Report Builder

Run custom reports which can contain multiple list views or grouped list views. Reports can be scheduled to run automatically.

The report builder allows you to build custom report templates which can then be used to run ad-hoc reports or scheduled to run reports automatically. The reports can contain one or more list views with the option to group data based on a field or code. Up to two levels of grouping are possible, and calculations can be added to groups. Editable document content can also be added to reports. 

Build a New Report Template

Build a report template, which can then be used to run reports. First, add the report template, and then edit it to add content such as list views, document content, or grouped list views.

Add a New Report Template

1. Click Reports in the upper navigation bar, and then click Reports Tool. 
2. Click Add New Report Template.
   
   
3. Complete the fields, and then click Save.
   1. Name - Enter a name for the report template. This also becomes the default name for reports run using the template.
   2. Description - Enter an optional description for the template, which displays under the template name on the Reports Tool page.
   3. Category - Select the category under which this template should display on the Reports Tool page. The Report Categories section contains details on configuring the available categories.
   4. Page Orientation - Select the desired layout of reports run using this template.
      
      

The report template now appears in the list on the Reports Tool page, within the selected category.

Edit a Report Template

1. Click Reports in the upper navigation bar, and then click Reports Tool. 
2. Click Edit next to the report template to edit.
   
   
3. Click Add Content, and then click the content type to add.
   1. The available content types depend on the type of page being edited. See below for specific instructions for each content type.
      
      

Add document content. 

• Content - Enter the content to display on a report run using this template, using the rich text and image options as needed.
• Content Editable in Document - Select Yes to allow this content to be edited directly on a report run using this template. 
• Width - Click the desired width option for how this content should be displayed on a report run using this template.
  
  

Add a data view to display the results of a filtered search either in a list view or grouped list view format. The list view and grouped list view options are detailed below. 

Add a list view. A list view can be exported to Excel from a report, but does not allow for grouping or calculated sums, averages, or grand totals.  

• Object Type - Select the type of object data to display in the list view. For example, if Organization is selected, the search results displayed in this list view will be organization records.
• Title - Enter the title to display at the top of the list view on a report run using this template.
• Width - Click the desired width option for how this list view should be displayed on a report run using this template.
• The steps for selecting criteria and editing the list view column options are the same as when running a super search. Introduction to Super Search contains guidance for these steps.
  
  

Add a grouped list view. A grouped list view allows data to be grouped and allows calculated sums, averages, and grand totals to be added. Grouped list views cannot be exported to Excel from a report.

• Object Type - Select the type of object data to display in the list view. For example, if Organization is selected, the search results displayed in this list view will be organization records.
• Title - Enter the title to display at the top of the list view on a report run using this template.
• Group Display - Select Groups and Individual Records to display both aggregate data for the list view and the individual records within each group on a report run using this template. Select Groups Only to display only aggregate data for the list view on a report run using this template. This creates a “rolled up” view of the data. 
• Width - Click the desired width option for how this list view should be displayed on a report run using this template.
• The steps for selecting criteria and editing the list view column options are the same as when running a super search. Introduction to Super Search contains guidance for these steps.
  
  
• Grouping and Calculation Options - 
  • Group Requests By - Select the field on which to group the data in the list view.
    • A second level of grouping is also available. This creates sub-groups of data. Configure this grouping in the Level 2 Grouping section. 
    • If a code is selected as the grouping field, configure the desired coding format and display. 
  • Calculations - Select one or more fields in the Sum By and/or Average By dropdowns to include a sum and/or average for each group for the selected fields. 
  • Sorting - Select from the available options in the Sort Groups By field and select Ascending or Descending to configure how groups will be sorted in the list view.
  • Include Record Count - Select Yes to include the count of records in each group.
  • Include Grand Total - Select Yes to include a Grand Total at the bottom of the list view that displays the grand total figures for each calculation configured in the first level of grouping.
    
    

Add a page break. 

