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Running Reports

This help topic covers running reports that have been created by a site's report builders.

See the Reports Manual for building and editing reports if your role has that permission.

Main Report Page

The main report page contains 4 lists of reports:

* Base Reports - reports added by a site's report builders

* Saved Reports - reports saved by users (see Saving a Report below)

* All Reports - a combination of the Base and Saved lists

* Report Tree - a simple list of all reports with no filters 

Run a report by clicking on its name in one of the lists.

Too many reports in the list? You can mark reports as Favorites by clicking the heart icon in the far right column. You can sort on that icon, and/or set a default filter to only display your favorite reports. Float your mouse cursor over your name in the upper right corner of any page (new interface) and click the System Preferences link. On that page, scroll down to the Reports section and set "Default Reports lists to Favorites list" to Yes. 

Filters

Filters let you select a subset of data, for example open cases instead of all cases. The Click here for filter options link will expand the filters available for a given report.


 
The Selected Options section of the report above the data table displays all the filters that have been applied to a report, or will be applied after you click the Run Report button.



A record will be returned only if meets the criteria set in all filters. In the example above, a case would be returned only if the Date Opened is in the specified range, and the Intake Type is Outreach, and the Legal Problem Code is Bankruptcy.

For lookup fields, like Legal Problem Code, Gender, Race, Language, etc., a record will be returned if it meets any one of the criteria within that filter. For example, if the filter above specified "01 Bankruptcy" and "09 Other Consumer", a matter would be returned if it had either of those problem codes.

The fields that are available as filters on a report are determined by the report builder who created the report.

Display Options

Display options let you change the columns that are displayed and the order of the columns. The Click here for data options link will expand the page to show three panes: Available Fields, Add/Remove, and Display Fields.


Available Fields is the list of fields that can be displayed as columns on the report.

Display Fields shows the columns that are currently displayed (or will be displayed after the Run Report button is clicked).

The order of the fields in Display Fields (top to bottom) corresponds to the order of the columns in the report (left to right). Select a field and use the Up and Down buttons to change the order. You can also drag and drop columns in the data table.

Select fields in either box and use the << and >> buttons to move field(s) to the other box. You can Ctrl+click to select and move multiple fields.

The fields that are available, and the fields that are initially displayed when a report is run, are determined by the report builder who created the report.

Sorting

You can sort the data in a report by using the triangles that appear in each column heading when you put your mouse cursor over it. The initial sort order is set by the report builder who created the report.

Columns can be sorted ascending or descending by clicking on the corresponding upward or downward pointing triangle.

Reports can be sorted on multiple columns. Apply the sorts in reverse order. For a report sorted by client last name then first name, for example, apply a sort to the first name column then to the last name column.



Printing

A printer icon appears at the top right of the data table in each report. Clicking the icon will open the report in a new browser tab or window, expand the report to show all rows, then open a print dialog. After a report is printed, the browser window or tab can be closed.

Exporting Report Data

An Excel icon appears at the top right of the data table on each report. Depending on the site settings, this will export the data in the report to either an XLS file or an XML file. Either file can be opened in Excel or any modern spreadsheet program.

Saving a Report

An existing report may be suitable for a particular purpose, but require changing filters and data options to get the desired output. If such a report will be used frequently, saving the structure of the report with the Save Report button will save time for each run of that report. For example, there may be a Closed Cases report that displays all cases closed in the current year. Someone wanting a list of cases closed in the previous month for a specific office can open that report, adjust the filters, and possibly change the columns displayed. That report could then be saved as "Cases Closed in Previous Month by Main Office" to avoid the need to change the filters and data options on the Closed Cases report each month.

Saving a report saves the structure of the report, not the data displayed by the report. Each time the saved report is run, the data as it exists in the database at that time is displayed. If a specific set of data should be saved, the print and/or export features should be used.