Add Links to Images and PDF Reports in Legacy Ad Hoc Reports

With legacy ad hoc reports, a single link to an image or one version of the expense report PDF can be added directly to any report column. However, it is also possible to add links to multiple versions of the PDF (i.e., cover page and full report with notes), as well as receipt images, by creating View columns in your report.

Note that, in order to view linked images and PDFs, users must be logged into Chrome River and have an active ANALYTICS session open.

Create a VIEW Link to Images or PDF Reports

You can create a separate virtual View column for images and for each type of PDF you wish to link to: Cover Page, Full Report, Full Report with Notes, Full Report with Receipts.

1. In the ad hoc report you are creating, click on the Data tab, then click SUMMARY (COMPUTE).

2. To create a virtual column, enter the following data:

• Field: You may customize this title. We recommend:
• receipts
• pdf_cover
• pdf_full
• pdf_notes
• pdf_receipts
• Format: A4
• Text: 'View'

Click OK. Repeat for each virtual field you wish to create.

3. Select the virtual column to which you wish to add a link, then click HYPERLINK from the Links group in the Field tab for that column.

4. Follow the drill-down instructions below to Configure a Drill-Down Hyperlink to Another Ad Hoc Report or Preferred Drill-Down Hyperlink Method.

Link Directly to Image or PDF Report

1. Select the column where you want to add the link and click on HYPERLINK from the Links group in the Field tab for that column.

2. Follow the drill-down instructions below for the Preferred Drill-Down Hyperlink Method or Traditional Drill-Down Hyperlink Method (do not use with Excel output) .

3. When you run the report, the data in the column you selected will be a link that you can click to see the corresponding images.

Preferred Drill-Down Hyperlink Method

This configuration method is required if the parent report will be in Excel output format, but it is also the preferred method for any other output format. There are different methods for retrieving images and PDFs.

1. Click on Web Page, then enter the following in the URL field:

https://&&LINKURL.EVAL

FOR IMAGES

1. To add the appropriate parameter for images, click the ampersand button and enter the following data, depending on which type of image you require. If you are using an existing ad hoc report with this parameter already set, you may skip to Step 2.

In the example below, we are retrieving expense receipts:

2. Click the ampersand again and enter the following data, depending on which type of image you require.

In the example below, we are retrieving expense receipts.

Click OK on the parameter and then OK on the Drill Down pane.

FOR PDFS

Adding the appropriate parameter for PDFs requires you to add the same parameter for images (above) and then add a second parameter specific to PDFs. If you are using an existing ad hoc report with these parameters already set, you may skip to Step 3.

1. Click the ampersand and enter the following data, depending on which type of PDF you require.

In the example below, we are retrieving expense PDFs.

2. Now click the ampersand again and enter the following data, depending on which type of PDF you require.

In the example below, we are retrieving expense cover page PDFs.

3. Click the ampersand again and enter the following data, depending on which type of PDF you require.

In the example below, we are retrieving expense PDFs.

Click OK on the parameter and then OK on the Drill Down pane.

Traditional Drill-Down Hyperlink Method (do not use with Excel output)

1. To configure the Drill Down Hyperlink for HTML output, click on REPORT, then click BROWSE.

2. Click on Standard Reports, then Drivers.

3. Select the appropriate driver:

• For receipts, select EXPENSE RECEIPTS.
• For a PDF, select EXPENSE PDF.

Click OPEN.

FOR RECEIPTS

To add the appropriate parameter for Receipts, click the ampersand button and enter the following data:

• Name: ReportID
• Type: Field
• Value: ReportID

Click OK on the parameter and then OK on the Drill Down pane.

FOR PDFS

Adding the appropriate parameter for PDFs requires you to add the same parameter for receipts (above) and then add a second parameter specific to PDFs.

Click the ampersand and enter the following data:

• Name: ReportID
• Type: Field
• Value: ReportID

Click OK. Now click the ampersand again and enter the following data:

• Name: PDFver
• Type: Constant
• Value:
• 1 = Cover Page
• 2 = Full Report
• 3 = Full Report with Notes
• 4 = Full Report with Receipts

Click OK on the parameter and then OK on the Drill Down pane.

3. Below is an example of a fully configured Drill Down hyperlink to a PDF Cover Page.

Here is an example of a report with links to three types of PDFs.

Configure a Drill-Down Hyperlink to Another Ad Hoc Report

You may also configure a drill-down hyperlink directly to another ad hoc report you created.

• Note: It is not possible to drill down to shared content with this process. To drill down to a shared ad hoc report owned by another user, you will need to first make your own copy of that report, then link to your copy.

1. Select REPORT, then click BROWSE to navigate to the report you want and select it.

2. Select just the name of the report as it appears in the Report box, including the .fex extension, and copy it.

If the report is in a subfolder of the My Content folder, be sure to include that folder name when selecting and copying the report name.

3. Now add the required parameter by clicking on Web Page, entering https://&&LINKURL.EVAL, then clicking the ampersand button and entering the following data:

• Name: runReport
• Type: Constant
• Value: [Insert copied report name from Step 2, above]

Now you may add any custom parameters that may be required by the target report that you are linking.

4. Click OK on the parameter and then OK on the Drill Down pane.

Link Directly to Line Item Receipts

If there are line item receipts available, you may create a link directly to them.

1. Make sure you have the required columns in the BY section of the Query:

• Report ID (Segment = Header)
• Line Number (Segment = LineItem)
• LineItem Image Key (Segment = LineItemParent)
• Image Location (Segment = LineItemParent)

These columns are required for both the Conditional (“Traffic Light”) logic and for the Drill Down Parameters.

2. Select the column that you want to link. In this example, it is Expense (Segment = LineItemType):

Right click, select MORE >TRAFFIC LIGHT CONDITIONS.

3. Configure the Conditional Drill Down logic – “Traffic Light Condition.”

1. Select the Condition Column: Image Location. The list of available columns is based on the columns in the BY section.
2. Select the Operator: Equal to.
3. Configure the test value. Click on the down arrow, select type Constant, then enter the value LineItem.

4. Configure the Drill Down for the Condition.

Follow the new steps for configuring a link that will work in both HTML and Excel output.

1. Select Web Page. Add the URL: https://&&LINKURL.EVAL
2. Parameter: runReport Type = Constant Value = getreceipts
3. Parameter: ReportID Type = Field Value = (select Report ID from the list)
4. Parameter: LineID Type = Field Value = (select LineItem Image Key from the list)
5. Parameter: LineNbr Type = Field Value = (select Line Number from the list)

Select OK to save the Drill Down configuration.

5. Save and Run the report. The Expense column will be linked for the Drill Down to Line Item Receipts only if the data meets the requirements for the conditional Drill Down: Image Location EQ ‘LineItem.'