Reports in a Snap! Today your trainer is: Kelly Ramage

Transcription

1 Reports in a Snap! Today your trainer is: Kelly Ramage If you have not printed the presentation, type the link below into your browser Why a Custom Report? Want a printed report including UDFs (User-Defined Fields) Want a printed report of specific fields Want a printed report to include subtotals and grand totals on a field of choice Want a report similar to a standardized financial report 1

2 Added Benefits Ability to make into a PDF Ability to export data into Excel or Word Ability to get summary information only Ability to include soft credits, notifications, and pledges What We Will Learn Create an in-kind giving report Create a simple contact activity report with 1 grouping Create a simple contact activity report with 2 groupings How to use the various output options 2

3 Let s Get Started Reports, Custom Report Writer We ll be following a 6-step wizard... Step 1-Select Source of Data Main = main/bio/calculated fields Contact = main + contact fields Gift/Pledge =main + gift/pledge fields Other = main + other info fields In the in-kind giving report, primary data source is gift/pledge transactions 3

4 Step 2-Select Fields for Grouping OPTIONAL step In step 4 do not sort on the field chosen for grouping In the in-kind giving report, no grouping is needed so we will skip this step Step 3-Choosing Fields Select fields you want to see on the report as they would print left to right on the page Use arrows to change position of column In the in-kind giving report, first_name, last_name, gift_date, and fmv were selected 4

5 Step 4-Select field for Sorting Sorting = organizing data If no field selected, report will sort by donor_id If grouping was used in Step 2, Do Not sort by that field You can sort within sorts = primary, secondary, tertiary sort fields In the in-kind giving report, gift_date was selected as the sort field Step 5-Formatting Data Can change report prompt headings Length of field can be adjusted Fields can be counted or totaled In the in-kind giving report a sum was added for the Fair Market Value line 5

6 Title and Print Setup Name the report or it will be called Your Report Name Here Can choose page layout Adjust margins as needed Tip: If you use the back button before finishing the report, any prior specifications will be lost Output Options Edit Report View Report Printable View Export to Word Export to Excel (has formatting, but not editable) Export to Excel (Data Only) 6

7 Preview of the Report Note for this report: Data sorted in gift_date order Selection filter was used to include only in-kind gifts Report is totaling all gift values that match the filter What if we want to group a report on a field? Let s build a contact report grouped by the activity field 7

8 Step 1-Select Source of Data Main = main/bio/calculated fields Contact = main + contact fields Gift/Pledge =main + gift/pledge fields Other = main + other info fields In the contact report, primary data source is contact transactions What is a Grouping? Groups like data together Can group on field(s) of choice Provides the ability to sub-total Optional step 8

9 Step 2-Select Fields for Grouping This is an optional step In Step 4 do not sort on the field that is grouped In the contact report, the activity code is the grouping field Step 3-Choosing Fields Select how fields will show on the report from left to right Use arrows to change position of column In the contact report, first_name, last_name, completed_date, and notes were selected 9

10 Step 4-Select field for Sorting Sorting = organizing data If no field selected, it will sort by donor_id If grouping was used in Step 2, Do Not sort by that field In the contact report, completed_date is the sort field Step 5-Formatting Data Can change report prompt headings Length of field can be adjusted Fields can be counted or totaled In the contact report a count is added for the number of completed entries 10

11 Step 6-Title and Print Setup Name the report or it will be called Your Report Name Here Can choose page layout Adjust margins as needed Output Options Edit Report View Report Printable View Export to Word Export to Excel (has formatting, but not editable) Export to Excel (Data Only) 11

12 Preview of the Report Note for this report: Grouped by Activity Data sorted in completed_date order Selection filter was used to show only completed entries Report is counting entries per activity Summary Output Option Use with reports that have a grouping 12

13 Summary Report In this contact report the counts are summarized per activity NOTE: No transactions appear on the report! What if we want to group the report on 2 fields? We will modify the contact report to be grouped by the activity and the by whom fields. Another option is to build a second contact report with two groupings. 13

14 Let s go back to Reports, Custom Report Writer Choose the edit button corresponding to the report you want to modify Step 1-Select Source of Data NOTE: The data file cannot be modified 14

15 Step 2-Adding 2 nd Grouping Must select in hierarchy order Do not use grouping fields for sorting in step 4 In this contact report, the data will first be grouped by activity, then within each activity we will group on the by whom field. Steps 3-5 Step 3- Choosing Fields Step 4- Selecting Field for Sorting Step 5- Formatting Data These steps can be modified, but not always necessary In this contact report, there is no change needed 15

16 Step 6-Modify Title and Print Setup In this contact report, the title was changed to reflect the additional grouping Preview of the Report Note for this report: Grouped by Activity and By_Whom Data sorted in completed_date order Selection filter was used to show only completed entries Report is counting entries per activity per person 16

17 Report Options Set Selection Filter- chooses only the records to be included in the report based on a criteria Include NO MAIL Names- includes any record that has been checked Do Not Send Mail Summary- Displays summarized information; only works on reports with a grouping (Step 2) Include Soft Credits- Includes gifts that are soft credit in type Include Notifications- Includes gifts that are notification in type Include Pledges- Includes the pledge record, not the pledge payments Output Options Edit Report View Report Printable View Export to Word Export to Excel (has formatting, but not editable) Export to Excel (Data Only) 17

18 Explanation of Output Options Edit Report View Report Printable View Reloads report to allow for modifications Runs the report to a screen preview Runs the report to a screen preview, but in a printable format Export to Word DPO In Word: Remove Underline Change Font Color WORD 18

19 Export to Excel DPO Excel format-not editable Export to Excel-Data Only DPO Report format is not retained but data can be manipulated 19

20 Remember This is a great tool to produce printable reports which can include user-defined fields. It follows a 6-step guide. Within the steps, step two is optional. Steps to Using the Custom Report Writer are included in the manual. CONGRATULATIONS!! for completing the Custom Report Writer webinar Visit us at or for a complete schedule of other webinars. 20