Difference between revisions of "Extension Database Reports"

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[[File:cl_EDR_1.png|border]]
 
[[File:cl_EDR_1.png|border]]
  
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Extension Database Reports are the reports to output information entered in [[Extension Databases]]. Whenever an Extension Database is created, the system creates a report to accompany it. Therefore, if you open the Extension Database Reports page, you should see any active Extension Databases that are listed on the [[Extension Database Setup]] page.
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=Extension Database Selection=
  
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[[File:cl_EDR_2.png|border]]
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Extension databases are bespoke sets of fields set up on the system by the administrator.  From here you are able to report directly on these extension databases.  On the first screen you will be presented the list of active extension databases on the system.
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{{#ev:youtube|YolAF1efyoM|790}}
  
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You will see a list of all Published extension databases available to report on. You can also switch between Archived extension databases if you wish to report on data which is no longer being used. There is also a filter option which makes it easier to find reports.
  
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Click on the name of any Extension Database to access the report. You will then see various filters. If you want to output all of the data in the system, without any filtering, simply leave all the filters as the default options and click one of the buttons at the bottom to produce the report.
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[[File:listalledbreports.png]]
  
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Click on the name of the extension database that you wish to report on.
  
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__TOC__
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=Report Settings=
  
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You will be displayed a list of fields based on the type of extension database and the fields in the extension database. Regardless of the type, you will see the Settings options at the top. This allows you to select from the following options:
  
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===Org/person linked Extension Databases===
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* '''Types of fields to show''' - you can choose from ''Active, reportable fields'' (the default), ''Active fields whether reportable or not'', ''Reportable fields whether active or not'', ''All fields.'' This option is useful if you just want the required reportable data or if you want to audit all fields used.
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* '''Show Audit Fields''' - Will add a column to the report showing the user who created the entry and the date it was updated/created.
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* '''Show Subtotals''' - Useful if you want the report to automatically sum the entries.
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* '''Order''' - you can decide to order the results by date, client name, or by certain fields on the extension database.
  
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Extension Databases that are linked to Organisations/People have the following filters:
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[[File:EDBsettings.png]]
  
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==Person/Organisation based==
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These extension databases appear either on sections of a record eg a client record.  These could be custom fields added to the section, or an entirely new extension database such as an assessment or outcome.
  
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====Standard filters====
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[[File:Extdbrep_personfields.png]]
  
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* '''Client Surname''' and '''Client ID Number'''  - you can specify either of these if you want to run the report on a single person (or, in the case of the "surname" box, people whose surnames match a certain criteria)
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In the '''Record Filters''' section you can filter your report by:
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* '''Person/Organisation Category''' - run the report only for organisations and people that are in a certain [[Person/Organisation Category]]
 
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* '''Linked to Active Organisations and People?''' - choose from active only, inactive only, or both
 
  
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[[File:cl_EDR_4.png|border]]
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* '''Date Record Created''' - note this might be different if you have a Date Completed field on the actual extension database.  
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* '''Date Record Updated'''
  
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In the '''Org/People Filters''' section you can filter your report by:
  
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====Generated filters====
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* '''Surname''' - Enter the surname or organisation name to filter the results.
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* '''Org Person ID No.''' - Enter the ID number of a person or organisation to filter the results.
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* '''Person/Organisation Category'''
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* '''Linked to Active Orgs and People''' - it will default to active records only.
  
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You get one filter for every field which has been built into the extension database. The filters match the format of the field - for example, date fields have a date range filter, option lists have an option list filter, numeric fields have a range, and so on.
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The '''Field Filters''' section will then list all the fields used on that particular extension database.  
  
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The demonstration extension database had four fields in: Date Recorded (a date field), Height (option drop-down), Weight (numeric) and Shoe Size (option drop-down), so the filters are as shown:
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Click 'Display in browser' to view the report and/or to add additional information or 'Export to spreadsheet' to create a spreadsheet of the data.
  
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[[File:cl_EDR_5.png|border]]
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==Referral based==
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This type of extension database is connected to referrals.  
  
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[[File:Extdbrep_referralfields.png]]
  
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====Output options====
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As with the Org/People linked records, you have the '''Settings''', '''Record Filters''' and '''Org/People filters.'''. Because these are linked to referrals you can now filter by:
  
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[[File:cl_EDR_10.png|border]]
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* '''Referral Date''' - Filters based on the date that the referral was created.
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* '''Project''' - Reports on all projects or the project selected.
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* '''Referral ID''' - Specify the range of referral numbers you wish to filter by.
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* '''Referred by''' - choose the referrer
  
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As before, you also have the '''Field Filter''' options which will display all fields used by that extension database.
  
