To create a new report, click on the Create New Report button in the Custom Report Listing
The following screen is displayed:
Step 1: Name the Report
Report Name: Enter the name you want to give to the report.
Report Description: Enter the Report Description
Step 2: Restrict Visibility
Select Visible to Me, for reports that only you want to be able to view or Visible to All, to allow all the Admins to be able to view.
Step 3: Select Data Areas
Select Data Areas that contain the various fields within your application that you need to pull into the report.
Place a check in one or more of the following:
- Application Data
Application Data will allow you to include the following in a report:
- Status Details
- Stage Comments
- Previous Status
- Is Archive
- Date Time Submitted
- Section Data
Section Data : will allow you to select the sections in your application and the questions in that section. Place a check in the appropriate sections you wish to pull data on.
Score Card Information.
Score Card Information allows you to pull all values from the question fields with- in the Evaluation Tasks that you set up as a part of your review process.
- Award Information
Award Data will allow you to include the following in a report:
- Fund Name
- Initial Award
- Final Award
- Final Status
- Save & Next:
Click on the Save & Next button to advance to the next step in creating your report.
Cancels the report and returns you to the report listing.
Step 4: Create Field Columns for your report
Add individual Data Field Value Items from within the Data Area Sections.
Select an Item: Click on the dropdown menu. The following Data Area list will appear based on what data elements you previously asked to be included in the Step 3 above.
You are selecting the Section within that Data Area that contains the field. Not the actual field yet. The data area will appear in brackets “[ ]” with each individual sections within that data area listed below.
The data area will appear in brackets “[ ]” with each individual sections within that data area listed below.
For example: if you select Application Data Section on the Application Data Area the following screen will load:
Next Select the Individual Field Item/Question that you want as a column in your report.
Step 1: Place a check in the box to the left of the field you want to include in your report.
Your screen will look like this:
NOTE: You will always want to include the Application Data – Status as a column in your report. When running a report all status levels are included and will need to be filtered out in the next step to Add Conditions, or once you run your report it can be exported to excel and filtered in excel.
Continue to select items from the drop down until you have selected all of the data field columns for your report.
NOTE: Each item you pull to the right is the actual column that will be displayed in your report. Each row of your report will be each individual application showing how those question/item fields were answered within the application process. See below example of a generated report showing how each select field is a column.
Buttons at the Bottom of the Screen:
- Previous will bring you back to the previous screen
- Save and Next will bring you to the next step if you are finished adding your data fields
- Cancel – will cancel this report and return you to the list of reports
Step 5: Add Condition Filters
After you add fields to your report you can add filters to the report.
Filters allow you to filter a group of applicants to only include those applicants in your report that meet a certain condition based on how they answered a specific question, or based on their status within the application process.
For example: If an Admin wishes to see a report of only female applicants, you can apply a condition filter to only show applicants that answered Female to the Gender Question.
To add a New Condition Filter to a report select the Add New Condition button.
The following screen will appear.
Report Item: Select the Report Data Item that contains the Section Name you want to pull.
Section Name: Select the Section Name that contains the Field Name.
Field Name: Select the Field Name that contains the data you want to set a filter value on.
Filter Value: This is the condition of the field value you want to select. Select one of the following types:
Contains: If the value field contains this value/answer within the value; then include.
Equals: If the value equals this value/answer, then include. (or is exactly this value)
Not Equal To: If the value does not equal this value/answer, then include.
Is Empty: If the value field does not contain any information, the field is blank, then include.
Is Not Empty: If the value field contains any information; then include.
Starts With: If the value/answer starts with this value, then include.
In: If the value/answer is in this listing of values, then include. (list items as they appear in the actual question drop down list, i.e. answer~answer)
Min/Max Value: For numeric values only, enter the minimum to maximum range the value/answer should fall within, in order to include.
Greater Than: For numeric values only, enter the value in which all value/answers greater than shall be included.
Less Than: For numeric values only, enter the value in which all value/answers less than shall be selected.
Filter Value: Enter the exact Value/Answer you want the condition to be set on.
Group: When entering multiple lines of filters you will need to group those filters into specific groups to pull date effectively. (See Examples of Setting up Conditions in Ad Hoc reports for more details on the use of groups in conditions).
And/Or: (Each time you add a condition and choose and/or in the last field a new search filter row will open up below for you to add your next filter.)
When entering multiple lines of conditon filters you will need to explain how each line of filters is to be related to the pulling of data. To add additional lines of filter conditions, you will need to simply choose either the “And” or the “Or” depending on how the current line relates to the next line of conditional filtering. (See Examples of Setting up Conditions in Ad Hoc reports for more details on the use of groups in conditions.)
Example: Filter Female applicants AND Filter Submitted Status – will only pull applicants that answer Female for Gender and have a Status of Submitted. Both those condition filters must be met for the applicant to pull into the report. If you use “OR” then the condition filter will pull on either or and thereore will give you all applicants that have submitted despite being female or not. Using “OR” will give you every Female but also everyone that is Submitted.
On the last line of condition filtering, including if only entering one line, leave the “and/or” field blank. Failing to do so will create an additional line of empty conditions and cause the report to not pull data.
If you accidentally add this additional line, you must delete it by clicking the red “X” next to that line, prior to clicking finish and running your report.
Step 7: Finish Report
Select the Finish Button : Finish will generate your report and bring you back to the report listing.
Cancel: Cancels the report and returns you to the report listing.
Previous: Takes you back to the previous step to add columns to your report