Report Wizard New Feature Documentation
What is it? The Reports Wizard screen is used collate data from the database into useful information about the practices activities from the criteria specified into either Mail Merge letters, emails, SMS, CSV/Excel documents and an onscreen list. How do I use it? From the top menu select Marketing > Reports. There are two tabs available, Standard Reports and Report Wizard. Method The Report Wizard has eight sections with filters to provide the results required. These sections are Display, Client, Patient, Treatment, Category, Reminders, Treatment Dates and Surgeon. Every section has its own filters and options which can be used or ignored if not required for the results required. Once all the filters have been applied then the Wizard can be Run. P a g e 1
Standard Options Every section has a clear button or additional tick boxes, which I will cover for all sections in the table below. Name Appearance Function The Clear Button All / Yes / No Exclude The Clear button will remove any user input from the fields in the section that the Clear button belongs too. All = Show all data Yes = Only show applicable data No = Exclude data The exclude option will exclude the user input from the Report Wizards results. From To filtering technique In the Client and Patient sections, the results can be filtered by using the From and To fields which will generate results between the two values. For example, filtering the surname from Jua to Juzz will bring up a client with the surname Jupiter in the results, but will not bring up a client with the surname Smith. The to field will find results up to and not including its current value, therefore with the above criteria it would not find a surname of Juzza From To Calendar filter When selecting dates from the drop down calendar the dates find results up to and including the date entered into the from field. Selecting the drop down list will make a small calendar appear as shown below. There are several options available here, the first being Today and None along the bottom of the calendar, If the results target date is Today then select the today button. If the date range is in the current month then select the date from the month shown by clicking on the number, Today s date is shown in a red box. To navigate through the months up or down use the small white arrows pointing left to drop down or right jump up a month. Also by clicking on the month name a list appears with the month s names, select the month required to jump to that month. A similar feature is also present for the year, select the year and then use the up and down arrows to jump through the years until the correct year is selected. P a g e 2
Criteria Selection The Criteria selection button as shown below will add extra filters into the Report Wizard, by selecting the button to the right with three dots. Once the button has been selected the following menu appears, All items on the left are not selected for the Report Wizards filter. To add to the filter select the name on the left and select the right button ( > ) button, this will move the name across to the right hand list. Everything in this list will be part of the Report Wizards filters once the OK button is selected. To remove any un-required criteria then select the name in the list and select the left button ( < ). Exclude Patient for Treatment Category Exclude Excludes patients from reports when the treatment category is excluded. P a g e 3
What does each section do? Display Section This section controls which data you would like to display when running reports. You have 4 options, Client, Patient, Treatment and Reminder. You can tick which information you would like to extract from the database. For example, if you wanted to run a report to see every patient that has had a vaccination and who that client belongs to, you would need to tick: Client, patient and treatment. If you wanted to see the reminder details for these treatments as well, you would need to tick all options (Client, Patient, Treatment and Reminder). Client Section The Client section has several filtering options on the client s name and address s which use the From and To filter, the Client Category refers to the type of client the report requires, for example Small Animal and Equine, this filter is for practices for different client types. Client Site is the site that the client is registered to, the filter allows the Report Wizard to select particular sites, this filter is for practices with multiple sites. Patient Section The Patient section is where the Report Wizard can filter by the animal s details. This section has two different ways to filter by patient age, first method is using the To and From fields for Age, this requires the age in years only and will include the From value in the results. The second method is to use the date of birth (DOB) method and select the date from the micro-calendar. The Species and Breed selections are related and will help aid in the criteria selection. When a Species is selected, the selectable criterion under Breed has been reduced to only show the breeds associated with the selected Species. Treatment Section The treatment section has two filters associated with each other; the same method is used for Species and Breed under the Patient Section. The Type field refers to the treatment type used in Code Entry, for example Injection Stock and Diagnostics. Once the Type has been selected the treatment code selection has been reduced to only codes under the selected Treatment Types. Category Section P a g e 4 The Category section allows the Report Wizard to filter by or filter out (using the exclude option) on the treatment category, which was setup for each item in code entry. This must be setup in code entry to be used in the Report Wizard.
Reminders Section The Reminders section will filter by the Reminder Type on patients; the Report Wizard is also able to exclude the selected reminder type. ie Hospital and Vacc A are selected in the Reminder section with Show in Reports selected under Patient. This will generate results for all patients with Active Reminder Types of Hospital and Vacc A. Treatment Dates Section The Treatment Dates section will filter out all possible results that are not between the Start and End treatment dates specified. Surgeon Section The Surgeon section will filter the results by the selected surgeon names that appear against treatment items. Note the same surgeon may appear several times if they were added to multiple sites. Docket Section This section is for use with Farm Animals which have had treatments recorded with the docket number, enter the docket number you want to search for. Max Records The option Max Records will limit the number of results that the Report Wizard will return; for example, if 10 is entered it will return a maximum of 10 results. Saving Filters for next time The Report Wizard has a save feature which allows all the filters to be loaded when next required. To save the entered criteria select the save button above the Run button, the Report Wizard will ask for a name and Description of the filters entered. When the saved criteria is required for another run, select the Load button and a list of all the saved criteria will appear, select the required criteria and select OK. All of the saved criteria will now load into the Report Wizard. P a g e 5
Running the Report Wizard Once all the filters have been set, the Report Wizard is ready to generate results, select List from the menu. This will generate a list of results on-screen. Using extracted data Once you have rant through Report Wizard (as above) you have options on how what you can do with the extracted data. Select one of the following options. These options are explained on the next page. P a g e 6
Email or Print You have two options from his drop down menu. Email Only will send out emails to clients listed who have an email address registered. Email & Generate missing Letter for missing option will email clients listed who have an email address registered and then generate a letter for clients who do not have an email address registered. Text or Print You have two options from his drop down menu. Text Only will send out texts to clients listed who have a mobile number registered. Text & Generate missing Letter for missing option will text clients listed who have a mobile number registered and then generate a letter for clients who do not have a mobile registered. Print Letters Allows the functionality to produce a mail-merge document that can be sent to the clients in the Report Wizards results. The mail merge menu is consistent with the rest of the Voyager System, and operates in the same way as consent forms. Print Client Labels This option will produce sheets of address labels on a Laser printer. The label sheets you require are of the Avery Standard L7163 which contains 14 labels per sheet. Export to CSV This option exports all listed data into a CSV file. This CSV file can then be opened and used to manipulate data using a software package such as Microsoft Excel. P a g e 7