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* '''Report Sort By''' - choose to sort by organisation/person name, or by any of the fields in the Extension Database. If you leave this set to "No Sort Order", the output will be sorted by the date the record was created.
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Click 'Display in browser' to view the report and/or to add additional information or 'Export to spreadsheet' to create a spreadsheet of the data.
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* '''Show Subtotals When Sorted?''' - this relates to the field above. If you choose to show subtotals, then the system will show a subtotal for each of the unique entries in the field you have chosen to sort by. Without subtotals, if you choose to sort by "name", then you will see the report ordered by the name of the person to whom the data relates. However, if you choose to show subtotals, then the report will appear in the same order, but all the entries for each client will be shown in sections, with subtotals.
 
  
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For an example, see the three screenshots below. The extension database used here is one to count donations from people at events, and it has four fields - date of donation, amount, donation method, and a notes box.
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==Club, Clinic or Group based==
  
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[[File:Extdbrep_clubsfields.png]]
  
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[[File:cl_EDR_6.png|border|thumb|none|This is the reporting output sorted by name, but with no subtotals.|600px]]
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As with the Org/People linked records, you have the '''Settings''', '''Record Filters''' but you also have the '''Club or Clinic Filters''' section. You can filter results by:
  
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* '''Club / Clinic / Group Name''' - Enter the name Club, Clinic or Group to use as a report filter.
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* '''Linked to Active Clubs & Groups?''' - Specify if you wish to include inactive Clubs, Clinics or Groups.
  
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[[File:cl_EDR_7.png|border|thumb|none|This is the same reporting output (sorted by name), but with subtotals. The data relating to each name is combined into a section with a subtotal, so you see the total donations if someone has made more than one donation. |600px]]
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You also have the '''Field Filter''' options which will display all fields used by that extension database.
  
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Click 'Display in browser' to view the report and/or to add additional information or 'Export to spreadsheet' to create a spreadsheet of the data.
  
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[[File:cl_EDR_8.png|border|thumb|none|This is the reporting output with subtotals, but this time sorted by the "date of donation" field. Provided that the dates have been filled in correctly, this would show total donations made on each day, so if an event has happened, you would see the total donations for that event.|600px]]
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=Display in Browser=
  
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This will display the report based on the specified criteria. In the example below you will notice it does not include the audit fields, nor is it subtotalling any results.
  
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* '''Show Extra Data?''' - choose to show:
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[[File:extdbrep_rep.png|border]]
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** No extra data
 
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** Full address details
 
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** Full address details and Types of Person/Organisation (whether the person is a client, volunteer, organisation, etc)
 
  
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At the bottom of the report you will find the blue folder icon [[File:Icon_bluefolder.PNG]] to access the [[Blue Folder Lookup]] for export options and mapping (not available for Club, Clinics or Groups reporting.
  
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===Referral Linked Extension Databases===
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=Export to spreadsheet=
  
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Referral-linked Extension Databases have the following filters:
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This will produce spreadsheet of the data based on the report criteria entered. You can now perform additional data analysis such as a [https://wiki.dizions.co.uk/index.php/Tables_(Excel) Pivot Table] using this raw data.
  
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[[File:extdbrep_export.png]]
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====Standard Filters====
 
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* '''Referral Date''' - the opening date of the Referral that the Extension Database is linked to
 
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* '''Project''' - the Project of the Referral
 
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* '''Diary Reference Number''' - the unique ID of the Referral
 
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* '''Client Surname''' and '''Client ID Number'''  - you can specify either of these if you want to run the report on a single person (or, in the case of the "surname" box, people whose surnames match a certain criteria)
 
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* '''Referrer''' - the organisation/person listed as the Referrer on the Referral
 
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* '''Person/Organisation Category''' - run the report only for organisations and people that are in a certain [[Person/Organisation Category]]
 
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* '''Linked to Active Organisations and People?''' - choose from active only, inactive only, or both
 
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[[File:cl_EDR_9.png|border]]
 
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====Generated Filters====
 
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Just as with org/person-linked Extension Databases, the system creates a filter for each field that exists in the extension database itself.
 
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====Output options====
 
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The same output options are available as for org/person-linked Extension Databases - '''Report Sort By''', '''Show Subtotals When Sorted?''' and '''Show Extra Data''' - [[#Output_options|see above for details.]]
 
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===Club/Clinic-Linked Extension Databases===
 
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====Standard Filters====
 
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[[File:cl_EDR_11.png|border]]
 
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There are only two standard filters:
 
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* '''Club / Group Name'''
 
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* '''Linked to Active Clubs & Groups?''' - choose "active only", "inactive only", or "active and inactive"
 
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====Generated Filters====
 
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One filter per field in the Extension Database.
 
