Video - How to run a report





RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000077426


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How does a company run an existing report?


This article details the existing reports function available in the RIW System.


Existing reports include: 

  • Standard reports available in the RIW System based on the logged in user permission.
  • Any saved/scheduled reports that have been created by the user.


Note: To find out what an existing report delivers, please type the existing report name in the RIW Knowledge Centre search.



This instruction applies to the following user roles:

  • Advanced Project Admin
  • Assessor
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Helpdesk
  • Network Manager
  • Network Manager - Read Only
  • Project Admin
  • Site Admin
  • Training Provider User


1


Go to https://app.riw.net.au and log in using your credentials. 

2


Click on Reports > Existing Reports.

3


A list of default existing reports will display, as well as any previously created and saved/scheduled reports.  The list may look different to the image below, based on your user permission


You can also Edit or Delete any existing reports you have previously saved and scheduled.  Refer to How does a company save and schedule a report? for further information.




4


To run an existing report, click on the Report name from the list.

Follow the onscreen guidance should any further report criteria need to be defined, such as run dates or job role names.

5


Some reports will be displayed immediately on-screen, where you can Export the report to a CSV file. You can also save and schedule the report to run periodically.


Some reports are quite large and do no support an on-screen preview. You can click the Export button immediately to receive the results on email, or save and schedule the report.





Article link:

https://support.riw.net.au/en/support/solutions/articles/51000152821



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How does a company create a custom report?


This article details how to create a custom report in the RIW System.



This instruction applies to the following user roles:

  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Helpdesk
  • Network Manager
  • Network Manager - Read Only


1


Go to https://app.riw.net.au and log in using your credentials.

2


Click on the Reports tab.


Depending on the permission of the logged in RIW System User, users can either Create Reports or run, schedule or delete an Existing Report. This guide details the process to create a custom report. Click on Create Report.




3


On the Report Tables page, select the themes required to generate the report by expanding the list by clicking on the + button and placing a check in the required fields.  Note that you can choose more than one field.


Click continue when you are ready to progress.



4


On the Report Columns page, select the columns required for the report, up to a maximum of 20 columns. To access more columns, click on the Show All Columns hyperlink. Click Continue when all columns have been selected.



5


The Report Filters page also allows the results to be filtered, or to apply logic and run time filters, such as equal to, not equal to, contains, does not contain and has value.


 

The ellipsis button (three dots in the blue square as pictured above) can be selected to further refine reports either via a True or False value or a name of the field being reported on. 



Note: A maximum number of 5 filters in each table row in a custom report can be used when using the ellipsis or through adding additional filters using the green cross, which represents additional parameters.


To alter the report’s final structure, drag the arrows in the left column up or down to change the order in which the results will be displayed and Click Continue.



If the report is intended to be a saved report (completed in the next steps) the Set Value at Runtime (as circled above) can be entered before continuing, which will allow certain data filters to be set only at the point of running the report. 



Click Continue when complete.


6


Once the report has been generated, it can be viewed on screen or exported as a comma separated value (CSV) file. To ensure the integrity of the RIW System when generating larger reports, the export function may result in the report being processed offline and a link being emailed to the user. Users can expect the email within a few minutes. 



7

Users can also elect to Save the report.



Saving the report will allow a user to schedule the report to run at set times and automatically e-mail it to recipients (note: this can be emailed to any email address, not just those registered in the RIW system).  Fill in the details as per below to schedule the report, and be sure to tick the Enable Scheduling checkbox if required. Click Save when complete.





Article link:

https://support.riw.net.au/support/solutions/articles/51000031691



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How does a company save and schedule a report?


Scheduling existing reports is new functionality that will be released in October 2022. 
At present, only custom reports can be saved and scheduled.


This article details how you can schedule an existing or custom report to be run and sent to defined contacts.


For more information about how to run a report, refer to:



This instruction applies to the following user roles:

  • Advanced Project Admin
  • Assessor
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Helpdesk
  • Network Manager
  • Network Manager - Read Only
  • Project Admin
  • Site Admin
  • Training Provider User



1


Go to https://app.riw.net.au and log in using your credentials. 

2


Go to Reports.


