Basic Intro to ETO Results Who is the intended audience? Registrants of the 8 hour ETO Results Orientation (this training is a prerequisite) Anyone who wants to learn more but is not ready to attend the Orientation Administrators & decision makers for organizations that are considering whether to upgrade and have access to ETO Results (SaaS contracts include ETO Results) Those looking for a refresher after completing the Orientation Note that by default, only users with Site Manager and Enterprise Manager roles can access ETO Results. If this means you do not have the ability to use ETO Results, please contact your ETO Administrator if you are interested in gaining access to discuss this in more detail. Purpose of this training Review technical requirements Discuss the buttons and links on the View Reports page Learn how to launch the tool Introduction to the build/edit query and report interface Demonstration of basic report creation Gain familiarity with filtering options Provide an overview of formatting options within reports Saving reports as PDF, Excel, & CSV Go through the Save process Sharing reports built with ETO Results Security of data Users currently unable to delete saved reports ETO Results Facts ETO Results is the most robust report building tool in the Software! Custom formatting options are plentiful and easy to use Filter relationships can be made as AND as well as OR Complex formulas can be created to meet specific needs Uses Web Intelligence technology, referred to as WebI for short The tool appears in a separate browser which gives the user the ability to review information in ETO while building reports A separate training, the ETO Results Orientation, is an 8 hour web class that is held 4 hours at a time on 2 consecutive days The class costs $250 to attend Support is only provided after users have attended A third training, ETO Results Advanced, is also available (8 hours and $250) 1
Preparing Your Computer for ETO Results Check to see if your computer has all of its Windows Updates (which include Java) downloaded and installed. How can I tell if my computer is up to date? Open Windows Update by clicking the Start button, clicking All Programs, and then clicking Windows Update. In the left pane, click Check for updates, and then wait while Windows looks for the latest updates for your computer. If any updates are found, click Install updates. If you are prompted for an administrator password or confirmation, type the password or provide confirmation. Update Java: open the Java panel (Start->Control Panel->Java) and click the Update tab and then click the Update Now button. While not necessary, the following steps are highly recommended to ensure you have a smooth experience with creating reports: Go to your Start menu > Control Panel > choose Java > go to the Advanced tab > Security (click +)> Mixed Code (click +) > select Enable - hide warning and run with protections > choose OK Time Out & Caching ETO Results times out after 10 minutes of inactivity. SAVE EARLY AND SAVE OFTEN Only be logged into a SINGLE instance of ETO Software while working in ETO Results to avoid potential issues related to caching Refresh Schedule In Real Time: New demographics in the Participant Standard Universe only New participants New assessments and assessment data New points of service and effort data New entities Top of the Hour: New User Account added (any access level) can access ETO Results Add a program to an existing Staff level account can see data from that program Overnight: Demographics in the Participant Flattened Universe Page 2
Working with Standardized WebI Reports Standard ETO Results (WebI) Reports Up until the addition of ETO Results to ETO Software, the vast majority of the standardized reports were built using Crystal Reports. ETO Results Reports are built using a tool called Web Intelligence or WebI. Social Solutions has developed several standardized reports using WebI. These reports can be found in the top section of reports listed at the top of the View Reports screen (accessed below Reports on the Navigation Bar). Some of these reports, such as Box Score and Participant List are very similar to existing Standard Reports built with Crystal. Each of them is pictured and described in the Help manual. The benefit of these reports being built with WebI is that customers who have ETO Results are able to customize the reports based on their specifications. The first step in customizing one of these reports is to launch it. Note that all of the links that appear on the Standard Reports page (below Reports on the Navigation Bar) have been migrated to appear on the View Reports page, starting with the Intake Reports section. The descriptions of these reports appear here on the View Reports page. Note that by default only Site Manager and Enterprise Manager users have access to the View Reports feature. To provide access to other user roles, create a custom Navigation Bar rule. Page 3
Save As Standard WebI Reports to Customize To start the customization process, select Save as from the Document menu in the upper left of the report. Determine whether you want the report to just appear for you, which would mean it should be placed in Favorites Folder, or for other users, too, which is the Public Standard Reports folder. Be sure to rename the report. If you forget this step, there will be 2 reports with the exact same name and it will be difficult to differentiate them on the View Reports page. It s very important to check the Refresh on open checkbox. If this box is not checked, any user who runs the report will see the same data that was contained in the report last time it was run. So, for example, if an Enterprise Manager runs a report and pulls back data across the Enterprise, and the next user to run the same report is a staff level user, they will see data that they should not. Once you ve made the appropriate changes, click the OK button and close the report. Click View Reports on the Navigation Bar to refresh the page. Click on the name of the new version of the report to launch it. Page 4
Edit New Version of Standardized WebI Report Once the report generates, click the Edit link in the upper right. Edit Report View This is the Edit Report view. Page 5
