Reports

Introduction

The Reports module is designed to provide you with a comprehensive and user-friendly reporting experience. This module empowers you to generate customized reports based on various perspectives, including Contracts, and Products. With its intuitive interface and powerful filtering capabilities, the Reports module streamlines the process of extracting valuable insights from your data.

Creating a Report

Generate customized reports using the Reporting module by following these simple steps.

1. Navigate to the Reporting module, click Reports and then click the New Report button.
2. In the New Report page, select your Perspective from the Choose Perspective column and click Next.
   • Contracts - Generate a report based on contracts data. For further steps on creating this report, refer here.
   • Products - Generate a report based on Assets and Effective Clauses. For further steps on creating this report, refer here.

Contracts Report

Use Contract Report to generate comprehensive contract summaries with customizable filters and data columns for efficient contract management and analysis.

1. Choose Contracts from the Choose Perspective column and click Next.
2. In the Add Filters section, select your filters (up to 10) and click Next. Once added, you have the option to do any of following actions:
   • Click the Delete icon to remove the selected filter.
   • Click the Edit icon to modify filter details or all the additional data associated with the selected Term.
     Learn more on filters here.
3. In the Choose Columns section, the following Terms are pre selected. You can select up to 15 columns and click Next.
   • Account
   • Document Title
   • Contract Type
   • Effective Date
   • Pramata Number. 
     Note that,
     • Any Filters applied in step 2 will be auto selected as columns here. Additionally, all data associated with the selected Term are added as columns, by default.
     • Select the check box Include Citation against Term names, to include citations present in any Term or data associated with these terms.
4. In the Report Details section, enter a unique Report Name for your new report.
   Additionally, under Format, select how your report data should be laid out:
   • Flat / Compact (default): Each key term is laid out independently. Best for readable exports and side-by-side key term review.
   • Expanded / Repeated: Every value is filled in so each row reads completely. Best for pivot tables, BI tools, and row-level analysis.
5. Click Create.

Products Report

Use Products to generate reports based on specific products or contracted products for an account or group of accounts.

1. Choose Products from the Choose Perspective column and click Next.
2. In the Add Filters section, select your filters (up to 10) and click Next. Note that:
   1. Assets (Contracted Products) can be added as a filter.
   2. All Commercial Terms are indicated by a label EP (Effective Clauses)
      Note: 
      The report with these Commercial terms provides a consolidated overview of commercial terms across related contracts, offering a comprehensive view of the entire deal or transaction. 
      Key Features:
      Rather than examining contracts in isolation, this report synthesizes information from all relevant agreements. The summary takes into account the order of precedence of commercial terms (effective clauses) to ensure accuracy.
   3. All the data associated with a selected Commercial Term will also be included in the generated report.
   4. Once added, you have the option to do any of following actions:
      • Click the Delete icon to remove the selected filter.
      • Click the Edit icon to modify filter details or all the additional data associated with the selected Term. 
        Learn more on filters here.
3. In the Choose Columns section, 'Account' & 'Contracted Products' are auto selected. You can select up to 15 columns and click Next. Note that,
   • Any Filters applied in step 2 will be auto selected as columns here. Additionally, all data associated with the selected Term are added as columns, by default.
   • Select the check box Include Citation against Term names, to include citations present in any Term or data associated with these terms.
4. In the Report Details section, enter a unique Report Name for your new report.
   Additionally, under Format, select how your report data should be laid out:
   • Flat / Compact (default): Each key term is laid out independently. Best for readable exports and side-by-side key term review.
   • Expanded / Repeated: Every value is filled in so each row reads completely. Best for pivot tables, BI tools, and row-level analysis.
5. Click Create.

Filters

Filters are categorized as Quick Filters and All Filters, to help you quickly find and apply the desired filters.

Key Point About Adding Filters:

Adding filters narrows down the scope of the report data you are viewing. Combining multiple filters will limit the data to only those entries that meet all the applied criteria. For example, if you add a filter to find contracts effective from 2020 onwards, and then add another filter for contracts with a price increase, your results will include only those contracts that meet both criteria.

Types of Filters:

• Pramata Number - You can add up to 25k Pramata Numbers separated by commas.
• All Date Filters - Select a pre-defined date range under ‘Rolling Dates’ or 'Fixed Date' to specify the exact date range. 
  Note:
  • Rolling Dates: The date filters are smart and change based on when you run the report. For instance, if you choose "Next 90 Days," the report will always display data for the upcoming 90 days starting from the current date when you run or refresh the saved report.
  • Fixed Dates (Custom): Alternatively, you can set specific start and end dates to analyze data for a particular time range. This option gives you control to consistently compare data across different periods.
• Term - On selecting the Term, you can, do any of the following:
  • Filter by one or more data points within the term.
  • Select ‘with this term’ to include all data points for the selected Term in the report.
  • Select ‘without this term’ to exclude this Term from the report.
  • "Select All" available on fields that are type “Select Box”: Option to select all contracts matching a search term with just one click. When “Select All” is chosen, further filter selection becomes disabled to ensure data consistency across the desired set.
• Quick Filters - With the Quick Filters section, you have access to the frequently accessed criteria. You can instantly filter by Account, Account Type, Contract Type, End Date, and other common parameters directly from the main interface.
  

