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Showing inactive users in reports module

Maike Mak

Good afternoon,

I have a question regarding the reports module in Sugar. My coworker would like to show results from an inactive user (the user is set to inactive as this employee no longer works for our company). However, her data did not get reassigned to another user as we want to keep the revenue line items on her name. 

Is it possible to also run a report containing the inactive users? By filtering on employeestatus is inactive, we don't see a dropdown list with inactive employees (see screenshot below).

Maybe there is a very simple answer to this matter, I also checked the Sugar reports manual, but haven't found an answer yet. 

Thank you in advance for your answer(s)!

  • 0

    Maybe you are mixing up two fields:

    - Employee Status (used to set if a user is shown on the employees module)

    - Status (user has a license or not)

    On the filter use Revenue Line Item -> Assigned User -> Field: Status = Inactive

    this works fine on my side:

    Result:

    Bests

    Björn

  • 0 in reply to Björn Canales Pfisterer

    Hi Björn,

    Thank you for your quick reply. I put the employee status for this user to Active and the Status to inactive. 

    This works, but I would like to see the username popup in the username list of revenue line items.

    Here I can only find the active users, but not the inactive ones.

    Then, if I use the filter Revenue Line Item -->assigned user --> status is inactive, it contradicts each other so I cannot get the Username of all active users in the report and the username of the inactive users in the same report without running the report separately. 

    Is there a way to put them altogether?


    Thank you in advance again for your answer.

    Best regards,

    Maike 

  • 0 in reply to Maike Mak

    Set the filter to "Is one of" and also check the "run-time"

    Now on executing the report you can choose what to display (active or inactive or both )

    Bests

    Björn

  • 0 in reply to Björn Canales Pfisterer

    Hi Björn,

    Thanks a lot for your answer, sorry I am quite new to the reports module but this helped a lot.

    Thanks again!

    Best regards,

    Maike

  • 0 in reply to Maike Mak

    you are welcome :-)

    I'm happy it works!

    Bests

    Björn

  • 0 in reply to Björn Canales Pfisterer

    One last question: Is it also possible to filter on one specific inactive user? 

    Now I see all inactive ones, but I want to show only one specific inactive user together with the active ones. Her name doesn't show up in the username list, also when both the inactive and active userboxes are ticked. 

    Thanks again for your help! 

  • +1 in reply to Maike Mak

    Hi Maike,

    In order to include a specific inactive user, you need to add a filter that would identify them by something other than their user name. For instance, you could have a filter group with an 'OR' condition to either match on the list of your desired active users or an inactive user where their last starts with the appropriate text:

    If you wanted multiple, specific inactive users in the report, you could add multiple filters to this grouping on the report. One potential issue is that the individual's last name may not be unique enough to only return the desired user (e.g. filtering on 'Smith' brings back 'Gina Smith' and 'Barry Smithson'). In that case, you could add a sub-grouping to filter on first and last name. In the following example filtering, I am filtering on any potential users selected from the active list as well as two additional users regardless of their status based on a matching first & last name:

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  • 0 in reply to Chris Raffle

    Hi Chris,

    good approach. I think Maike want to see a list of RLI but then show RLI of one specific person for more details.

    In that case she needs to set the operator of the users list to "is not any of" (to exclude the active users RLI) and then filter for the specific person by using the name fields when she is using your approach :-)

    Bests

    Björn

  • 0 in reply to Chris Raffle

    Many thanks to both your answers, this helped a lot and now the report is running perfectly :)