Find Routines

Getting you business and work related information into your FP system is a big part of your day-to-day activities. And once you have a system rich in good data, you'll need and want to get that data out in a meaningful way.

In your FP system, there are several access points for pulling data. These include:

  1. On Screen Interactive Reports: Such as Resource Allocation, Tasks/ To Dos full screen view, and the Job Financials Tab(s)
  2. Custom Search Reports through the find pages of any module.
  3. Standardized Reports: The reports found under the Reports module on the main navigation bar

Please review this article to learn all about Custom Search Reports, commonly called "Find Routines".

Please note that access to any report in Function Point is permission based.  Contact your in house Function Point Administrator (the FP Prime) to request permission changes.

In this article, we'll go through several examples of finding data in your system.

The Find option is available as a selectable item in the drop down shown when hovering over each of the module headings on the main navigation bar (Contacts, Projects, Timesheets etc). Selecting the Find option will always take you into a Find screen, where you can search by a variety of criteria.

Example 1: Finding Companies

Example 1: Finding Companies

From the main navigation bar hover over Companies and choose Find Company.

On the subsequent Company Find page, you'll see several options to narrow down your search, including Country, Industry Type, Qualification or Classification. If you have created any Custom Fields at the company level, you will also see them here as searchable.

After setting the criteria of your choosing, click Find Companies to be dropped into a list view. Alternately, choose no options on the find screen and just click Find Companies - this will generate a list of all the Companies (including clients, vendors, suppliers) in your FP system.

From the resulting Company List, you can:

  1. Change the sort order by clicking on any column header. A grey arrow will display in the column by which you are sorting. Clear the sort with the Clear Sort button.
  2. Click on any Company name to go to the details page for that Company.
  3. Choose to print the list in a couple of ways: (i) as a PDF of what you see on screen; (ii) as a .csv file of what you see on screen; (iii) as a .csv file of all Company related data. Note that .csv files should be opened using Excel.
  4. Click Manage Columns to change the data that appears in the list, and in what order. See more information below.
  1. Pick and choose from the Standard company fields, as well as any Custom Fields your have created at the company level.
  2. Tick an associated box to show on the list view, un-tick to not show.
  3. In the preview of the layout, drag and drop columns into the order you prefer.

Save your changes when ready.

Any changes you make will display immediately. Go back into Manage Columns to further change your selection(s) as needed.

Example 2: Finding Briefs

Above in another example, the Brief Find page, you'll see different options to narrow down your resulting list, including Brief Template(s) used, Company Name, and Status.

To see all briefs in your system, choose no options on this screen, and just hit Find Briefs. To see just current briefs in your system, choose no options on this screen and just hit Find Active.

From the resulting Brief List, you can:

  1. Change the sort order by clicking on any column header. A grey arrow will display in the column by which you are sorting. Clear the sort with the Clear Sort button.
  2. Click on any Brief name to go to the details page for that Brief.
  3. Choose to print the list in a couple of ways: (i) as a PDF of what you see on screen; (ii) as a .csv file of what you see on screen; (iii) as a .csv file of all Brief related data. Note that .csv files should be opened using Excel.
  4. Click Manage Columns to change the data that appears in the list, and in what order. See more information below.
  1. Pick and choose from the available fields. Tick an associated box to show on the list view, un-tick to not show.
  2. In the preview of the layout, drag and drop columns into the order you prefer.

Save your changes when ready.

Any changes you make will display immediately. Go back into Manage Columns to further change your selection(s) as needed.

Example 3: Finding Tasks

Above in a final example, on the Task Find page, you'll again see different options to narrow down your resulting list, including Task Priority, Assigned To, and Status. To see all tasks in your system, choose no options on this screen, and just hit Find Tasks. To see just current tasks in your system, choose no options on this screen and just hit Find Active.

From the resulting Task List, you can:

  1. Change the sort order by clicking on any column header. A grey arrow will display in the column by which you are sorting. Clear the sort with the Clear Sort button.
  2. Click on any Task name to go to the details page for that Task.
  3. Choose to print the list in a couple of ways: (i) as a PDF of what you see on screen; (ii) as a .csv file of what you see on screen; (iii) as a .csv file of all Task related data. Note that .csv files should be opened using Excel.
  4. Click the report icon to see a drop down list of available task related reports.
  5. Click Manage Columns to change the data that appears in the list, and in what order. See more information below.
  1. Pick and choose from the available fields. Tick an associated box to show on the list view, un-tick to not show.
  2. In the preview of the layout, drag and drop columns into the order you prefer.

Save your changes when ready.

Any changes you make will display immediately. Go back into Manage Columns to further change your selection(s) as needed.

Job Find Reports

The Job Find page is set up similarly - where you have a variety of fields to search by, or you can just hit Find Active to see all the current jobs in your system. You can learn more specifics on the Job Find here.

From the subsequent list view, and with the proper permissions, you will see both the Default View, as well as the Editable List View. As well, you can change the sort order by any column header. A grey arrow will display to show by which data you're sorting now.

From the Editable List view, the Status (Open, Complete etc), Delivery Date (due date of the job), and a bonus field called Date Description can all be edited within the list view. Changes are saved immediately when you leave a field, with no need to hit a save or submit button.

From both the default view, in the top right, you will also see a series of icons showing the wide variety of ways in which you can see Job related data.

1.    Click Manage Columns to change the data that appears in the list, and in what order. See more information below.
2.    
Choose to print the list in a couple of ways: (i) as a PDF of what you see on screen; (ii) as a .csv file of what you see on screen; (iii) as a .csv file of all Job related data. Note that .csv files should be opened using Excel.
3.    
Click the report icon to see a drop down list of available job related reports that include:

  • Job List by Client:  This report groups all the jobs in the agency (excluding the status of closed) by Company and includes the job number, job name, status, AE, due date the estimated number of hours, the actual number of hours and the variance.
  • Batch Status / Expanded Summary Report:  This report will show both an overview of all time and expenses and a comparison of estimated vs actuals vs invoiced values for each job in the list within a specified date range.
  • Task Report:  See all of the tasks in this find report, organized by job.  
  • Make Gantt:  A visual representation of the jobs within the list
  • Job Summary by Client Report:  An excel file that shows the variance between estimated vs actual hours by rate category 97.  Production report:   It is a trafficking report that gives you the ability to track all your jobs based on their specific    milestones that lead up to your final due date and completion of each job.
  • Production Report: Open using Excel to see a listing of tasks and their associated milestones.
  • Revenue by Revenue Account Report:  Shows the estimated vs actual and invoiced value of all of the services (revenue accounts) for all jobs in the list.
  • Brief Summary Report:   An overview of all of the details included in a brief

4.    Click Batch Invoice Add to create multiple invoices for a group of jobs (limit of 50 jobs)

Click Manage Columns to change the data that appears in the list, and in what order.

  1. Pick and choose from the Standard (which include Client Lead, Job Category and Estimated Hours) and Advanced (which include Creation Date, Days Open and Estimate Status) fields.
  2. Tick an associated box to show on the list view, un-tick to not show.
  3. In the preview of the layout, drag and drop columns into the order you prefer.

Save Columns when ready.

Any changes you make will display immediately. Go back into Manage Columns to further change your selection(s) as needed.

Find routines are a quick and flexible way to pull information out of your FP system. We hope you'll find them to be a helpful part of your day to day work routines.  Questions or concerns are welcome: support@functionpoint.com

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