Lumiya Smart Reporting

First published on: 07/18/2025/10:49 am

User Guide

Overview

Introduction

Lumiya Smart Reporting is an easy-to-use web-based report writer for designing reports with rich data visualisation.

It offers drag-and-drop simplicity for filtering and data selection, allowing users to define bespoke Lumiya reports and share them internally and externally.

Examples

Report Creation

Reports

The already-created smart reports are available from the main menu in the catalogue dropdowns.

The Smart report designer page, accessible from the Reporting menu or the search function, displays all currently created smart reports available to the user.

Double-clicking a report opens its details, or you can use the Add new report option at the top.

Editing Reports

When creating a new report, you can select a data type from the dropdown and choose a meaningful name to appear in the menu. 

Note: The name is mandatory but can be altered later if needed. By default, the report is inactive, so even if shared, it would only be available to the creator at this point.

Notes: 

• This report details page allows you to set permissions, etc., for your report, which by default are just for the current user.
• On the right, you'll see all layout versions saved for the report — only 1 layout within a report can be active at a time.

The Design Canvas is where the report will be designed, and the version can be selected from the Canvas button on the right.

Editing Reports

In Canvas, the column choices for that report type are on the left, report filters in the middle, and the report layout on the right.

The default report layout is a table, but you can change this or add to it with one of the other component options.

You can change the page title and select a layout option.

You can also change the table title.

The default report layout is a table, but you can change it or combine it with another component option.

Next, select the required columns by dragging and dropping them on the report layout where the message shows ‘Drop new table columns here’.

At each stage, you will be asked for a column width, which will default if not altered, plus you have the choice to freeze this column when scrolling or just select OK to use the defaults.

If a date is chosen, then you have a choice to display different formats or the full date. If you need to alter later, use the yellow cog icon.

Once the columns have been chosen, any report filters can be added, so when the report is run, it can be easily filtered by different ranges to reduce the data where needed.

Similarly, they would be dragged and dropped from the columns to the ‘Drop filter columns here’ area.

The filter type will depend on the database field type (e.g., if a date field is chosen, then 'from' and 'to' date selections will be on the filter).

To evaluate the report options, the report can be saved, and the following prompt will appear, giving you the option to overwrite or create an updated version of the document.

Confirmation will then be provided to indicate that the save was successful.

Once changes have been made or the report is created, it will appear on the menu for selection, or you can trigger the report using the 'Run' option.

If filters were configured, the report will require them to be selected.

Pressing 'Find' after entering the filter information will then display the report. 

Filters can then be accessed from the top-right if any changes are required.

Viewing

The report viewer has various button controls which depend on the component chosen.

For a table type, there will be a page selection, size, and refresh option at the bottom, but could also be some of these options:

• Zoom In – This option will expand the page for that report output and show more entries
• Download (CSV) – Download this report to a CSV file
• Export (Excel) – Download this report to an XLSX file
• Print (PDF) – Download this report to a PDF file
• Add to the homepage with current filters

This can then be removed by selecting the same option again, which will be red when enabled.

Access

By default, you will have access to the 'run' and 'change the design' of the report, and you can transfer that ownership to any other user — but you'll lose access. Instead, copy the report and then transfer the copy.

Other options are to share with:

• Everyone in the company
• Everyone with access to specific groups within the company
• Specific people within the company

The data shown in the reports shared this way will take users' access levels into account.

History

At each save, a history item is recorded. You can see them in the history tab.

Frequently Asked Questions

The speed of the report is too slow and gives a yellow timeout error.

• Initial load – The first time you run any type of report (e.g., the first PI header or PI line report), Lumiya creates a temporary copy of the data, which is then topped up each time it runs. 
  • For the first time, if there's a lot of data, the initial load could be more than the 30 seconds allowed by Lumiya.
    • Leave it to complete for a few minutes.
    • Try to load the report again. 
      • This would normally be covered in any training sessions, but when it hasn't occurred, local admins should run one report for each type before users start creating reports.
• Bad selections for filters – Text fields (e.g., a description or payment reference) that are different on every document shouldn't be used as filter options because they're data points you can then search/filter on the results page.
  • System text fields such as status or document type are OK to use because there are a limited number of these codes.

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