• A page break inserts at the bottom of the report template. Drag and drop the page break to the desired location on the template. This page break applies when printing a report run using this template or exporting it as a PDF.
  
  

Once content is added to the template, applicable edit options are available.

Run a New Report

1. Click Reports in the upper navigation bar, and then click Reports Tool. 
2. Click Run next to the applicable report template.
   
   
3. Edit the Name for this report if needed, and then click Save.
   
   

The report opens in a modal where multiple options are available. 

• Click Edit to open any available editing or criteria viewing options within the report.
  
  
  • Click View Search Criteria next to a list view in the report to view the criteria. Criteria can only be edited within the report template.
    
    
  • Click any document content set as editable to make edits to the content displayed on the report.
    
    
    
• Click Preview to return to the display version of the report.
  
  
• Click Export to PDF to export the report in a PDF format.
  
  
• Click Export to Excel next to a list view to export the list view data as an Excel file.
  
  
• Click Print to print the report.

View a Saved Report

Previously run reports are saved in the report history for each report template. The saved report displays the data and template format as it did when the report was saved.

To view the most recently saved report, click the date and time in the Last Saved to Report History column for the report template.

• A double arrow icon displays next to the date and time if the report was run automatically.
  
  

To view the full report history for a report template, click View All Report History in the Last Saved to Report History column.

• Edit the View Reports Created date range to filter the list of saved reports accordingly.
  • The date range automatically defaults to reflect reports run in the past 365 days, but can be adjusted further into the past to encompass all reports generated.
    
    
    
• Click a report title or the double arrows icon next to a report to view it.
  
  
• Click the dropdown icon next to a report and then click Edit Properties to edit the report title.
  
  
• Click the trash can icon for a report to delete it.
  • A report template can only be deleted once all reports generated using the template have been deleted.
    

Schedule a Report

A report template can be scheduled to automatically run a report weekly, monthly, or annually. Automatically run reports are accessible from the report history for the template. 

Follow the steps below to schedule a report to automatically run.

1. Click Reports in the upper navigation bar, and then click Reports Tool. 
2. Click Add a Schedule next to the desired report template.
   
   
3. Select the desired frequency, configure the schedule, and then click Update.
   1. Weekly - Select the day of the week and the time at which to run the report.
   2. Monthly - Select the first or last day of the month and the time at which to run the report.
   3. Annually - Select the specific date and time at which to run the report.
   
   
   

To edit a schedule, click the schedule details.

Manage Report Templates

Navigate to the Reports Tool page to manage existing report templates.

1. Click Reports in the upper navigation bar, and then click Reports Tool. 

Multiple options are available to manage report templates.

• Check the box at the top of the page to include inactive report templates in the list on this page if desired.
  
  
• Click Edit next to a report template to edit or add content to the template. 
  • Content cannot be deleted from a report template if saved reports for the template contain the content. The saved reports with the content must first be deleted. The View a Saved Report section contains details on deleting saved reports.
    
    
• Click the dropdown icon next to a report template and then click Edit Properties to edit the report template name, description, category, page orientation, or to make the template inactive.
  • Inactive templates are removed from the Reports Tool page by default, but can be included in the view by checking the box at the top of the page.
    
    
• Click the dropdown icon next to a report template and then click Duplicate Report template to create a copy of the template. 
  • The copy can then be edited without affecting the original template.
    
    
• Click the trash can icon next to a report template to delete it. 
  • This option is only available if any saved reports run using the template have been deleted. The View a Saved Report section contains details on deleting saved reports.

Report Categories

The available report categories to organize report templates on the Reports Tool page can be customized for your site. 

1. Click the gear icon in the quick navigation menu.
2. Click Reports.
   
   
   

Manage the available categories from this page.

• Click Add New Report Category to create a new report category.
  
  
• Click the pencil icon next to an existing category to edit it.
  
  
• Click the trash can icon next to an existing category to delete it.