Reporting

Overview

The reporting system provides a comprehensive solution for creating professional access governance reports. Through template-based report creation, you can build reusable report structures that maintain consistency across your organization. Dynamic variables allow you to customize parameters for flexible reporting, adapting the same template to different scenarios and requirements.

The system supports multiple output formats including PDF and CSV export options, ensuring your reports can be shared in the most appropriate format for different audiences. Collaborative features enable you to share templates and reports with team members, fostering knowledge sharing and standardization across your organization. For operational efficiency, the system supports automated generation, allowing you to schedule and generate reports programmatically.

Getting Started with Reports

Accessing Reports

Getting started with the reporting system is straightforward and intuitive. Navigate to the Reports section from the main navigation, where you'll immediately see the template selection interface. The interface offers flexible viewing options, allowing you to choose between Grid View and List View for browsing templates based on your preference and the complexity of your template library.

Report Creation Workflow

The report creation process follows a logical sequence designed to ensure successful report generation. Begin by selecting a template from the available options, considering both official BalkanID templates and custom templates created by your organization. Next, configure variables by setting parameters and customizing settings to match your specific reporting needs.

The system provides a preview function that allows you to review the report structure and content before final generation. Once you're satisfied with the configuration, generate the report in your desired format. Finally, access completed reports through the download and sharing features to distribute to stakeholders and integrate into your access governance workflows.

Template Management

Browsing Templates

The template selection interface provides powerful tools for finding and evaluating the right template for your reporting needs. The search functionality allows you to filter templates by name or description, making it easy to locate specific templates in large libraries. You can toggle between grid and list views to find the presentation style that works best for your workflow and screen size.

Template cards provide rich preview information, showing template descriptions alongside visual previews that help you understand the template's structure and purpose. Creator information is displayed for each template, allowing you to identify who built specific templates and understand their provenance. Official templates from BalkanID are clearly marked with distinctive badges, helping you distinguish between officially supported templates and custom creations.

Each template displays comprehensive information to help you make informed selection decisions. The name and description clearly communicate the template's purpose and intended use case. Creator information shows the template author, whether it's an official BalkanID template or a custom creation from your organization. Official status indicators help you identify BalkanID-maintained templates versus custom ones, and variable summaries show the required parameters you'll need to configure. Component summaries provide an overview of the types of content included in each template.

Template Actions

The system provides comprehensive template management capabilities through intuitive action menus. The preview function allows you to view template structure and sample output before committing to use a particular template. When you're ready to proceed, the create report action generates a new report from the selected template with your customized parameters.

For templates that you have appropriate permissions to modify, cloning functionality allows you to copy templates for customization, creating derivatives that meet your specific organizational needs. Template owners can directly edit template content, modifying structure, queries, and formatting to keep templates current with evolving requirements. The delete function enables template owners to remove templates they've created when they're no longer needed.

Template Types

Understanding the distinction between template types helps you choose the right starting point for your reporting needs. BalkanID Official Templates are pre-built for common access governance use cases and are maintained and updated by BalkanID to ensure they follow best practices and remain current with platform capabilities. While these templates cannot be directly edited, they can be cloned to create customizable versions for your specific needs.

Custom Templates represent templates created by your organization to address specific requirements not covered by official templates. These templates are fully customizable and can be shared with team members according to your organization's permissions and sharing policies. Custom templates support organization-specific requirements including custom data fields, specialized reporting formats, and unique analytical approaches that reflect your organization's access governance processes.

Report Variables and Configuration

Understanding Variables

Variables are the key to making reports dynamic and reusable, transforming static templates into flexible reporting tools. Through customization capabilities, variables allow you to tailor reports to specific needs without creating entirely new templates. This flexibility enables you to use the same template for different scenarios, time periods, organizational units, or analytical focuses. For operational efficiency, variables support automation by allowing you to generate similar reports with different parameters, streamlining recurring reporting processes.

Variable Types

The system supports a comprehensive range of variable types to accommodate different data requirements and use cases. Basic data types include string variables for text values like names, descriptions, and identifiers, number variables for numeric values such as counts, thresholds, and dates, boolean variables for true/false options like include/exclude flags, and date variables for date and time values including reporting periods and cutoff dates.