Depending on your user permission, you may be able to create a new report or only run existing reports. The save and schedule function works for both creating reports and existing reports.

3


Go to Existing Reports.


A list of default existing reports will display, as well as any previously created and saved/scheduled reports.  The list may look different to the image below, based on your user permission


You can also Edit or Delete any existing reports you have previously saved and scheduled. 


4


When you run any report, once displayed you will be able to save and schedule the report. In the below example, we are running the Expiring Competencies Report with a run date filter of 30 days plus and minus.

After you Run Report and the details are displayed, click Save.


On the Save Report screen, you must give the report a new name. If you do not want to schedule the report, you can just click Save now.


To schedule the report, tick the Enable Scheduling box, and further fields will appear.


You can set the Start Date and End Date (when you want the report to start and end running), Repeat Task Everyx Days/Weeks/Months, Format(CSV only), and whether it needs to be emailed to others.


Email recipients do not need to be RIW System users. 

Click on Save when complete.

5


The report will now run as per the schedule. At any time you can click on Edit or Delete to adjust the saved report.



Article link:

https://support.riw.net.au/support/solutions/articles/51000152653





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How does a company report on Breathalyser test results in RIW?

Employer, Project and Site Administrators can generate a report of Blood Alcohol Concentration (BAC) Breathalyser results for any of their assigned sites.  



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Project Admin
  • Site Admin

Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials.


Step 2: Reports

Click on the Reports tab at the top of the screen, followed by Create Report.



Step 3: Define report tables

Expand the report table and select People and Drug and Alcohol Screenings then click Continue.



Step 4: Define report fields

Select the relevant information that you need from the fields, in particular select Test Type to filter tests conducted by the Breathalyser Unit.



Click Continue when complete. 


Step 5: Define report filters

Within the Test Type, select Alcohol Breath Test and enter the Site Name to produce a report for the site.



Click Continue when all fields are complete to display the report. The report can then be exported as required.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000029656


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How does a company monitor expiries?


The RIW System monitors the expiry dates of competencies, RIW cards, medicals, allocated items, worker (cardholder) subscriptions and ID checks.



This instruction applies to the following user roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Helpdesk



1


Go to https://app.riw.net.au and login using your credentials.


2


Click on the Expiries tab.



3

Click on the type of expiries to view by using the tabs on the left-hand side menu; competencies, cards, medicals, allocated items, worker subscriptions, ID checks.


Choose to show all, show forthcoming, or show expired by clicking on the appropriate radio button and clicking Search.


If clicking show all, the following colour legend will display the status of expiries:

  • AMBER - Pending expiries (items expiring in the next 12 weeks) 
  • RED - Expired items 
  • BLACK - For worker subscriptions menu only, all subscriptions are surfaced even when not expired to help manage / schedule subscription renewals.





Article Link:

https://support.riw.net.au/support/solutions/articles/51000030483



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What is the Virtual Card Uptake Report?


This article provides an overview of Virtual Card Uptake Report, which is available as an RIW System existing report.


The report lists all cardholders who have a relationship with company, including primary, secondary and associated cardholders, and whether they have a virtual RIW card loaded to their Vircarda wallet.


For more information about how to issue a virtual RIW card, please refer to How does a company order or reorder a physical or virtual RIW card?




This instruction applies to the following user roles:

  • Advanced Project Admin
  • Employer Admin
  • Helpdesk



1


Go to https://app.riw.net.au and log in using your credentials.

2


Click on Reports > Existing Reports > Virtual Card Uptake Report.

3


The report will immediately display on screen. 


The report details all cardholders that have a relationship with the user, including the cardholders name, RIW number, employment relationship, whether a virtual RIW card is loaded to the Vircarda wallet, date loaded to the wallet, and the cardholders primary employer.




4


If required, the report can be exported to a CSV file by clicking on the Export button.  The following Export Report pop-up will appear, advising the report has been queued.  The report will be emailed to the user.  

Click OK to proceed.


5


You can also save and schedule the report to be run periodically.  Refer to How does a company save and schedule a report? for more information.





Article link:

https://support.riw.net.au/support/solutions/articles/51000170875




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What is the Card Application Progress Report?


This article provides an overview of the Card Application Progress Report, which is available as an RIW System Existing Report.


