Choose, run, and download a report

Run a report when you need to review or download a set of information for a chosen date or period. Pick the report, dates, filters, and file format, then review the finished result. The file keeps the information prepared for that run. Times use your selected timezone, or the organization default if you have not selected one. Date-only values such as effective dates stay the same.

Before you begin

You need the selected report’s viewing permission for every included department. Access reports require the Review user access permission. Downloading also requires the export permissions for every kind of information included. Financial and workforce plan reports are included in Workforce Planning.

Choose by question

For calculations, available filters, and the full report list, use the relevant reference: positions and setup, budgets and compensation, workforce plans, or access and activity.

Run a report

1. Open Reports and choose a report from Catalog. Use search or the category filter to find it.
2. Select its dates, departments, and filters. For a workforce plan report, also check the workforce plan and comparison choices.
3. Review the included information and submit.
4. Open Results to follow progress and review earlier reports of this type.
5. Open the completed result and check it before downloading.

The Run report and Results tabs keep the report you selected. To choose a different report, use the Reports breadcrumb to return to Catalog. From the Reports overview, Results shows all your accessible reports, including those that are queued, running, completed, failed, or canceled. Use Filters → Report type to choose one type or All report types; the current selection appears above the table. Sorting, paging, and automatic progress updates keep this selection. From an individual result, the Results breadcrumb returns to the list you opened it from.

You can submit several reports. Those waiting to start begin automatically when processing is available. Other background work can also affect the wait. Run again reuses saved choices to prepare a new result with the information available for that run.

If the report page temporarily cannot check progress, a message beside the status explains that it is retrying automatically. The last displayed status remains visible. This does not mean the report failed. When updates resume, the message confirms that progress updates have resumed.

Report periods include both the start date and end date. For ordinary calendar-year reporting, choose January 1 through December 31.

Job-code filters and earlier records

A job-code filter narrows the report to matching records. It does not grant access to other departments or to protected employee, budget, or compensation information. Leave it blank when you want all job codes represented in the report’s permitted records.

Choose the report dates and departments before searching for job codes. The choices come from records within that report’s permitted scope and dates. A retired code can appear as Historical use when those records use it, even though it cannot be selected for new work. Unused setup codes are omitted. A code can still return no rows after other filters are applied.

Changing the dates or departments preserves your selected job-code filters for review. If a choice is no longer permitted, correct the highlighted field before running the report. The form does not silently clear your filter and run a broader report.

For example, a CEO position may have belonged to your department before moving elsewhere. With current access to your department, you can review its permitted historical records for that period. You cannot use that history to see the CEO’s later records in another department or actual pay without compensation access. If your department access is removed, its historical reports and downloads are no longer available to you. A new department manager can review the department’s permitted history; the date they became manager does not, by itself, limit that history.

Understand report status

Completed means preparation finished. A financial row can still say Needs setup, and a subtotal can be Provisional. Review missing amounts and excluded positions before using a total.

Review a completed result

Check the report name, dates, departments, filters, and warnings. Pick a row you can explain, open its position, assignment, pay, rate, or proposal, and compare the values for the same date.

Completed reports stay fixed after later changes. A June 30 report and a position viewed on July 1 can correctly show different FTE. Run a new report when you need newer information or corrected results.

On a larger screen, scroll directly inside the results table. Column headings stay visible as you move down. The identifying column stays visible as you move across: for example, department in a department summary, position in a position detail report, or Month in a monthly workforce plan. A thin divider marks its edge. When less than one row would be hidden, the table expands to show it without a vertical scrollbar. Page controls sit below the scrolling area. Moving to another page keeps your horizontal position and starts at that page’s first row.

Completed reports show a compact Report details bar above the results. Select the bar to see the dates or period, selected filters, who prepared the report, when it ran, Data used, the row count, availability date, and summary totals. Close it again to give the results more room. Workforce Rules reports identify each saved evaluation by name and saved date; comparison reports identify the first and second evaluation. Workforce plan reports identify the plan and calculation used for that run. Where a record name is linked, select it to open that record. Names in the report stay as captured, even if the record is later renamed. Opening a link requires your current access to that record. On a small screen, scroll the table horizontally to see additional columns.

Where sorting is available, select a column heading to sort ascending, select it again to sort descending, and select it a third time to restore the original order. The arrow shows the current direction. On a small screen, scroll the table sideways to reach additional column headings. Sorting covers the complete saved result before dividing it into pages, and changing the sort returns you to page 1. Numbers and dates sort by value. Hierarchy and monthly trend reports keep their established order.