Basic Editing A few formatting changes have been made. Column headers have a different color font and fill and a few columns have been removed from the report altogether. Also, a new image has replaced the Social Solutions logo in the upper left of the report. Editing options will be covered in more detail a bit later. Be sure to click the disk icon in the upper left corner of the report to save changes! Edit Query View Some users may find it helpful to reference which Results Objects and Query Filters were included in a report. Also, additional result objects and filters can be added to customized versions of standardized reports. Page 6
Building Reports from Scratch with ETO Results Accessing ETO Results Go to the Navigation Bar and click Reports, then View Reports. Click the Create Report button at the top of the page. If View Reports is not on the Nav Bar, go to Manage Site Navigation to add the feature. Clicking the Create Query button launches Query Wizard Plus. Most customers who have ETO Results will always use that tool, rather than Query Wizard Plus because ETO Results is more robust and more user friendly. Note that once one tool is launched on a machine, it s possible that if the other is launched, it won t load properly and the first tool will load instead. When this happens, click the Log Out option in the upper right, close the browser and refresh ETO and try again. Page 7
Understanding Universe Options Selecting a Universe in ETO Results is similar to selecting a Subject on Step 1 of the Query Wizard. If you want to build a report about Participants, you will either use the Flattened Participant Universe, or the Standard Participant Universe. It is easier to pull Demographic data out of the flattened universe. Demographics can also be pulled from the Standard Participant Universe, it just takes a few extra steps. The flattened universe is the one that is named after your site. etocert Participant Universe in this example. To build a report about Entities, select the Standard Entity Universe. Note that only 1 Universe can be selected, but unlike the Query Wizard, in ETO Results, multiple queries built using different universes can be merged and used within the same report. Responding to Prompts Depending on the settings on your computer, you may see these prompts. On the first prompt, click Run. On the second prompt, click No. If you accidentally click Yes, reports cannot be run. Close out of ETO Results and go back to your ETO Software and click on View Reports on the Navigation Bar and click the Create Report button to launch ETO Results again. Page 8
How to Fix the Yellow & Blue Report Results If you run a query and it returns a screen with a yellow and blue table, close the report and go back to the View Reports page and click the Create Report button to launch ETO Results again. When the Java message with the image of the combination lock appears, be sure to click No. This should resolve the issue. If it doesn t, please refer to the Preparing Your Computer for ETO Results slide and make sure the settings on your machine have been configured as recommended. Becoming Familiar with the Edit Query Interface This is where we build the initial query that will populate the ETO Results report. Note the Results Objects and Query Filters sections and that the divider can be moved up or down to make either section larger or smaller. Review the folder structure found within the Data section on the left. The folders can be expanded and closed by using the toggles (plus signs), as can fields that are made up of sub-fields, such as Name. Some of the fields are pre-set measures, and appear as orange rectangles. For example, Count of Participant Site Identifier. That field operates just like using the Count on the Advanced Filter applied to the Participant Unique Identifier field in the Query Wizard as seen in the image above. In the bottom left corner, the tab reads Query 1. At the top of the page, there is a button labeled Add Query in the case that queries from different universes are required within a single report. In the upper right corner, click Run Query to generate the report. Note that you can always return to this page if it s later determined that additional fields need to be added to the report. Page 9
ETO Results Folders Versus QW Focus Areas The folder structure in ETO Results can be compared to the Focus Areas on Step 2 of the Query Wizard. As mentioned on the last slide, unlike the Query Wizard, ETO Results allows the user to return to this screen at any time and pull in additional data from any of the folders. The data elements are organized in a more straightforward way in ETO Results than they are in the Query Wizard. Practice opening and closing the folders to see what information is inside. Note that folders contain sub-folders, expand those. Some of the fields listed, such as Name, have toggles to the left. Click to see the dimensions inside. If Name is selected for a report, it will appear as Last Name, First Name. If Name is expanded, Prefix, First Name, Middle Name, Last Name, and Suffix can be selected individually as desired. Flattened Data Versus Not Flattened Data Page 10
Flattened Demographics appear in a list that appears when the folder is expanded So far, Demographics are the only data type that is available pre-flattened. Other fields can be flattened manually on the report page. This process is not very complicated, but for brand new users of the tool, it can be a lot of information to take in. The end of this manual contains instructions for flattening data in ETO Results. If you re familiar with the Query Wizard you can think of flattened data like the data that s presented when the Assessments Listed focus area is selected. All of the fields appear in a list and each can easily be selected to appear in the query results, and filters can be applied as needed. Data that s not flattened is comparable to the Participant Assessments focus area. The data can still be pulled into the report and filters can be applied, it just takes a bit more savvy and a few extra steps. ETO Results Filtering Versus QW Filtering ETO Results Page 11
Query Wizard In ETO Results, drag and drop fields that you want to filter by into the Query Filters section. By default, filters are set as Constant. A constant filter will always be applied to the report. In this example, Address 1 and Zipcode both require constant filters. To set the filter, click the down arrow to the right of where it reads In list and select the type of filter needed. In this example, we are selecting Is not null for both Address Line 1 and Zipcode. Keep in mind that City and State pull from Zipcode, so setting the Zip Code filter to Is not null covers all 3 of those fields. This is just like turning on the null filter and selecting Is Not Null in the Query Wizard. Note all of the additional query filter types available in ETO Results, including Greater than or Equal to, Less than or Equal to, Not Between, In List, Not In List, Except, etc. Page 12
