Using the Healthwatch CRM Reports

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Maximilian Hood
5 years ago
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Using the Healthwatch CRM Reports CiviReport allows you to create and run reports based on the data the CRM has on your contacts and the data they have provided to you.

1 Using the Healthwatch CRM Reports CiviReport allows you to create and run reports based on the data the CRM has on your contacts and the data they have provided to you. You use report templates to create reports which then query the database using a range of different filters. Report vs. Search CiviCRM also has inbuilt search functionality that covers most scenarios, so it's important to know when to use a report and when to search. Generally, CiviReport allows you to ask complex questions about your data and to then display answers to these questions in accessible ways. For example, reports can be seen on the CiviCRM Home page or can be saved as a PDF. Importantly when creating reports, you choose both the questions and which fields will be shown in the resulting report. But when using a Search, you choose the filters and are shown a list of results. To then access specific fields in the data you have to export the data from the results page s Actions menu. Reports are especially useful when you need to repeatedly ask the same question, or a set of similar questions, about your data. Any staff member can see and generate reports (except for anyone with the volunteer role). Accessing Existing Reports To access the existing reports, simply click on Reports in the top menu and either go to a specific section of reports or click on All Reports to access them all. Note: within this document we are not looking at Pivot reports see the alternative support resources for Pivot Reports. 1

If required you can edit the fields shown (Columns) and report Filters using the Tabs at the top of the Report.

2 If accessing the list of All Reports you will see a list like the one below. To modify a report, click the report name. Or to access the report results click View Results. When you view a Report, you will see a list of the Report results. If required you can edit the fields shown (Columns) and report Filters using the Tabs at the top of the Report. Under the Actions menu you can then Save and make changes to the Report, Export the data to Excel or Print a PDF copy of the report results. 2

3 Or you can access reports via the CiviCRM Home Page. Whilst on the CRM home page (click the Healthwatch logo to return to the home page) click Configure Your Dashboard to see which reports are available. You can then drag and drop the reports you would like to see every time you login. 3

4 Creating a New Report Although there are over 20 report templates, you set them all up in the same way, by using the Columns and Filters tabs. For this guide, we ll configure a report of type Activity Details Report. This is the report template type you are most likely to find useful. To create a new Report, go to the Report menu>all Reports and then click New Report. And for this example click on Activity Details Report. Firstly, you choose the fields you would like to see in your report. This is done via the Columns tab. You can include standard fields like - The client name (known as the Target Name) - The staff member who added the activity (known as the Source Name) - If you are looking at Activities of type Enquiry/Feedback (those generated by the Feedback and Signposting Wizard) then you may want to include field data collected by the Wizard. For example, Who is Involved>Name of Service Provider is the name of the organisation you or your colleague gave when completing the Feedback Wizard. 4

5 After you have selected the fields you will then select some filters using the Filters tab. Filters you would be likely to use are: - The Activity Date this can be a set date range or a relative date range (in other words a date relative to now). An example relative date range would be the This Quarter activity date option. - Activity Type to only look at activities added via the Feedback and Signposting Wizard you should choose either Enquiry Feedback or Signposting activity types. - In order to ensure activities from the Feedback and Signposting Wizard are included in the results you should select the filter Include Case Activities is Yes - You can also filter on specific field values. As an example, you may only want to include Activities of type Enquiry Feedback where the Sentiment was Negative. To do this open the relevant field section (shown below) and choose the field value you would like to filter on. When you have chosen the Columns and Filters click the View Results button to preview the Report. Continue to make adjustments until you are happy with the report results. 5

You can now choose to Save your report. If this is a report you will access often it is important to save your report using a clear and recognisable name.

6 You can now choose to Save your report. If this is a report you will access often it is important to save your report using a clear and recognisable name. It will then appear in the list of reports available on your site. To Save your report see the Actions menu and choose Create Report. You will then be asked to give the Report a Name and the Report will be Saved. For example you may call the Report This Quarter s Feedback related to GP Practices. After the Report has been saved some new Tabs will appear like in the image below. You can then make further adjustments to your report as needed, again clicking Save in the Actions menu to save any amendments. If you would like to add your Report to the CRM Navigation menu or make it available via the CiviCRM Home Page (i.e. whilst on the CRM home page click Configure Your Dashboard to see which reports are available) click the Access tab. Make the necessary changes then click Save under the Actions menu to save the report. 6

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