The Card Application Report will display all cards applied for in a defined period, their production status and delivery details.



This instruction applies to the following RIW System User Roles:

  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Reports tab

Click on the Reports tab that is on the top of the screen.



Step 3: Existing reports

Click on the Existing Reports icon.



Step 4: Reports List

A list of RIW System default reports will appear.  Click on Card Application Progress Report.


Note: The Reports List displayed below may be different to the Report List surfaced for the logged on RIW System User, depending on the permissions granted to the RIW System User Role.




Step 5: Run report

On the Card Application Progress Report screen, enter in the Issue Date From and Issue Date To criteria to only return results for cards applied for a valid date frame (mandatory).  Click on Run Report button when complete.




Step 6: Report displays

The Card Application Progress Report screen will now display on screen.  The report details the status of all cardholder applications, providing the cardholders name, production status, card issue number, created and requested by user and the delivery address for the card.




Step 7: Export report

If required, the report can be exported to a CSV file by clicking on the Export button.  The following Export Report pop-up will appear, advising the report has been queued.  The report will be emailed to the logged in RIW System Users contact email.  Click OK to proceed.



The report will now be generated.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000176533


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What is the Next Key Expiry Report for Valid Job Roles?

This article provides an overview of the Next Key Expiry Report for Valid Job Roles Report, which is available as an RIW System Report.


The Next Key Expiry Report for Valid Job Roles Report provides the ability for the below user roles to be able to monitor the date and item that is due to expire within a Job Role for an RIW cardholders.



This instruction applies to the following RIW System User Roles:

  • Network Operator
  • Network Operator Read Only
  • Employer Administrator/ Employer Administrator No Payment/Employer Administrator Read only
  • Advanced Project Admin

Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Reports tab

Click on the Reports tab that is on the top of the screen.



Step 3: Existing reports

Click on the Existing Reports icon.



Step 4: Reports List

A list of RIW System default reports will appear.  Click on Next Key Expiry Report for Valid Job Roles.


Note: The Reports List displayed below may be different to the Report List surfaced for the logged on RIW System User, depending on the permissions granted to the RIW System User Role.



Step 5: Refine report criteria

On the Next Key Expiry Report for Valid Job Roles Report criteria page, enter a specific Job Role or simply leave the field blank to capture the next key expiry date and item for all valid Job Roles held by your workforce.  Once the field has been populated or left blank, click Run Report.



Step 6: Report displays

The report will surface:

  • Cardholder details including contact details.
  • Cost Centre Code
  • Job Role Name, owner and if it is assessable
  • Next Key Expiry item
  • Next Key Expiry date



Step 7: Export report

The report can be exported to a CSV file by clicking on the Export button.  The following Export Report pop-up will appear, advising the report has been queued.  The report will be emailed to the logged in RIW System Users contact email.  Click OK.





RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000259075


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What is the Permission Access Agreement Report For Employer Admin Report?


This article provides an overview of the Permission Access Agreement Report for Employer Admin available as an existing report in the RIW System.


The report will display the Permission Access Agreement (PAA) approval status for primarily employed Rail Industry Workers.



This instruction applies to the following user roles:

  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only


1


Go to https://app.riw.net.au and log in using your credentials.

2


Click on Reports > Existing Reports > Permission Access Agreement Report for Employer Admin.

3


The report will automatically display on screen with the following fields:
  • Rail Industry Worker First Name
  • Rail Industry Worker Surname
  • RIW Number
  • Date of Birth
  • Rail Industry Worker Email Address
  • PAA Status



4


If required, you can export the report to a *.CSV file by clicking on the Export button.  The following Export Report pop-up will appear advising the report has been queued, which will be emailed to you. 


Click OK to proceed.



5


You can also Save and schedule the report to be run periodically.  Refer to How does a company save and schedule a report? for more information.



Article link:

https://support.riw.net.au/support/solutions/articles/51000310180





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What is the Pegasus ID Report?


This article provides an overview of the Pegasus ID Report available as an existing report in the RIW System.


The report will display the Pegasus ID Number (previous RIW System service provider), mapped to the current RIW Number.




This instruction applies to the following user roles:

  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Helpdesk


1


Go to https://app.riw.net.au and log in using your credentials.