Viewing a Report

When you generate a report, the process typically takes 20 seconds or less, after which the report opens automatically for viewing. For future reference and sharing, the report is also stored in the Reporting module's table. Each report in this table has a 'View Report' link, allowing you to access finished reports at any time.

In cases where report generation exceeds 20 seconds, the initial status will display as "In Progress." Once the report is fully generated, you'll receive a notification email, and the status will update to show the "View Report" link.

When you click the "View Report" link, you'll have two options:

• Regenerate the Report: If the data in the report is outdated, the system will provide an option to "Refresh Data” by Regenerating the Report with the latest information. Alternatively, you can choose to continue with the existing data.
  
• View the Latest Report: If the data in the report is up-to-date, the report will open for viewing immediately.
  

Actions you can take on the Report

Toolbar

• The Save icon saves the report with the current configuration.
• Use the Edit icon to make changes to any filters and columns of the report.
• Use the Export icon to print the current content or export it. Export options vary based on report size:
  • For reports visible in the UI (up to 100,000 rows and 100 columns), export options include CSV, Excel, and PDF formats.
  • Report too Large to Display: If the report exceeds the limit of 100 columns or 100,000 rows, you will see a message. In such cases, please use the CSV export option to access the data.
  • Export Limitation: There's a maximum limit of 1.5 million rows for all exports. If the report exceeds this limit, the export option will be disabled. Users need to modify filters to reduce the row count before exporting.
• The Grid icon switches the view to the grid.
• The submenu of the Charts icon shows all available pivot charts. It also has a Multiple values checkbox to enable the selection of multiple measures for charts.
• Use the AI Assist icon to launch a generative AI-powered interface that allows you to interactively explore an gain insights from your report data. Note that, The AI Assist icon will only be visible if your user profile has the necessary Access and Permission Type settings configured in the User Management module.
• Click Pin to Analytics to pin the report in the Analytics module.
• The Format icon provides two options: Format cells and Conditional formatting.
• Click Options to see a pop-up window with Layout options such as grand totals and subtotals. Use the layout section to switch between compact, classic, and flat views.
• The Fields icon opens the Field List.
• Click Fullscreen and switch to the full screen mode. Exit this mode by pressing Esc.

 

Format

Number formatting can be applied through the Format cells pop-up window. To open this pop-up window, choose Format > Format cells in the Toolbar. Select a value from the drop-down list to apply the chosen format to it. Then, you can modify any of the following properties: text alignment, thousand separator, decimal separator, decimal places, currency symbol, currency align, null value, and format as a percentage.

The conditional formatting pop-up window can be opened by choosing Format > Conditional formatting in the Toolbar. In the pop-up window, click the plus icon to add a new condition. You can apply the condition either to all values or to a specific measure from the drop-down list. Select the condition type and value, font family, and size. Click the A-letter icon to change the default font and background colors. Choose new colors from the color picker or enter their hex codes. Click APPLY to add these colors to the condition. You can see a preview of the result inside the box on the right. To see the result on the grid, click APPLY. You can remove the condition by clicking the recycle bin icon on the right of the condition.

Field List

The Field List can be used to define which data is shown on the grid or charts. Access the Field List from the Toolbar or by clicking the diagonal arrow in the upper-right corner of the grid or the charts.

On the left side of the Field List, you will see a box with all fields from your dataset. This box also provides the following features:

• A search box, when there are more than 50 fields.
• The Expand All option, when multilevel hierarchies are configured or fields are grouped in folders.

To define which data to show in the component, drag & drop fields to Rows, Columns, Values, or Report filters boxes. Fields can also be dragged between the boxes or inside them. Each box can have as many fields as you wish. It is also possible to include any level of a hierarchy, as well as all its sub-levels, in rows or columns.

Values are typically placed in columns but can also be dragged to rows. Each value has an aggregation function applied to it. Depending on the data source type, numeric fields support different aggregation functions. String fields can also be selected for values.

By default, numeric and string fields are aggregated using the sum and count functions, respectively. To change the aggregation function, click the sigma icon and choose a new aggregation.

Use the Add calculated value button at the top of the Field List to add a calculated value.

Calculated Values

Dashboard provides an interface for adding and editing calculated values. To add a calculated value, open the Field List and click Add calculated value.

In the pop-up window, enter a value name, then compose a formula: drag the existing values into the formula box and apply arithmetic operators to them. Select the Calculate individual values checkbox to calculate the formula using raw values.

Click APPLY to add your value to the Field List. The new value will be already selected in the Values box and ready to be displayed in the component.

All calculated values are grouped under the Calculated Values folder in the All fields box. To edit a calculated value, click the sigma icon next to the value name. To remove the calculated value, click the recycle bin in the editing pop-up window.

Column Filter

The column filter allows you to narrow down data in a table by specifying criteria or conditions to search for specific values within one or more columns. By applying a filter, you can quickly locate and display only the rows that meet your defined parameters, making it easier to analyze and work with relevant subsets of data.

