One of the main categories of Reports available within Empeon Workforce is Standard Reports. These reports are typically tied to specific features or actions within the system and can be configured to pull data for a selected date or date range.
This article explains everything to consider when running a Standard Report. For a full list of available reports and details on what each report outlines, please refer to Empeon's article Available Standard Reports.
To run or schedule a Standard Report, navigate to the Reports tab and remain within the Reports section. Then click the "+ Standard report" button in top right corner of the screen.
Standard Report Configuration - Basic
When running a new Standard Report, report settings are configured across three sections. The first section, Basic, is where the specific report is selected and the reference date or date range is defined.
- Report Template - Select from a list of Available Standard Reports.
- Report Name - This field automatically populates to the selected template but can be renamed if desired. The name entered in this field will be what the report is referred to internally within Empeon Workforce once it has been run or scheduled.
- Report Description - This field also automatically populates based on the selected template but can also be renamed if needed. The description is also displayed internally within Empeon Workforce, in conjunction with the Report Name once the report is run or scheduled.
- Filter By - Filter by Date or Process. When filtering by Date, the report can be run for a predefined or custom date range. When filtering by Process, the report refers to previously processed payroll batches and requires selecting one or more check dates the report should reference.
- Make this report private - This controls whether the report is private to the person running the report, or public to other Workforce Users within the organization.
After completing all fields in the Basic section, proceed to the Options section to configure the report’s file format and select any additional companies to include.
Standard Report Configuration - Options
In addition to establishing the file format and which companies to include within the report, this section may also contain specific filters and options unique to the selected report.
The following fields apply to all types of Standard Reports:
- Output - Defines the file format available for downloading the report. Available formats vary by report.
- Include Entire Organization - If there are multiple companies within the organization, this toggle will include data for all affiliated companies within the organization on the report.
- Additional Companies to Include - This field is only available if the aforementioned Include Entire Organization toggle is off. It allows for the selection of individual companies to be included on the report rather than the entire organization.
- Custom File Name - This establishes the file name of the report when it is downloaded to a computer or mobile device.
As noted, some Report Templates may include additional Options and Filters that are unique to the selected report.
In general, Filters typically control which data is included in the report, while Options typically determine which columns or details are displayed. However please don't hesitate to contact Empeon Customer Support for assistance relating to Filters and Options within this section.
After completing the fields in this section, proceed to the Schedule section if the report should run on a schedule. By default, reports are set to On Demand, so this step is only needed when scheduling is required.
Standard Report Configuration - Schedule
The Schedule tab only requires configuration if the report needs to be scheduled. When setting up a report on a schedule, please note the following fields:- Report Type - By default, this will be set to "On demand". To configure the report on a schedule, select "Scheduled". This will display additional settings for how the report should be scheduled and delivered.
- Schedule Type - There are two options available here: Payroll and Custom. Selecting Payroll will schedule the report to run in conjunction with payroll batch processing. The predefined schedules available with this option include:
- Every Payroll
- First Payroll of the Month
- Last Payroll of the Month
- Last Payroll of the Quarter
- First Payroll of the Year
- Last Payroll of the Year
The Custom option is not linked to payroll processing. Instead, it allows for the creation of a user-defined schedule that runs independently of any payroll actions. - Delivery Methods - There are three Delivery Methods to consider:
- Email - Sends the report to designated recipients via email. Recipients can include Workforce Users or non-Workforce Users, provided their email address is registered under Email Recipients in the Organization Master Portal.
- FTP - Sends the report to a designated server, either hosted within the organization or by a third party. This method provides a more secure way to transfer reports (compared to email).
- File Room - Posts reports to the File Room, a section within the Reports tab of Empeon Workforce. Only Empeon Customer Support can schedule reports to be made available here. It is primarily used for payroll-related reports and tax documents. To have additional reports posted, contact Empeon Customer Support.
Save vs. Download
Once all sections of the Standard Report have been configured, the report can either be downloaded or saved—each option serving a different purpose.
Downloading will generate the report in real time and download it to the computer immediately. This option does not close the screen, allowing changes to be made and the report re-downloaded if adjustments are needed. However, downloading does not preserve the report settings for future use.
Saving the report will store it in the Reports section under either the On Demand or Scheduled tab, depending on how the report is configured. This ensures the report and its settings remain accessible for future reference or recurring use. Any report that is scheduled or intended to be shared publicly should be saved in order to ensure that it appears in the Reports section. Simply downloading will not retain the configuration.