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Create form reports
Create form reports

Create Yeeflow form reports by selecting forms, setting names, filters, variables, and permissions for targeted data analysis and management

Updated over a week ago

Creating a form report in Yeeflow is a straightforward process. Follow these simple steps to create a form report and effectively manage your data.

Step 1: Create a new form report

To begin, open an existing application in Yeeflow. Then, click on the "Add component" button, located at the end of the navigation menu. A pop-up window will appear. In this window, select "Form report," which is the second component listed, right after the "Approval form".

Upon selecting "Form report", a full-screen window will appear, displaying a step-by-step wizard.

The first step requires you to select an existing approval form as the source from a drop-down list. You will then need to provide the name of the form report in the text box. Additionally, a text area is provided for you to input a description of the form report. After you've entered these details, click the "Next" button, located at the top-right corner, to proceed to the next step.

Step 2: Set Conditions and Select Variables

This step involves setting filter conditions and selecting variables for your form report. you can define which submitted approval form recordsand which variables will be included in the form report.

2.1 Setting Data Filters

From the left panel, the first step here is to choose which approval form records will be included in this form report. click the "Set filter conditions" button from "1. Set data filters" section.

A pop-up window will appear. Here, choose the variables of the approval form from the left dropdown list. Next, select the type of the variable from the second dropdown list, followed by the condition from the third dropdown list (options like ==, !=, >=, IN, etc.). The available options will depend on the type of the variable. Input the value in the last text box.

Yeeflow allows the addition of multiple filter conditions with "And" or "Or" conditions, enabling you to meet complex filtering needs. Once you're done setting the filters, click the "OK" button.


As the form report supports the addition of multiple data views for later data filtering, it's recommended to include all potential data in the report.

2.2 Selecting Variables for the Form Report

Once the data filters are set, it's time to select the variables to include in the form report. From the variables data list, check the boxes in front of the variables you wish to include in the report. After selecting the relevant variables, click the "Add selected variables" button at the bottom of the variables data list. This will add the selected variables to the "Selected Report Fields" list on the right side of the page.

2.3 Add sub list fields to the form report

If there are one or more sub-lists in the selected approval form, you'll find the "Sub-list fields" section at the bottom of the "select variables" section.

Select one sub-list from the dropdown list. Once a sub-list is selected, all the fields inside this sub-list will appear.

Check the boxes in front of the sub-list fields that you want to add to this report, then click the "Add selected fields" button. This will add the selected fields into the "Selected Report Fields" list on the right side of the page.

2.4 Managing the Selected Report Fields

On the right side of the page, you'll find the "Selected Report Fields" table. This table consists of six columns:

  1. The "ID" column shows the ID of the selected variables, or the field ID of selected fields of the selected sub list.

  2. The "Variable name" column displays the name of the selected variables.

  3. The "Data Type" column indicates the data type of each selected variable.

  4. The "Field Name" column provides a text box for users to input the display name of the field in the newly generated form report. By default, the Variable Name is automatically filled into the Field Name text box, but you can modify this.

  5. Field typesettings

    The "Field Type" column allows users to select the appropriate data type for each field from a drop-down list. By default, the field type will match the variable's type, but this can be changed to other data types.

    Some field types may require additional settings. For instance, for a Date Picker field, you can set the format, and for a Look Up type field, you can set the display field.

    To set the properties for each field type, click the Gear button at the end of the drop-down list and adjust properties from the pop-up window.

You can click the Delete button from the end of each field to remove it from the selected report fields.

Once you've managed all the fields in the "Selected Report Fields" table, you're ready to proceed to the next step.

Step 3: Set Access Permissions and Control Data Interactions

The next step in creating a new form report involves setting access permissions and controlling how users can interact with the form report data. Here's how you can do it:

3.1 Setting Access Permissions

In the access permissions section, you will see a checkbox labelled "Inherit from application". This checkbox is checked by default, meaning users who have access to this application will also have access to this form report. If you want to define separate permissions for this form report, uncheck this box.

Once "Inherit from application" is unchecked, you can specify the administrators of this form report. Administrators will have the ability to edit the form report, modify form settings, create and manage data views, as well as move or delete the form report.

You can also define who can view the form report. Choose to grant access to all users, or specify particular users who will be granted view permissions.

3.2 Controlling Access to Form Details

There's a checkbox option that controls whether users can access the form's detail page. If this checkbox is unchecked, users with access permission can only view the data in the form report and will not be able to open the form detail page.

If this checkbox is checked, users can open the detail form page by clicking on each record in the form report page. Furthermore, when this option is enabled, you can also limit users' access to the form's detail page for each data view.

3.3 Controlling Data Export

The final checkbox controls whether users are allowed to export the form report data to an Excel file. If this box is checked, you can also set whether all users can export the data to an Excel file, or only specified users can do so.

Once you've set all the permissions and controls to your preference, click the 'Next' button to proceed to the final confirmation step.

Step 4: Confirm and Publish

The final step is a confirmation page. Click the "Publish" button to publish your new form report.

Form Report Generation and Usage

Once you click the 'Publish' button, the form report will begin to generate. The time taken for this process depends on the amount of existing submitted approval form records - it could be seconds or minutes. You can monitor the progress within your application interface.

Once the generation process is completed, the form report will become available for use in the application. From this point, you can utilize the form report to view, search, and export data as needed.

Utilizing the form report can streamline your workflow, providing quick and efficient access to the data you need. You can easily navigate through the form report, search for specific entries, and even export data for offline usage or further analysis. The introduction of the form report truly enhances the data accessibility and management within Yeeflow.

Remember that all the settings can be updated after the form report is generated. You can go back to edit the settings or the data views at any time to meet your evolving needs.

Enjoy exploring the convenience and efficiency of form reports within Yeeflow!

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