Sorting Columns

Column data can be sorted in ascending or descending order by clicking the arrows in the report grid's header rows.

Rearrange Columns

To customize your report view, simply drag and drop columns into your preferred order.

Digital Snapshot

For certain terms, you'll see a camera icon displayed next to the value. Clicking this icon will open the corresponding contract PDF in a new tab, automatically scrolling to the specific location where the cited text or data is present. This digital snapshot feature provides direct access to the source material, allowing you to easily verify the accuracy of the information displayed.

Links

Within the report, values displayed under the following columns are hyperlinked to provide easy navigation and access to additional details within the Pramata platform:

• Accounts
• Document Title
• Pramata Number
• Term

To view more information related to a specific entry, simply click on the corresponding hyperlinked value. This will direct you to the relevant section or page, allowing you to explore further insights, and related content seamlessly.

Pin to Analytics

Clicking the "Pin to Analytics" icon allows you to create a new tab within the Analytics module, essentially saving the report as a favorite for easy access. This pinned report will display the most up-to-date data each time you view it.

If you no longer need the report pinned, you can simply unpin it by clicking the same icon again, removing the tab from the Analytics module.

Pinning reports streamlines your workflow by providing quick access to the analyses and insights you frequently need, without having to navigate through menus or rebuild the report each time.

Report Actions

The Reporting module displays a list of generated reports or those shared with you. For each report, you can perform various actions by clicking the ellipsis icon and selecting the desired option. The available actions include:

• Edit Report - Modify the report's content, such as filters and columns, to tailor it to your specific needs.
• Delete Report - Permanently remove the report from the system. Use this action with caution, as the report will be irrecoverably deleted.
• Stop Report - Cancel a report while it's being generated. If you realize mid-execution that you've selected the wrong filters, included unnecessary documents, or no longer need the results, click Stop Report Generation to cancel the processing immediately. This action appears only during report generation and frees up system resources, allowing you to quickly start a new report with the correct parameters.
• Share Report - Share the report with other users or profiles. The shared report will be identical to your saved version, and the data visible to the recipient will be based on their authorization level. Please note that users with whom the report is shared cannot edit, or further share the report. Their only option is to clone or delete the report.
• Clone Report - Create an exact duplicate copy of the report. This allows you to modify the cloned report's content as per your requirements and save it with a unique name, without affecting the original report.
• Schedule Report - Enables you to automate the email delivery of reports with customizable schedules and secure access. This feature simplifies report sharing by delivering reports directly to the intended recipients on a recurring basis. Learn more about how to schedule your report here.

For Shared Reports

Shared reports provide essential information for your business needs while maintaining data consistency.

In addition to Contract and Product reports, the following reports can also be shared with you:

• Predefined Views: Ready-made reports with preset filters and columns, including calculations and data transformations, designed for complex analysis.
• Custom Agentic Solutions: AI-powered reports that analyze entire document histories to transform complex account data into actionable business insights.

When a report is shared with you:

• Recipients have limited report actions:
  • For Contract and Product reports: Recipients can only View, Clone, or Delete the report.
  • For Predefined Views and Custom Agentic Solutions reports: Recipients can only View or Delete the report.
• All shared reports are read-only, ensuring data integrity

Schedule Report

Saved reports can be automatically emailed to yourself and to specific recipients on a recurring basis.

Tip: When you set up a schedule, you will automatically be included as a recipient. You do not need to manually add yourself—just add any additional recipients you’d like.

Follow these steps to schedule a report:

1. Navigate to Reporting > Reports. Locate the saved report you want to schedule for email delivery.
2. Click the Schedule Report icon next to the desired report.
3. In the Schedule Report pop-up, provide the following details:
   1. Frequency: Choose how often the report should be delivered: Daily, Weekly, or Monthly.
   2. Based on your selection:
      • For Weekly, select the specific day of the week.
      • For Monthly, choose the day of the month.
      • Note that all reports are delivered by 12 PM EST.
   3. Customize the Email Content: Under Mail Content, fill in the following details:
      1. Subject: The system automatically generates a subject line using the report name and frequency. For example: [Pramata] Monthly Report - Term and Renewal Report. You can modify the subject line if required.
      2. Message: Provide a brief description of the report. 
         Delivery:
         • Reports under 20MB are sent directly as email attachments
         • Reports exceeding 20MB are delivered via a secure link in the email requiring recipients to log in to the Pramata platform to access the full report
      3. Recipients: Search and select email recipients, maximum of 50 users can be added.
         • The user who sets up the schedule is always included automatically.
         • When reports are delivered, recipient-specific permissions are automatically applied. For example, if a report creator has access to 100 contracts but a recipient only has access to 20, that recipient will only see those 20 contracts in their delivered report.
4. Click Create.

Below is a preview of how the Scheduled Report will appear in your email inbox

Frequently Asked Question

Q: If a user created and shared a report with others, and that user has since left the organization, will the shared reports disappear?

A: No! The reports will remain shared and accessible to the intended users, even after the original creator’s account has been deactivated.