Blue Folder Lookup

Location in standard build: Accessible anywhere a Blue Folder icon is displayed

The Blue Folder Lookup page allows you to see the details behind a number. For example, if you ask for "number of contacts" using the KPI Report Designer, you will get a total number of contacts; next to the number is a blue folder, which will allow you to see the full details of the contacts counted towards that number.

The Blue Folder Lookup screen will also allow you to add cross-referenced data to the spreadsheet output.

File:Cl BFL 1.png

The Blue Folder Lookup screen. The screenshot shows an example of what you get if you click the blue folder on a "number of referrals" KPI from the KPI Report Designer output.

Export Results Through Mailmerge

This section will allow you to put together the output of your report with a mail merge, which you have previously set up (see Mail Merge for more information about mail merges). The people displayed in the grid at the bottom of the screen will be sent to the mail merge. If you have reached the Blue Folder Lookup page from a report on Contacts, Referrals etc (where people may appear more than once in the report, because they've had more than one Contact in the date range, for example) then the system will de-duplicate for you, i.e. it will only create one letter per person.

Map View

File:Cl BFL 3.png

An example of the Map View, with the relevant people displayed as red pins.

The map view relies on postcodes to place the clients/people, so if there is no postcode entered on their record, the map view will discard them. This is one of the reasons we advise that a name and a postcode should always be a minimum for data capture.

Export Options

File:Cl BFL 5.png

The "Export Options For This Report" section.

All of the options in the middle section relate to outputting the data on a spreadsheet.

• If no extra data is selected, the table at the bottom of the page will be output as a spreadsheet.
• If any extra data is selected, the table at the bottom of the page will be output as a spreadsheet, with the extra data displayed in extra columns to the right of the basic data.

Add Data Extraction Formats

Any Data Extractions on your system can be added to a reporting output. The fields you have selected on the Data Extraction itself (using the "2. Choose What to Print" button) will be output as extra columns on the spreadsheet.

• Note: if you select a Data Extraction here which is configured to be a Mail Merge, it will act as a normal data extraction - i.e. letters will not be produced.
• Note: Data Extraction filters do not operate here.

See the Data Extraction page for more information.

Add Org/People-linked Records

You also have the option to add columns of data taken from the record of the organisation/person named on each line of the report. Various options are available. You can select more than one set of client-linked records by shift-clicking a range (PC or Mac), or holding the "Ctrl" button (PC) or the "Command" button (Mac) and clicking the options you require.

Add Referral-linked Records

If the original report related to Referrals, or to something linked to Referrals (Contacts, for example) then you will be able to add information from the relevant Referral to the spreadsheet output.

Spreadsheet Options

The Spreadsheet Options section gives you control of the header information on the spreadsheet. The options are:

• No Titles - just the data
• 1 Title Line (column headings) - the data, plus a single header at the top of each column. Usually the easiest option to work with when pivot tabling etc.
• Full Titles (includes header with dates etc)

There is also a drop-down box, "Where To Export To". The default option is "A blank spreadsheet", but if you upload template spreadsheets on the System Uploads page, these will appear here.

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Rob Kay - manual author (talk) 14:27, 18 January 2017 (GMT)