Entity types provide direct integration with your access governance data, including user variables for specific user accounts, application variables for business applications, role variables for user roles and permission groups, and department variables for organizational units. List types extend the basic types to handle multiple values, supporting string lists for multiple text values, user lists for multiple users, application lists for multiple applications, and custom lists for predefined value sets.

Configuring Variables in the template editor

The variable configuration panel provides a user-friendly interface for setting up report parameters. Each variable requires a descriptive name that serves as a label for the parameter, helping users understand what information they need to provide. Variable type selection ensures that the system validates and processes input correctly according to the expected data format. Optional default values can be pre-populated to streamline the report generation process, and description fields provide help text explaining each variable's purpose and expected input.

Setting variable values varies based on the variable type but follows intuitive patterns. Text fields allow direct input for string and numeric values, while dropdowns provide selection from predefined options for constrained choices. List management interfaces enable adding and removing multiple values for list-type variables, and entity selection fields use autocomplete functionality to help you find and select users, applications, and roles from your organization's data.

For list variables specifically, the system provides comprehensive management capabilities. You can add items by clicking the "+" button to include new list values, remove items using the "X" button to delete unwanted entries, reorder items through drag-and-drop functionality to change the sequence, and rely on validation systems that ensure all entity references are valid and accessible.

Global vs. ForEach Variables

Understanding the scope of different variable types helps you design effective templates and configure reports correctly. Global variables are defined at the template level and remain available throughout the entire report, making them ideal for report-wide parameters like date ranges, organizational filters, and formatting options. These variables use the @VariableName syntax for reference and maintain their values across all sections of the report.

ForEach variables operate differently, being generated within loop structures and available only within specific report sections. These variables are used for iterating over data sets, allowing templates to repeat sections for each item in a collection. ForEach variables are automatically populated from data queries, eliminating the need for manual configuration while providing access to individual data items within loop contexts.

Report Template Creation

Template Builder Interface

The template builder provides a sophisticated yet intuitive interface for creating professional access governance reports. Reports are constructed using a component-based architecture that includes sections for organizing content into logical groups, tables for displaying data in structured formats, visualizations such as charts and graphs for data insights, markdown text for formatted documentation and explanations, ForEach loops for repeating sections across multiple data items, and LLM text components for AI-generated content based on your data.

Building Report Components

The component system allows you to create rich, multi-faceted reports that combine different types of content effectively. Section components provide the structural foundation with titles for section headings and descriptions, visibility controls to show or hide sections based on specific conditions, and ordering capabilities to arrange sections in logical sequences that tell a coherent story with your data.

Table components form the data backbone of most reports, supporting query definitions through natural language or direct Cypher queries, column selection to choose which data columns to display, filtering capabilities to apply data filters and conditions, formatting controls for table appearance and styling, and export options to determine whether tables are included in CSV exports.

Visualization components transform data into compelling visual stories through various chart types including bar, line, pie, and other specialized formats. These components support data binding to connect charts to table data, extensive styling options for colors, labels, and formatting, and interactive features such as drill-down capabilities and filtering that enhance user engagement with the data.

Advanced Template Features

ForEach loops represent one of the most powerful features for creating dynamic reports that adapt to your data. These loops allow you to create repeating sections that iterate over data sets, defining data sources for the iteration, accessing individual items through loop variables, including nested components like tables, text, and visualizations within each iteration, and applying conditional logic to show content based on specific data conditions.

LLM text generation capabilities bring AI-powered insights directly into your reports. This feature supports prompt templates that define what kind of text to generate, data context provision to give the AI relevant information for analysis, variable integration to use report variables within prompts, and customization controls for tone, length, and analytical focus.

Template Sharing and Permissions

Effective collaboration requires robust sharing and permission management. The system provides multiple visibility options including private templates accessible only to you, team sharing with specific team members, role-based sharing with users in particular organizational roles, and organization-wide availability for templates that benefit the entire organization.

Permission levels ensure appropriate access control with viewer permissions that allow users to see and use templates for report generation, editor permissions that enable modification of template content and structure, and owner permissions that provide full control including sharing configuration and deletion capabilities.

