Report Writer Administrator Training

Transcription

1 Report Writer Administrator Training ReportWriter Administrator Training 1 Table of Contents Report Writer Administrator Training... 1 Objectives... 2 Report Writer Functionalities... 2 Creating a New Report... 4 Running Reports Managing Report Folders v.6.2 Rev 02/10

2 Objectives Objectives Upon completion of this training, you will be able to: Explain the Report Writer functionalities Create a new report From a model From a copy Run a report and access results Manage report folders 2 Welcome to Report Writer Training! In this training we are going to focus on the structure and functionality of the Report Writer under Data Management. Report Writer Functionalities What is Report Writer? A custom report designer that allows you to build, run, and save reports Allows you to create reports that meet your specific needs Available for , TeamRaiser, Events, Personal Events, Cons360, Transactions Lets you save the reports results in.csv,.pdf, and HTML format 3 Let's start with the definition of the product. The Report Writer enables you to configure and run reports that meet your specific needs and then save, print, or download the results or use them to create a constituent group for another use (such as an distribution list). 2 v.6.2 Rev 02/10

3 Benefits With Report Writer you can: add/remove/rearrange columns rename columns designate columns for sorting use filters to refine your report results organize your reports in folders use permission levels and security categories to control access to reports 4 Report Writer offers many features that are not available in the Report Classic. Depending on the permissions you have been granted, you may be able to add or remove columns, rename them, arrange the order in which they will display, and designate how to sort the information within them. By selecting the exact columns you need and applying filters, you can efficiently run reports without costing excessive processing time! Objectives Upon completion of this training, you will be able to: Explain the Report Writer functionalities Create a new report From a model From a copy Run a report and access results Manage report folders 5 3 v.6.2 Rev 02/10

4 Creating a New Report Accessing Report Writer 6 Report Writer can be accessed by clicking Reports in the Data Management drop-down menu, and selecting the Report Writer tab. From the main page you can view reports that have been created. You will also have several actions that can be taken with each report: Run a report Edit the configuration options of the report (filters, sort order, columns, etc.) Copy a report Copy to My Reports to your own personal reports folder Archive to remove a report from the main view Publish to Company Coordinator and Event Manager make a report available (TeamRaiser Only) Creating a New Report from a Model Select an application on which you d like to report 7 4 v.6.2 Rev 02/10

5 First, let's create a report using a pre-defined model. Click Create a New Report to begin the process. Select the type of report you want to run. Step 1: Select Report Type Available Reports appears based on the application you choose 8 When you choose a type, the available report models for the type display below the list. In this example, we will create and run a transactions report. 5 v.6.2 Rev 02/10

6 Step 1: Select Report Type Online Help w/ a link to a sample report 9 Quick links allow you view a sample or learn more about this report. You may also use the quick links to the right of a report to view a sample or to learn more about the information on this report. If more than one option, select the option best suited to your needs Step 2: Select Columns Click on the heading to jump to each columns table In step 2, you can modify the types of information the selected model was intended to retrieve. The available columns are displayed within categories to make them easier to locate. To go to a specific category of columns, click the link from the categories list above the selection list. (Click back to top on the left side of each category to return to the top of the page.) 6 v.6.2 Rev 02/10

7 Step 2: Select Columns Commonly used columns are checked by default 11 The columns selected by default are highlighted. If you want to take a quick look at the list of the selected columns, click Next to display the Order and Rename Column page, and then click the Back button on your browser to return to this page to add / remove columns. Check / uncheck the checkbox to the left of the column to add / remove the column from the report. Step 3: Order and Rename Columns Assign different name for the column header Sort the column order by dragging them up / down 12 In Step 3, selected columns are listed with the category of each column shown in parenthesis below the default column name. You can change the name that displays for a column in the report by clicking Rename. Also, you may change the order in which a column will display in the report by dragging columns up / down. 7 v.6.2 Rev 02/10

8 Step 4: Select Sort Order Define sort order 13 You can determine how to display the results within each column (for example, alphabetically by last name, by largest dollar amount, and so on). Although sort order is not required, results may not display in a predictable manner if you do not select at least the first criteria. Click First, sort by drop-down list, select the column information to use for the initial sorting. Click Ascending or Descending to specify the numeric or alphabetic order to sort the column in (for example, from "0 up to n" or "n down to 0"; or from "A to Z" or "Z to A"). Optionally, select the desired option from the Then by drop-down list and specify Ascending or Descending. Step 5: Configure Filters Apply preconfigured filters or create a new one Simplified User Interface for visually impaired administrators 14 Filters allow you to limit or filter out data. Some default filters on reports cannot be deleted. To edit the parameters of a filter, click the Edit link next to the desired filter. Creating a new filter an Accessible Filters uses a simplified User Interface to accommodate visually impaired administrators. You can delete a filter by clicking the trash can next to the Edit link. 8 v.6.2 Rev 02/10