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====Output Options====
 
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The same output options are available as for other Extension Databases - [[#Output_options|see above for details.]]
 
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===AND, not OR===
 
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In all cases, the filters are an AND set of filters, not OR. This means that the more filters you apply, the smaller the reporting output will be.
 
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==Report output options and blue folder lookups==
 
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The usual report output options are available - "Display In Browser" or "Export To Spreadsheet".
 
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if you use the "Display In Browser" option, the blue folder lookup is available on the total (and any subtotals if using the "Show Subtotals When Sorted" option).
 
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----
 
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[[User:Rob Kay|Rob Kay - manual author]] ([[User talk:Rob Kay|talk]]) 12:47, 5 June 2017 (BST)
 
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[[Category:Reporting]]
 

Latest revision as of 13:33, 14 April 2023

Helpheader small.png

Cl EDR 1.png

Extension Database Selection

Extension databases are bespoke sets of fields set up on the system by the administrator. From here you are able to report directly on these extension databases. On the first screen you will be presented the list of active extension databases on the system.

You will see a list of all Published extension databases available to report on. You can also switch between Archived extension databases if you wish to report on data which is no longer being used. There is also a filter option which makes it easier to find reports.

Listalledbreports.png

Click on the name of the extension database that you wish to report on.

Report Settings

You will be displayed a list of fields based on the type of extension database and the fields in the extension database. Regardless of the type, you will see the Settings options at the top. This allows you to select from the following options:

  • Types of fields to show - you can choose from Active, reportable fields (the default), Active fields whether reportable or not, Reportable fields whether active or not, All fields. This option is useful if you just want the required reportable data or if you want to audit all fields used.
  • Show Audit Fields - Will add a column to the report showing the user who created the entry and the date it was updated/created.
  • Show Subtotals - Useful if you want the report to automatically sum the entries.
  • Order - you can decide to order the results by date, client name, or by certain fields on the extension database.

EDBsettings.png

Person/Organisation based

These extension databases appear either on sections of a record eg a client record. These could be custom fields added to the section, or an entirely new extension database such as an assessment or outcome.

Extdbrep personfields.png

In the Record Filters section you can filter your report by:

  • Date Record Created - note this might be different if you have a Date Completed field on the actual extension database.
  • Date Record Updated

In the Org/People Filters section you can filter your report by:

  • Surname - Enter the surname or organisation name to filter the results.
  • Org Person ID No. - Enter the ID number of a person or organisation to filter the results.
  • Person/Organisation Category
  • Linked to Active Orgs and People - it will default to active records only.

The Field Filters section will then list all the fields used on that particular extension database.

Click 'Display in browser' to view the report and/or to add additional information or 'Export to spreadsheet' to create a spreadsheet of the data.

Referral based

This type of extension database is connected to referrals.

Extdbrep referralfields.png

As with the Org/People linked records, you have the Settings, Record Filters and Org/People filters.. Because these are linked to referrals you can now filter by:

  • Referral Date - Filters based on the date that the referral was created.
  • Project - Reports on all projects or the project selected.
  • Referral ID - Specify the range of referral numbers you wish to filter by.
  • Referred by - choose the referrer

As before, you also have the Field Filter options which will display all fields used by that extension database.

Click 'Display in browser' to view the report and/or to add additional information or 'Export to spreadsheet' to create a spreadsheet of the data.

Club, Clinic or Group based

Extdbrep clubsfields.png

As with the Org/People linked records, you have the Settings, Record Filters but you also have the Club or Clinic Filters section. You can filter results by:

  • Club / Clinic / Group Name - Enter the name Club, Clinic or Group to use as a report filter.
  • Linked to Active Clubs & Groups? - Specify if you wish to include inactive Clubs, Clinics or Groups.

You also have the Field Filter options which will display all fields used by that extension database.

Click 'Display in browser' to view the report and/or to add additional information or 'Export to spreadsheet' to create a spreadsheet of the data.

Display in Browser

This will display the report based on the specified criteria. In the example below you will notice it does not include the audit fields, nor is it subtotalling any results.

Extdbrep rep.png

At the bottom of the report you will find the blue folder icon Icon bluefolder.PNG to access the Blue Folder Lookup for export options and mapping (not available for Club, Clinics or Groups reporting.

Export to spreadsheet

This will produce spreadsheet of the data based on the report criteria entered. You can now perform additional data analysis such as a Pivot Table using this raw data.

Extdbrep export.png

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