Organisation drill-down

Introduction

A simple, quick, easy-to-use, fully-clickable report which begins with a complete summary of all extension groups' activity (outgoing and incoming calls) and each group's total call costs. Click on the group you're interested in, and the report zooms in to show the same summary information for each individual extension in that group. Zoom in further by clicking on a particular extension, and the report will show you a detailed log of all activity on that extension. An added bonus of this report is its ability to identify calls on extensions that you mightn't have thought even existed! These are shown separately at the foot of the extension groups, and can sometimes create a few surprises!

Running the report

On the Reports screen, either double-click on the Organisation Drill-Down report in the report list or select and press Run now as shown below:

The following screen will be displayed:

Select a report period

Select a period over which you want the report to produce information. Choose from one of the in-built periods from the list, as shown below:

The default is set Last Month, indicating that the report should cover the last calendar month, and NOT the last 30 days.

To choose a period other than the ones listed, select Custom Period from the list, and enter your start and end dates and times for the period you want the report to cover, as shown:

Choose a site to report on

If your system is set-up to administer multiple sites, you have the option of selecting a particular site here. Select the blank line (or leave the box empty) to report on all of your sites.

Select an extension group

You can shortcut the extension group summary by explicitly choosing an extension group from this list. Leave the selection blank in order to produce a clickable summary of all extension groups, along with their summary information.

Specify a partial dialled number

You can report on calls to a particular area or number by entering a partial or full number in the field below. e.g. enter '07' if you would like to see how much each department is spending calling mobiles or '00' for International calls. Leave the selection blank if you are not interested in calls to specific locations.

Specify call duration

If you want to exclude calls below a certain duration, enter a minimum duration here e.g. 5 for five seconds. Leave the selection blank if you are not interested in a minimum call duration.

Select a field to order results by

Results, by default are ordered by cost. If you want to order the results in any other order, select the field here e.g.

Sort Order

Results, by default are ordered in Ascending order. If you want to order the results in descending order, tick on Descending here e.g.

Options

Selecting (ticking) the options below allows you to traverse the report by clicking on the hyperlinks for each extension group, or individual extension. Hyperlinks are usually shown with a blue underline, but these can be undesirable when printing reports. By deselecting this option (clearing the tick mark), you can have the system produce a static report that doesn't allow the user to drill down.

To show a summary of all calls, rather a breakdown of all unanswered, answered and outgoing calls, select the option to Combine call totals below:

Creating the Report

When you have chosen a reporting period, and are happy with your selections, click on the Run Now button.

The results

In the top left-hand corner of the report is the report's title, followed by the selection criteria you selected when you ran the report. The body of the report consists of detailed summary information about each extension group (or individual extension if you already selected an extension group during the criteria selection process). A description of each column header is described here, in order from left to right:

NOTE: In addition to the summary information, totals and averages of all extension groups are shown in footer for each column.

Drilling down

Having seen the summary information for each extension group, you may wish to see the same information for each individual extension in a particular group. Assuming the Enable click-throughs option was selected in the report selection criteria screen, each extension group will be coloured blue and underlined, indicating a hyperlink.

Click on the extension group you're interested in, and a new report will be produced showing the same summary information, but this time for each individual extension in the selected group, as shown below:

Finally, by clicking on the hyperlink of a particular extension, a new report is produced showing, in chronological order, the actual calls that were made and received by that particular extension.

The output for this, the lowest level in the Organisation Drill Down report, is slightly different than the previous summary screens. Because this is an itemised list of all calls made and received, there is no summary information, and so there is a different structure, as defined below:

NOTE: Again, the column footer is slightly simpler; there are no averages, only totals.