drop Down Menu you must also enter the values for the dropdown. If you choose Text, leave the field blank.
- Check Use as project filter and then click Save.
You can use the Project Importer to update custom fields on multiple projects at once.
Perhaps you want to create are report that shows you the Probability of Winning certain projects. You first create the custom field, and then, use that field to create the report.
- Create a Probability of Winning custom field.
- Enter the values for the drop down, for example, 20%, 50%, 100%, and save your changes.
- Go to a Tentative project and go to Project Settings.
- Enter a Probability of Winning value for that project.
Now, create a Probability of Winning report:
- Go to Analytics and then click New Report.
- From the left menu, apply the following filters:
- View: Time & Fees > Amounts
- Time Frame: As appropriate.
- First group by: Project
- Project Type: Tentative
- Probability of Winning: Select options from the drop down