9 Step 5: Configure Filters Expand the row to set the parameters, or click on the trash can to delete the filter 15 When you click Edit for a filter, the filter criteria fields display in a small pane on the page. Click the checkbox of the appropriate option and click Save this filter button. The pop-up closes and the option displays on the page. For Edit at run-time: Leave the checkbox enabled to allow yourself or other administrators to change a value set above when running this report again. Or, click the checkbox remove the checkmark so that the value is set for everyone who runs this report. Step 6: Identify Report Who can use this report? 16 Use descriptive names and complete report descriptions to help you and other admins identify the purpose of this report. For Security Category, select the appropriate group to control who in your organization has permission to copy or run this report. You can also copy this report to a custom folder that has already been created, if desired. 9 v.6.2 Rev 02/10

10 Step 7: Report Criteria Summary Run the report immediately, or save to make it reusable first, then run 17 The Report Criteria Summary presents a complete list of all the choices you made during the creation process. From here, you can choose to run the report immediately, or save the report and run it at a later time. If you run the report immediately, you will have the ability to save it after the report has run. Creating a Report from a Copy Copy & repurpose an existing report 18 Reports can be copied and repurposed by clicking the Copy link A saved report appears in the report list on the main Report Writer page. You can choose to copy and repurpose a report by clicking the Copy link, which will save you time when creating the next report. 10 v.6.2 Rev 02/10

11 Objectives Upon completion of this training, you will be able to: Explain the Report Writer functionalities Create a new report From a model From a copy Run a report and access results Manage report folders 19 Running Reports Running Reports 20 To run a report, begin by clicking the Run link next to the desired report. 11 v.6.2 Rev 02/10

12 Runtime Option In Step 5 If you enabled Edit at runtime in Step 5, you can edit parameters each time 21 If the Edit at run-time box was checked when creating a filter, an Edit link will appear in the Actions column. Change the parameters if you desire, otherwise, click Next. Running Reports Modify the label and description for the results list if desired 22 If you choose, you can modify the label and description to help identify the results in the list. Click Next to continue. 12 v.6.2 Rev 02/10

13 Setting the Report Schedule Set the report schedule 23 You have several options to setting a schedule of when the report will run. Setting the Report Schedule Report will run within a block of time Set the recurrence 24 You can choose to run reports within a block of time in future, or set it to run on a recurring basis. 13 v.6.2 Rev 02/10

14 Sharing the Report Results report results to other site administrators Individual administrators will be listed for selection 25 Optionally, you are able to share report results with other Convio administrators. If an administrator is selected, an with a link to the report results will be sent to them. If an administrator, in general, does not have report viewing permissions, this step will override that permission and allow the admin to view these results. Running Reports Verify summary and click Run Report 23 Finally, you can review a Report Summary and if everything looks good, click Run Report. 14 v.6.2 Rev 02/10

15 Accessing Results Print Download Create group 24 Once the results have returned, you have the option to download, print, or create a group from the results by clicking the appropriate icon. You can download the results in HTML, PDF or CSV format. 15 v.6.2 Rev 02/10

16 Objectives Upon completion of this training, you will be able to: Explain the Report Writer functionalities Create a new report From a model From a copy Run a report and access results Manage report folders 25 Managing Report Folders Managing Report Folders Find reports easily by using report folders 26 Report Folders are a useful tool to organize your reports and the results generated from them. Create a new folder by clicking the Manage Report Folders button. 16 v.6.2 Rev 02/10

17 Creating a Report Folder Deleting a folder will not delete it s contents 27 To create a new folder, enter a folder name and click Create New Folder. You may edit a folder name or delete an existing folder as well. Deleting a folder will not delete its contents. Organizing Your Reports Select report(s) and choose a folder 28 Typically, you assign your reports to folders as part of the configuration flow when creating or editing a report configuration. However, you can also assign reports to folders directly from the Reports list page. To move a report to a folder on the Reports list page: From the Reports list page, locate the report and click the checkbox to the left of the Name of the report (or, reports) to move. In the Move Selected To drop-down list (at the top of the list), click the name of a folder and then click the Move button. The report moves into the folder. 17 v.6.2 Rev 02/10

18 Objectives Upon completion of this training, you will be able to: Explain the Report Writer functionalities Create a new report From a model From a copy Run a report and access results Manage report folders v.6.2 Rev 02/10