Overview
Running reports has never been easier with LinkSquares Analyze. Customize account data to make the biggest impact with a swift return.
Effortlessly run searches across agreements and surface information that could have previously taken anywhere between a few hours to a few days to complete. Search user-generated values, smart terms or both. The customization for Analyze term reporting is as easy as adding the term to a column on the Main Agreement page. Instant data at the user's fingertips.
Process
Terms reporting consists of creating and running reports based on Global Terms and Agreement-Type terms.
Global Terms are all terms, User-Generated and Smart Values. They are available across all agreement types. (i.e., Smart Values, Custom Smart Values, User-Generated Terms).
Type Terms are used exclusively with agreements of a specific type.
Note: Type Terms are user-generated values. For example, Administrators or Managers can create a custom term only present on NDAs. From there, run a report on NDAs and also on that type-specific term.
To learn more about creating Agreement Type Terms, reference our article on User-Generated Values.
Report Creation with Terms
Running a terms report based on Global Terms allows the user to filter agreements by the specific values.
To filter on the main agreements page:
- Choose the option of '+Advanced Filters'
- Select the Global Term data point from the drop-down to begin tailoring your custom agreement view.
- Start the base of the report by the selected Global Term.
- Next, select the search operator. This will differ depending on the Global Terms selected (e.g., date-based, true/false checkbox, clause).
Enter the search condition.
NOTE: There is no maximum character limit for Global Term > Smart Value > Contains.
- The page will automatically populate with the results based on your search criteria.
- Refine the search criteria by adding additional Global Value filters by clicking the + icon.
NOTE:
- The number of filters is not limited in the Analyze search.
- However, the maximum character limit for partial agreement content searches is 30 characters.
- The X icon removes the individual filter.
- The clone icon duplicates the individual filter.
- The CLEAR button removes all filters.
- Search Operators are dependent on the specific value selected. Not all Terms, Smart or User-Generated, use the same operator criteria.
When adding additional filters, the system will always operate using the AND function.
In the case below, users would only see the agreements that have a renewal date after June 30th, 2022 AND a price increase percentage greater than 3%.
- Configure the main Agreements page to complement the Global Terms search by clicking the Columns button on the right-hand side of the page. Select the Global Terms that would be beneficial to review in tandem.
- Rearrange the column order by dragging and dropping the desired values. The column edits will not be saved unless SUBMIT is chosen.
Once complete, reports can be exported to Excel or saved as a personal or company report for future business needs. Read more about Company Reports
Reporting on Dates
To report on dates, select the Global Term data point from the drop-down.
In the next drop-down, select the relevant date-related Global Term.
Finally, select filters like On or Before and On or After.
Combined Text and Global Terms Reporting
Combine the text (i.e., Agreement Content and/or Proximity data points) and Global Term data points reporting to get very specific results.
When combining the different types of filters, the system will always use the AND function (unless there is a OR content filter), meaning the results would only include agreements that meet all of the criteria.
Agreement Type Terms
Running a terms report based on Type Terms allows the user to filter down by the terms present within certain agreement types.
Click the + Advanced Filters button, then select the Agreement Type Term data point from the drop-down.
From here, select the Type Term on which to base the report.
Exporting Reports
Once satisfied with the search results, export the agreements as an XLSX file by clicking the export icon next to the Columns button. The export will include all columns present on the main Agreements page.
Add additional columns as data points to gather more information from the reports by selecting the user-specific Columns button. Select any Global Term that is present in the account to appear on the page.
After clicking the export icon, select DOWNLOAD EXPORT to download the XLSX file locally without leaving the platform. Select EMAIL EXPORT to download the XLSX file via email.
Export all visible agreements within the custom Analyze instance by clicking the export icon without filtering or selecting individual agreements. Options are to download or receive the report by email. This depends on how large the report is. The larger the report, the only option is to have the report emailed to the email associated with your LinkSquares user profile.
Exported files will include links to the agreements. If recipients have the necessary access and permissions within Analyze, these links will bring them to the individual agreement view.
Note: Large exports take several minutes to generate.
Saving Reports
After building an elaborate and valuable report, there may be a need to run it again weekly, quarterly, or annually. There is the ability to save the report to run at a later time, under SAVED REPORTS
Note: Because the Analyze repository is dynamic, saving the report only saves the parameters of the report, not the results themselves. The results could be different each time, depending on the activity in Analyze.
Save the parameters of a report:
- Choose SAVE next to the + Advanced Filters button.
- Once chosen SAVE, a pop-up appears with options to name the report and an option to mark the Company Report checkbox to make this saved report available to your entire organization.
If this checkbox is left unmarked, the report will only be available to you.
Click SAVE once complete.
- Access saved reports within the Saved Reports tab of the navigation bar. From here, leverage the Views drop-down to filter reports by personal reports, company reports, or all reports.
- Creators of a report can click the ellipsis (vertical three dots) icon next to the report to edit, delete, or run it.
- Not the creator, the only option is to run the report.
- Creators modify the report name and determine whether it should be a personal or company report by marking or unmarking the Company Report checkbox.
Note: Any user can create a company report. However, the reports available to them via the Saved Reports tab will be filtered by their permissions.
To learn more about saved reports, reference our article on Company Reports.
To learn more about Analyze reporting, reference our articles on Reporting in Analyze.