Sorting changes the on-screen row order. Downloaded files retain the original report row order and the same column order. A file preview still limits how many rows you can review, with that limit applied after sorting the saved result.

Compare totals only when reports answer the same question for the same dates and included records. Budget and compensation are different views of cost; do not add them together.

Download a report

Choose CSV for a plain table or Excel when you need the offered workbook sheets and formatting. Both formats export FTE with four decimals, regardless of the on-screen display setting.

Reports use readable names, position references, and relevant version dates across the screen, CSV, and Excel. Business identifiers, such as an external payroll reference, remain where useful. Files include additional business details omitted from the on-screen summary; shared columns keep the same relative order. Excel freezes the identifying column and heading row.

Excel includes a Report details sheet for the report name, dates, filters, and preparation time. Supported record names are clickable links. CSV contains plain text names and repeats report details in additional columns, so those details travel with copied rows. CSV does not add web-address columns. A file preview shows the saved cell text; open the Excel workbook to use its links.

Spreadsheet programs can change dates, leading zeros, and long business references when opening CSV. Check these values before using the file elsewhere.

Store downloads in an approved location and share only with people authorized for the included information and departments. FTE Tree’s access controls do not protect downloaded copies. Follow your organization’s retention rules for working files.

Prepare an import from report information

A report is not an import template. Download a fresh blank Update template and copy only the requested stable identifiers and intended values. Preserve its headings and formats, remove unwanted rows, then validate and review the import.

If something goes wrong

A queued report does not need duplicate submissions. Follow Report is waiting, failed, or unavailable for preparation or download problems. Use Report totals do not match for an unexpected completed result.

Optional practice: download the example position’s results

Use prepared practice records for this exercise. Follow its setup instructions before making changes.

1. Open Reports and choose the report you need.
2. Set January 1, 2027 and include the Patient Services Coordinator position in Outpatient Services.
3. Choose the file format and run the report once.
4. Wait for completion, open the preview, and download the file.
5. Check the report’s date and position number before using its amounts.

Before the pay-review workforce plan is applied, the financial reports should show $84,000 yearly budget and $72,000 yearly compensation. After the approved salary increase is applied, run a new report for the same date: compensation should be $75,600 and budget should still be $84,000. Your earlier download keeps the information from its own run.

Choose position reports for staffing, financial reports for yearly costs, and workforce plan reports for planned changes.

Date ranges that begin on leap day

A full reporting year starting February 29 ends February 28 of the following year. Reports with a ten-year limit use the same rule: February 29, 2024 through February 28, 2034 is within that limit. Use the dates your reporting question needs; a date limit is not a reason to include extra years.

Form choices

Use this reference to choose form values. Available choices depend on the task, selected date, and your access.

Calculation source

Choose approved information, proposed position changes, or both.

When Both is selected, filter or group by Calculation source before totaling. Adding Approved and Draft rows together double-counts the two alternatives. Workforce plan comparisons use the labels appropriate to that workforce plan report; check the report description before comparing results.

Cost allocation method

Choose how annual cost is allocated across the report’s periods.

Equal annual amounts can produce different monthly results under these methods because calendar months have different lengths. Keep dates, allocation method, scope, and calculation source the same when reconciling reports. A different allocation is not a change to the underlying annual rate.

Date grouping

Choose the time interval represented by each group of result rows.

Grouping controls the presentation of the selected period; it does not extend the start or end date. Some reports offer only the groupings meaningful for their results. Use a consistent grouping when comparing two downloads.

Group results by

Choose whether each period is summarized overall or separated by owning department.

Overall is useful for a complete total. Department helps reconcile responsibility across the organization. With Both calculation sources, keep the source groups separate for either grouping choice.

Output format

Choose how you want to read or work with the completed report. Only formats available for this report and your access are offered.

Choose an on-screen result when you want to inspect the report without exporting it. CSV and Excel require export access. A completed report preserves the selected calculation results; requesting another format does not change the meaning of the selected filters.

Include hierarchy

Include the supported department or job-group hierarchy information in the report.

Use hierarchy information to understand where a record sits in the organization or job catalog. This is separate from granting access or changing the records included by department filters. Follow the selected report’s description when reconciling hierarchy totals.