2


Click on Reports > Existing Reports > Pegasus ID Report.

3


The report will automatically display on screen with the following fields:
  • RIW Number
  • Pegasus ID



4


If required, you can export the report to a *.CSV file by clicking on the Export button.  The following Export Report pop-up will appear advising the report has been queued, which will be emailed to you. 


Click OK to proceed.






Article link:

https://support.riw.net.au/support/solutions/articles/51000310176




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What is the People Who Swiped Into Site Report?


This article provides an overview of the People Who Swiped Into Site Report available as an existing report in the RIW System.


The report will display all Rail Industry Worker's and visitors who swiped into a site between two defined dates.



This instruction applies to the following user roles:

  • Advanced Project Admin
  • Project Admin
  • Site Admin


1


Go to https://app.riw.net.au and log in using your credentials.

2


Click on Reports > Existing Reports > People Who Swiped Into Site Report.

3


On the People Who Swiped Into Site Report screen, enter the From Date and To Date and the Site Name. If you choose to save and schedule this report, you can use a Run Date Plus/Minus filter on the From/To Date.

Click Run Report.



4


The report will display onscreen with the following fields:
  • First Name
  • Surname
  • RIW Number
  • Visitor Pass Number (if applicable)
  • Swipe Date/Time
  • Site Name

5


If required, you can export the report to a *.CSV file by clicking on the Export button.  The following Export Report pop-up will appear advising the report has been queued, which will be emailed to you. 


Click OK to proceed.




6


You can also Save and schedule the report to be run periodically.  Refer to How does a company save and schedule a report? for more information.



Article link:

https://support.riw.net.au/support/solutions/articles/51000310177




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What is the Primary Employed Workers Report?


This article provides an overview of the Primary Employed Workers Report available as an existing report in the RIW System.


The report will surface all Rail Industry Workers primarily employed by the company, and their contact details.



This instruction applies to the following user roles:

  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only


1


Go to https://app.riw.net.au and log in using your credentials.

2


Click on Reports > Existing Reports > Primary Employed Workers Report.

3


The report will automatically display on screen with the following fields:
  • Rail Industry Worker First Name
  • Rail Industry Worker Middle Name
  • Rail Industry Worker Surname
  • RIW Number
  • Date of Birth
  • Mobile Number
  • Email Address
  • Pegasus ID
  • Cost Centre



4


If required, you can Export the report to a *.CSV file by clicking on the Export button.  The following Export Report pop-up will appear advising the report has been queued.  The report will be emailed to you.  


Click OK to proceed.




5


You can also Save and schedule the report to be run periodically.  Refer to How does a company save and schedule a report? for more information.



Article link:

https://support.riw.net.au/support/solutions/articles/51000310184




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What is the Role Library And Corresponding Competency Grouping Report?


This article provides an overview of the Role Library and Corresponding Competency Group Report available as an existing report in the RIW System.


The role library includes all job roles in the RIW System and their corresponding competency requirements.  A job role can include groups of competencies where all of the competencies are required, or one in a group are required.



This instruction applies to the following user roles:

  • Advanced Project Admin
  • Assessor
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Helpdesk
  • Network Manager
  • Network Manager - Read Only
  • Project Admin
  • Site Admin


1


Go to https://app.riw.net.au and log in using your credentials.

2


Click on Reports > Existing Reports > Role Library And Corresponding Competency Grouping Report.

3


On the Role Library And Corresponding Competency Grouping Report screen, you can either:
  • Run Report to receive all job roles and their corresponding competencies.
  • Enter a Job Role Name to receive only the defined job role corresponding competencies. Click Run Report.



4


The report will display:

  • Job Role Name
  • Job Role Is Active
  • Competency Name
  • Competency code
  • Required Group
  • Competency Category
  • Competency is Awardable
  • Job Role Owner




5


If required, the report can be exported to a *.CSV file by clicking on the Export button.  The following Export Report pop-up will appear advising the report has been queued.  The report will be emailed to the user.  

Click OK to proceed.




6


You can also save and schedule the report to be run periodically.  Refer to How does a company save and schedule a report? for more information.



Article link:

https://support.riw.net.au/support/solutions/articles/51000310186




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