Sharing configuration supports various organizational structures through employee sharing by adding specific users via email address, role sharing that grants access to organizational roles, and tenant-wide visibility for organization-level access control that ensures appropriate governance over template access.

Report Generation and Output

Report Creation Process

Generating reports from templates follows a streamlined process designed to ensure successful outcomes. Begin by clicking "Create Report" on any template that meets your needs, then proceed to configure all required variables according to your specific reporting requirements. Set an appropriate report name and description that will help you identify the report later, choose your preferred output format between PDF and CSV based on how you plan to use the report, and finally generate the report through the system's processing engine.

The variable configuration phase requires careful attention to ensure accurate results. Required fields must be completed before generation can proceed, while optional fields can be left with their default values if they meet your needs. The system includes validation checks to ensure valid values and formats for all inputs, and preview functionality allows you to see how your variable choices will affect the final report content.

Output Formats

The system supports two primary output formats, each optimized for different use cases. PDF reports provide formatted documents with professional layout and styling, including complete content with all text, tables, and visualizations. These reports are print-ready and optimized for sharing with stakeholders, with embedded charts and visualizations included directly in the document for comprehensive presentation.

CSV exports focus on raw data accessibility, providing data-only output without formatting but with maximum compatibility for external analysis tools. The system generates multiple files with separate CSV files for each table in your report, delivered in archive format as ZIP files containing all CSV components. This format optimizes data integration, allowing you to import results into spreadsheets, databases, or specialized analysis tools.

Report History and Management

Accessing Report History

The report history sidebar provides organized access to all your previously generated reports. Recent reports appear prominently to give you quick access to your latest work, while the system organizes reports chronologically by date groupings including today, yesterday, this week, and this month. A built-in search function helps you locate specific reports by name when working with extensive report histories, and filter options allow you to narrow results by creator, template, or date range for more targeted searches.

Report Management Actions

Individual reports support comprehensive management through intuitive action menus. You can download reports to access PDF or CSV files, view reports directly in your browser for quick review, rename reports to update titles for better organization, delete reports to remove items from your history when they're no longer needed, share reports through generated links when collaboration features are enabled, and convert reports to templates to create new template starting points based on successful report configurations.

The system also supports bulk operations for efficiency when managing multiple reports. Multiple selection capabilities allow you to choose several reports simultaneously, batch download functionality enables downloading multiple reports at once, bulk delete operations help remove several reports efficiently, and export history features provide comprehensive lists of all your reports for external tracking or compliance purposes.

Advanced Reporting Features

Data Integration and Queries

The reporting system supports sophisticated data integration through multiple query types designed to accommodate users with different technical backgrounds. Natural language queries allow you to ask questions in plain English, making the system accessible to business users who prefer conversational interfaces. For advanced users, direct Cypher queries provide full database access and complex analytical capabilities. Parameterized queries enable the use of variables in query definitions for dynamic report generation, while conditional queries can execute different queries based on specific conditions or variable values.

Data processing capabilities ensure that your reports reflect the most current and accurate information available. The system always uses real-time data at generation time, ensuring reports reflect the current state of your access governance environment. Comprehensive aggregation functions support sum, count, average, and other statistical calculations to provide meaningful analytical insights. Complex filtering capabilities allow you to apply sophisticated conditions and criteria, while multi-criteria sorting enables you to order data by multiple dimensions for optimal presentation.

Visualization Capabilities

The platform provides extensive visualization options to transform raw data into compelling visual narratives. Chart types include bar charts for comparing quantities across categories, line charts for showing trends over time, pie charts for displaying proportional data, enhanced table visualizations with advanced formatting, and custom visualizations for specialized analytical requirements.

Visualization configuration provides fine-grained control over presentation and functionality. Data binding capabilities connect visualizations directly to table data sources, ensuring consistency and accuracy. Extensive styling options include controls for colors, fonts, and layout to match your organization's branding and presentation standards. Interactive features such as hover effects and click actions enhance user engagement with the data, while high-resolution export quality ensures professional presentation in final reports.

