reports, dashboards & email - geotab · pdf filereports, dashboards & email. visit...

Visit Geotab.com | MyGeotab Visit Geotab.com | MyGeotab

Reports, Dashboards & Email

http://www.geotab.com/

http://my.geotab.com/




MyGeotab Reports: Outline

• Sample Dashboards

• Initial Questions

• How MyGeotab Reports Work

• Creating a Template

• Best Practices






MyGeotab Reports : Sample Dashboards

Safety Productivity Fuel & ROI






MyGeotab Reports: Initial Questions

• What are you looking for?

• Safety

• Productivity

• Fuel

• ROI

• Dashboards should be quick snapshots of data

• Top/Bottom 5 or 10

• Regions

• Date Trends






MyGeotab Reports: How They Work

• All areas of MyGeotab are considered a report and can be exported into Excel or PDF

• The data you see in the software will be reflected in these reports as well as more data hidden on the raw data sheet when opening in Excel

• Each report will contain different data sets and cannot be combined

• All reports can be customized from a central location







• To access the report library, go to Reports -> Report views

• All custom reports will be shown at the top categorized by the source

• This area is meant only for editing, importing & scheduling reports

• To run a report, navigate to the area of the software it was created from (source)







• Data Tab

• Where the raw data is fed from MyGeotab (always hidden)

• Report Tab

• References the data tab for analysis

• Summary Tab

• Pivot Table to organize the data and chart







• Data Tab

• Where the raw data is fed from MyGeotab (always hidden)







• Report Tab

• References the data tab for analysis







• Summary Tab

• Pivot Table to organize the data and chart






MyGeotab Reports: Creating a Template

• It is recommended to always use real live data to create

your report • This way you will be able to see what the end result will look like

• Know the report you want to create before you begin

• Weekly report vs daily report

• Trending

• Detailed vs Summary

• Choose the base report you want to build yours from (ie.

Risk Management, Trips Summary)

CAUTION: • Be careful not to use a detailed report if you just need summarized data,

ie. Using Trips Detail to just get total miles driven. Should use Trips Summary.






Creating a Template: Top 5 Idling Yesterday

• Log into MyGeotab by going to my.geotab.com/DatabaseName

• Navigate to Map -> Trips History -> Summary

• Select Yesterday as Date Period under Options and click on Apply Changes

• Select View -> Advanced then click on the Excel icon to open in Excel (you do not have to wait for the data to populate in MyGeotab before exporting to Excel)







• Excel file will open (depending on your browser, you may need to save your Excel file on your computer).

• Select Enable Editing in the yellow warning bar to be able to work with the data

• On the Summary tab, click on the pivot table so

the field list will show on the right hand side

• De-select everything other than Name & Idling

Duration







• Select the drop down arrow to the right of Name in the pivot table

• Click on More Sort Options…

• In the pop-out window select Descending (Z to A) and then Sum of IdlingDuration then OK







• Go back into the drop down arrow to the right of Name in the pivot table

• Select Value Filters -> Top 10…

• Change the number value of 10 to 5

• Make sure the far right field says Sum of IdlingDuration and click OK







• Right-Click anywhere on the pivot table and select PivotTable

Options

• Un-Check the option for Autofit column widths on update

• This allows for any cell outside of the pivot table to not autofit and

cause #### formatting because the column is too small (if you see

any cells with this, just make the column is wider so it shows the data)







• Click on the Data tab in the same window

• Ensure that Refresh data when opening the file

• This makes it so the data will always be the most up to date when a new report

is processed

• Also ensure Number of items to retain is set to None






To turn this report into a dashboard, follow the steps below:

1. Left-click anywhere on the pivot table

2. Select the Insert tab at the top of window (older Excel versions may

look different)

3. Choose Column and then the first option for 2-D Column







4. Right-click on the title of the chart and select Delete (Titles are not

needed as MyGeotab will show the title after importing)

5. Right-click on the legend and select Delete

6. If your chart has Field Buttons, right-click on one of them and select

Hide all field buttons on chart

7. Your chart should look similar to the below:







8. Right-click on any white space in the chart

(recommend bottom left or right)

9. Select option Format Chart Area

10. Set the Border or Line option to No Line

(MyGeotab already has it’s own border on the

dashboards, no need for an extra one)

11. Under Properties, select the option Move but

don’t size with cells (this is if the pivot table

becomes larger, the chart will not re-size causing

issues viewing it in MyGeotab)

12. Under Size, change the height to 2.5” and the

width to 2.5” (this is a standard MyGeotab

dashboard size)

13. Click OK to save the changes








Cleaning the Data Tab

• Delete all lines of data other than the first two

• Delete the lines themselves, do not just clear the contents

• Click on the row you want to start with then do CTRL+SHIFT+DOWN to get to

the end of the data

• Right-Click on any row and select Delete

• Delete any unused columns in the data tab that you know aren’t

necessary for the report (this helps with the size of the report for

larger fleets)

CAUTION:

• Do not edit any column header names as this will corrupt the report.

• Only delete columns that are not used in the Report tab. This will cause

#REF errors on the Report tab.







