Create a Report in Report Builder

SUMMARY: 

Report Builder provides a flexible way to create and customize reports on demand without waiting for pre-built Advanced Reports. Users can define the report structure, apply filters, and customize results for more specific data retrieval.

Creating a New Report

1. Click “Add New Report” to open the Report Builder - Configuration page.
2. Name the report and select a Data Set (e.g., Counseling Sessions, Services, Enrollments, Follow-Ups, Income, People Demographics).
3. Decide whether to add the report to the Custom Reports menu.
4. Click “Next” to proceed.

Important Notes:

• The list of available Data Sets continues to grow, so check for updates.
• The page title updates to reflect the report name plus “- Configuration.”
• After this step, the report is created but lacks columns and filters, which must be configured before running the report.

Configuring the Report

Report Column Configuration (Required Step)

• This section determines which data fields will appear in the report.
• Available fields are listed on the left side. Users can:
  • Search for a field by typing keywords.
  • Drag and drop fields into the selected column area.
  • Click the arrow next to a field name to add it.
• Columns can be reordered by dragging and dropping.
• Columns can be renamed for clarity.
• To remove a column, drag it back to the “Available Columns” section or click the “X” next to it.

Configuring Filters (Required Step)

Filters define which data is retrieved for the report. Without filters, the report will not run properly.

Accessing Filters:

1. Click the “Configure Filters” button in the Search Filters section.
2. The Configure Search Filter dialog box appears.

Using AND/OR Connectors:

• The Filter Connector defines how multiple conditions are applied:
  • AND: The report will only return results that meet all specified conditions.
  • OR: The report will return results that meet at least one specified condition.

Adding Expressions and Groups:

• “Add Expression”: Adds a single condition.
• “Add Group”: Creates a nested set of filters for more complex criteria.

Modifying Filters:

• To remove a filter, click “Remove Item” next to it.
• Click “Save and Close” once all filters are set.

Optional Configurations

Sorting Configuration (Optional but Recommended)

• Sorting determines how the report results are ordered.
• Users can:
  • Select one or more columns for sorting.
  • Change sorting priority by dragging fields up or down.
  • Choose ascending or descending order using the green arrows next to each column.
  • Remove sorting criteria by clicking the faint “X.”

Grouping Configuration (Optional)

• Groups results by a specific field (e.g., grouping all records by Date of Service).
• Multiple groupings can be set, ordered, and modified similarly to sorting.

Aggregate Configuration (Optional)

• Used for statistical calculations (e.g., Count, Sum, Average, Min, Max).
• Aggregation can be applied to fields like Household ID to summarize data.

Running & Viewing Reports

Running the Report

1. Click “Run Report” at the bottom left of the screen.
2. The results appear in the Report Builder - Viewer page.

Report Viewer Features

• The Grouping Configuration (if applied) appears at the top.
• Adjustments can be made directly in the Viewer screen:
  • Click the “X” to remove a grouping.
  • Drag a column title to the gray bar to apply a new grouping.

Refining Results

• Click “Refine Results” to search within columns and adjust filter settings dynamically.

Additional Report Actions

• Configure Report: Modify columns and filters without starting over.
• Export to Excel: Download the report for further analysis.
• Refresh: Reloads the report with updated data.

Shortcut: Modify Filters Without Editing the Entire Report

• Click “Configure Filters” above the Report Viewer screen.
• Adjust filters, click “Save and Close”, and the report will re-run automatically.