Customizing and Running a Report

Updated 2 years ago by Rachel Chow

By exploring the reports folders, you find a report that you want to run. Here, we'll look at several options for setting the criteria of the report and determining the data that is included in the report itself.

Choosing Report Criteria

Under the Reports Options section: you can: 

Specify a date range

  1. Find the Time Frame box near the top of the page. For Date Field [1], choose which field you would like to use to restrict the date range. In this example, we are using the "Start Date" field as the "Date Field"; this means that only those employments with start dates in the specified date range will show up in the report results.
  2. For Range, click on the drop-down arrow to view options for date ranges.  You can choose preset options, like "Last 7 Days" or "This Month" that are relative to the current date, or you can choose your own custom start date [2] and end date [3] if none of these preset options suit your needs.
  3. Choose which records to include by owner

  4. If your school uses the Record Owner field (on student, account, and employment records, for example), you can choose whether you would like records for all users reported, or only for the records you own.
    Filtering using this feature is only for the report's particular record type. In this example, you can filter to show the employments you own, but you can't filter by students, missed days, or time cards you own. For other filtering options, see the "Add Filters" section below.
  5. Summarize your data (optional)

    Summarizing your data by one of the available fields means that your report will display data grouped by that category, rather than as rows of individual records. If you would like to keep the rows of records, simply leave the default --None-- option selected.

    This concept can best be illustrated with an example. In a report that you decide not to summarize (--None--), you get the results below. If you sort the report by the "Employment Name" field, you can see that Accenture has 5 employment records and American Red Cross has 4 employment records, but you have to count them up yourself.

Compare that to the report below, which summarizes information by "Partner: Account Name" [1]. Notice that each partner's employments are grouped together and has a record count of employments for that partner. You can see that Accenture has 5 records for its 5 employments [2], while the American Red Cross has 4 records [3].

Customizing a Report

To further customize an existing report, start by clicking on the Customize button at the top of the report.

This will bring you to the Report Builder, which has a Fields Pane [1] that lists all the available options of fields and a Preview Pane [2] that gives you a sense of how your final report will look.

Each field in the Preview Pane corresponds to a column in the Field Pane [3].
If you think some of your relevant records are missing, don't panic. Only the first 50 records will appear in the Preview Pane. You'll need to run the report (more information on that below) to see all the results.

Remove a field

If you don't need a particular field in a report, you can get rid of it. In the Preview Pane, simply click on the heading of the field you wish to remove, then drag and drop it in the Fields Pane. In this example, the "Employment Name" field is being removed from the report.

In many (but not all) cases, removing a field means removing a column from the report.

Add a field

Adding a field is pretty much the reverse of the same process.

  1. To add a field, search for it using the "Quick Find" box in the Fields Pane.
  2. Drag and drop the desired field from the Fields Pane into the desired location in the Preview Pane. Here, we are adding the "Partner: Account Name" field to the report between the "Student Name" column and the "Primary Supervisor" column.

Add filters

Filtering limits the records to only those that meet a certain criteria. Filters have 3 components: a field, an operator, and a value. We'll go through each of these components next.

  1. To add filters, you will be using the Filters Pane. Start by clicking the Add button in the Filters Pane.
  2. Choose a field from the first drop-down list. In this example, we are filtering by "Work Day."
    You also can add a filter by dragging a field from the Fields Pane to the Filter Pane.
  3. Choose a filter operator. In this example, we chose to include any employment that is on a particular work day by using the "equals" operator. If, on the other hand, you wanted to exclude all employments on that work day, you would use the "does not equal" operator.
  4. Finally, click the magnifying glass icon to choose an available value.

  5. Select the value by which you'd like to filter [a]. Then click the Insert Selected button [b].
  6. Click the OK button next to your filter.
  7. Notice that now only employments that are on a Tuesday work day are included.

    Running the Report

    It's finally time to run your report! Simply click on the Run Report button near the top of the page.

If you think you will want to use the report in this format again, you can save it for future use by clicking on the Save As button.

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