Automation and Scheduling

For operational efficiency, the system supports comprehensive automation and scheduling capabilities. Scheduled reports enable recurring generation on daily, weekly, or monthly schedules, ensuring stakeholders receive regular updates without manual intervention. Automatic distribution features can email reports directly to stakeholders, streamlining communication workflows. The system uses the latest template versions for scheduled reports and persists variable settings from previous runs to maintain consistency.

API integration extends automation capabilities beyond the platform itself. Programmatic generation through API calls enables integration with other business systems, while system integration capabilities allow you to connect reporting workflows with existing operational processes. Automated workflows can trigger report generation from external events, providing responsive reporting that adapts to your organization's operational rhythms.

Best Practices and Tips

Template Design

Creating effective templates requires thoughtful consideration of structure and user experience. Establish logical organization by grouping related information together in coherent sections that tell a clear story with your data. Use clear section titles that immediately communicate the purpose and content of each part of your report. Structure your templates with progressive detail, starting with executive summaries and high-level insights before diving into detailed data and analysis. Maintain consistent formatting throughout your templates to create professional, polished reports that reflect well on your organization.

Variable design plays a crucial role in template usability and adoption. Choose descriptive names that clearly communicate what information users need to provide, avoiding technical jargon or abbreviations that might confuse non-technical users. Provide sensible defaults that represent common use cases, reducing the configuration burden for typical report generation scenarios. Include helpful descriptions that explain what each variable does and what format or type of information is expected. Organize variables logically by grouping related parameters together to create intuitive configuration experiences.

Report Generation

Optimizing report generation ensures consistent performance and reliable results. Focus your queries by requesting only the data you actually need, avoiding broad queries that return unnecessary information. Use reasonable filters including appropriate date ranges and organizational scopes that match your analytical needs without overwhelming the system. Consider batch processing when you need to generate multiple similar reports, as this can be more efficient than individual generation. Select the appropriate output format based on how you plan to use the report, choosing PDF for presentation and sharing, CSV for data analysis.

Quality assurance practices help ensure your reports meet professional standards and provide accurate information. Always preview reports before final generation to catch configuration issues early and verify that the output matches your expectations. Validate all variable values to ensure they represent the correct entities and parameters for your analysis. Test templates thoroughly with sample data before sharing them with colleagues or using them for important business purposes. Keep templates current with business needs by regularly reviewing and updating them as your organization's requirements evolve.

Collaboration

Effective team collaboration maximizes the value of your reporting investment across your organization. Share templates widely to create reusable solutions for common reporting needs, reducing duplication of effort and ensuring consistency. Document variables clearly with comprehensive descriptions that help other team members understand how to use your templates effectively. Establish standardized naming conventions for templates and variables to create intuitive, discoverable reporting libraries. Conduct regular reviews of your template library to keep it current with changing business needs and retire obsolete templates.

Troubleshooting

Common Issues

Understanding common problems and their solutions helps you resolve issues quickly and maintain productive reporting workflows. Template problems often stem from missing variables where not all required parameters have been configured, permission errors that prevent access to shared templates or underlying data, or query failures due to database connectivity issues or syntax problems.

Generation issues frequently involve timeout errors caused by overly complex queries or excessive date ranges, format problems where output format compatibility issues prevent successful generation, or variable errors related to incorrect types or invalid values in configuration parameters.

Performance issues typically manifest as slow generation times that can be addressed by optimizing queries and reducing data scope, large downloads that may require switching to CSV format for data-heavy reports, or memory problems that necessitate breaking large reports into smaller, more manageable sections.

Getting Help

When you encounter issues that basic troubleshooting can't resolve, several support resources are available to help you succeed. Template examples from official BalkanID templates provide excellent learning opportunities to understand best practices and effective patterns. Built-in documentation including inline help and tooltips offers immediate guidance within the platform interface. Your system administrators can provide organization-specific support and resolve access or configuration issues. The user community represents a valuable resource for sharing experiences and learning from other users' successes and challenges.

For effective error resolution, note specific error details including exact error messages and circumstances when problems occur. Provide generation logs to support teams when requesting assistance, as these contain technical information that helps with diagnosis. Document the steps that led to issues so problems can be reproduced and resolved systematically. Include environment details such as tenant information and user details when reporting problems to help support teams understand your specific configuration context.