Cleaning the Report Tab

All rows and columns that were deleted on the Data tab

will show as #REF errors on the Report tab (This means

that what they were referencing before no longer exists)

• Delete all rows that show as #REF (Delete do not

clear contents)

• Delete all columns that show as #REF







Validating Your Changes

Every Geotab report has a defined name range

called AllData that references all of the data on the

Report Tab. If this is not selecting all data, the

report will not be correct. Check AllData (named

range) in the Report Tab







Importing Template Into Database

• Always save the report on the Summary tab (For

Dashboards)

• This ensures that if you have a chart, our system will pick up the chart from the saved tab. If saved on the Report tab, you will only see the top left corner of data on the dashboard

• If you have created a report using the Risk Management

template and added rules, upon importing, displaying on

dashboard, or emailing, the rules must be selected in the

exact same order they are in, on the report

CAUTION: If this is not done, what shows as Speeding in the header could end up being Harsh Braking or another rule therefore data is invalid







Importing Template Into Database

• In MyGeotab navigate to Reports -> Report Views

• Click on Add Excel File







• You can add your report in two ways:

a) Click on the drag and drop box to choose your file. Browse to your file in the

folder pop-up and click OK

b) Open up the folder where your report resides and drag it into the box in

MyGeotab







• The Geotab system will verify the report and briefly show you the file

size and progress.







• Once the report is verified, you will be brought to the Report edit screen

• To change the name of your report, simply click on the current name in

grey at the top of the screen and make your edits

• To save your changes, either click Enter or click outside of the edit box







• To start, you have the option to have the report viewable in the View

dropdown within the UI (this may be useful for management reports

that you don’t want viewable by anyone else)

• By default, reports are set to not be viewable, so as to not clutter

the list

• CAUTION: If you are unable to find your report in the View drop down,

go to this option and ensure it is set to On







• To turn the report on as a Dashboard, click on the Dashboard tab and

select On

• From here, the options will be different depending on the type of report

you are importing

• Ie. A Risk Management report will have options to select rules. A Trip

Summary report will have more date range options than a detailed

report

• For this report we have created, the date range will be Yesterday and

we’ll set it to refresh Daily







• Select the next run date for this report

• For a daily report, you can set it up for the following day early in the

morning so that the data is there when users log in

• For this example, change the date to tomorrow at 6:00 am







• Select what vehicle group you included in this report

• Most common is to keep it at Everything. The users will only see

the data that they have access to

• When testing a report, select the option to Display dashboard to

myself and no other report viewers

• This allows for you to make sure the report works before

broadcasting to anyone else







• Each report will have additional options allowing you to run the report

by Device or Driver (if client uses Driver ID)

• There is also the ability to show trending data

• Ie. You can set a weekly report and group the results daily so you

can see a trend of the data through the week day over day

• For this report, we won’t change any of these options







• The final options allow you to receive the report with all the detailed

driver/vehicle information or by group. The default is set to individual

devices or drivers

• For this report, we will keep it at the default setting

• Click Save at the top of the window and go to Summary to view your

report






• Verify that your report looks the way you want it

• Edit the report until you have your desired results







• Navigate to Reports -> Dashboards

• Click on the report you want to edit

• In the edit window, click on the Export button (Depending on your

browser settings, you may need to save it before opening)

• Make your changes and save your file

• Click on the drag and drop box to choose your file. Browse to your file in

the folder pop-up and click OK (This replaces the existing report with

the new updated one)







• Update the next run time on the Dashboard tab so that you can see

the edits you have made in the Summary section

• Click OK







MyGeotab Reports: Emailed Reports

Setting up an Emailed Report

• Navigate to Reports -> Report Views

• If your report is already set up as a Dashboard, you will not see it in the

list, select Show all types of reports

• Search for your report in the search bar or scroll to find it

• Select your report and click on the Email report tab







• Select the date range from the list of

options

• Choose how often you want the report to

be sent using the Refresh every section

• Set the time that you want the report to

be emailed using the Next run section

• Select what vehicle groups you want the

report to include

• For testing, you can set the report to

yourself only by clicking On under Send

the schedule report to myself







• Once you are satisfied with the results of

the report, set your Email receivers

• Create a group for the users you want

to receive reports. Ie. Managers should

only receive a report so create a

Management Reports group and assign

to only those users. Set that group as

your email receivers

• By selecting your email receivers group,

only the users in that group will receive

the report and will only receive it with the

vehicles data that is assigned to them






MyGeotab Reports: Best Practices

• Standard dashboard size is 2.5” x 2.5”

• Pivot Tables (Options)

• Refresh Data – Checked

• Autofit – Unchecked

• Hide the field list

• Set number of items to retain to None

• Remove border on chart

• Lock chart properties

**Save on Summary Tab with chart






MyGeotab Reports: Custom Reports Repository

• https://helpdesk.geotab.com/forums/21054515-Custom-Report-Repository





https://helpdesk.geotab.com/forums/21054515-Custom-Report-Repository








Geotab – Management by Measurement

If you can’t record it you can’t report it!






Contact Us

• Mailing Address

• 1081 South Service Road West

• Oakville, Ontario

• L6L 6K3, Canada

• Tel: 1.416.434.4309

• Fax: 1.416.352.7432

• Social Media

• TW: @GEOTAB

• FB: /MyGeotab

• YouTube: /MyGeotab





reports, dashboards & email - geotab · pdf filereports, dashboards & email. visit...

Documents