Overview
Running reports has never been easier with LinkSquares Analyze.
Effortlessly run searches across your agreements and surface information that could have previously taken anywhere between a few hours to a few days to complete. Search by 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. Data at an instant access.
Process
Terms reporting consists of creating and running reports based on Global Terms and agreement type terms.
Global Terms are terms that are applicable across all agreement types (i.e., Smart Values and Custom Smart Values). Type Terms exclusively appear alongside 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, you can run a report on NDAs and also on that type-specific term.
To learn more about creating Type Terms, reference our article on User-Generated Values.
Global Terms
Running a terms report based on Global Terms allows you to filter agreements by the Smart Values present.
Start at the main Agreements page. Click the + Advanced Filters button, then select the Global Term data point from the drop-down to begin tailoring your agreement view.
From here, select the Smart Value on which to base your report.
Next, select the search operator. This will differ depending on the Smart Value 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 Smart Value filters by clicking the + icon.
There is no limit to the number of filters you can use to search in Analyze. However, maximum character limit for partial agreement content searches is 30 characters.
- Clicking the X icon will remove the individual filter.
- Clicking the clone icon will duplicate the individual filter.
- Clicking the CLEAR button will remove all filters.
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 also have 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 Smart Values 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 you click SUBMIT.
Once complete, reports can be exported to Excel or saved for future business needs.
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 with your results.
When combining the different types of filters, the system will always use the AND function (unless you add an 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 you 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 your report.
Exporting Reports
Once you are satisfied with your 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 your 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 your Analyze instance by clicking the export icon without filtering or selecting individual agreements. You can only choose to download the export locally.
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, you may want to run it again weekly, quarterly, or annually. You have the ability to save your report to run at a later time.
Note: Because your Analyze repository is dynamic, saving the report only saves the parameters of the report, not the results themselves.
To save the parameters of a report, click SAVE next to the + Advanced Filters button.
You will be prompted to name the report.
Optionally 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.
If you are the creator of a report, click the ellipsis icon next to the report to edit, delete, or run it. If you are not the creator of a report, you can only choose to run the report.
By editing the report, users can modify the 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.