ETO Results Prompting Filters Versus QW Prompts ETO Results Query Wizard Page 13
Filters will often be set to Prompt, especially for Date Ranges, such as Date of Contact, Program Start Date, DOB, Date Taken for Assessments, etc. Once Between is selected as the filter type, Prompt must be selected for both fields meaning the starting date and ending date of the range. Be sure to select starting with the field on the left and end with the one on the right. The order they are selected will determine the order they will appear in the Prompt window each time the report is run. Note that the language that appears in the fields can be edited. Enter Date of Contact(Start): and Enter Date of Contact(End): were edited to read Between this date and this date. Note that by default, prompting filters are required. Required filters are marked with red arrows to their left. To set a filter so that it s optional instead of required, go to the Edit Query page and click the blue question mark icon to the right of the applicable field in the Query Filters section. Check the Optional prompt box. To compare this aspect of ETO Results to Query Wizard, consider the Save Query window and the column of checkboxes labeled Prompted. The Query Wizard does not include the same flexibility in terms of filter types. Depending on the field type the filter options will vary. Dates, arbitrary text, and string values such as exclusive choice and non-exclusive choice have pre-determined filter options, in addition to Is null and Is not null. When the saved query is run, the prompt is presented to the user along with any text that was included in the query description. Unlike ETO Results, Query Wizard filters cannot be made required and are always optional. Filter Relationships & Hierarchy Page 14
If you have more than one filter, the default relationship is And, but if you double click on the word And, you can create and Or filter relationship as well. For example, if you used filters for Race Equal to Hispanic and Gender Equal to Female, an And relationship would return only Hispanic Females. An Or relationship would return Hispanic Males, Hispanic participants with no gender entered, and Females of all races. If you have more than two filters selected, you can create tiers of And and Or relationships by dragging dimensions in the Query Filters section to the right. Run Query Once Result Objects and Query Filters have been determined, click Run Query in the upper right. Results in ETO Results Versus Query Wizard On the left, we see the way that the data looks in ETO Results, versus Query Wizard, which we see on the right. The results look quite similar, but in ETO Results, we have countless formatting options available to us. Also, unlike the Query Wizard, the formatting changes that are made can be saved. Page 15
Formatting Options: Cell Color, Width, Orientation There are a huge number of formatting options available in ETO Results. The majority of these are found in the row of tools directly above the report. Many of these icons are similar to those found in Word and Excel. Click the column header or a cell in the column to highlight the entire column. Format changes are made to highlighted areas. Note that the font type and size can be changed, it can be made bold, italicized, etc. The font color and cell color can be edited, as can the alignment within the cell. There s even an option to wrap text. Columns and rows can be resized similarly to Excel. Drag and drop the edge of a cell to resize it. Note that resizing any cell in the results by height or width will resize all cells. Page 16
Formatting Options: Report Title Double click where it reads Report Title. Type over the text with an appropriate title for the report. In this example, the new title will be Sample Report. Click outside of the box. A prompt will pop up asking whether to validate the formula. Click Yes. Note that the cell containing the Report Title can be dragged and dropped to a desired location. Also, by default there is a border along the bottom of the Report Title cell. That border can be removed, or others can be added by clicking the Properties tab on the left and then expanding the Text Format header. Page 17
Formatting Options: Adding Logo First, if there isn t already one saved on your hard drive, find and save a copy of your organization s logo. You may be able to pull one from the organization s website or request one from a member of the marketing team. Click the header portion of the report for the log to appear there. Click the Background Image icon. Browse for the image and click the OK button. It s that easy to add a logo to a report! Formatting Options: Sorting and Summing Page 18
Highlight the column you wish to sort by and click the A to Z sort icon. Highlight the column you wish to sum and click the sum icon. A new row will be added to the table and the sum will appear at the bottom of the column. For this example, another row was added to the table by right clicking, and a simple formula was created =Sum ([Time Spent]/60) to show time spent in hours rather than minutes. Note that right clicking on the cells in a table will provide the user with many options similar to those found in Excel, including format number. Page 19
Formatting Options: Alerters Click to highlight the column where the alerter will appear. Click the alerter icon, that looks like a triangle with an exclamation point. Click the New button. If applicable, create an alerter name this is recommended if multiple alerters will be used in one report. Determine what the alerter is based on. In this case, it s set for time spent less than 60 minutes, and the cell contents will turn red. Click OK and the report will reflect the alerters if any of the fields meet the criteria defined. Page 20
Formatting Options: Adding/Removing Columns Items listed in the Data panel on the left of the report can be dragged and dropped onto the report to create new columns. Note that this requires careful placement of the cells. Drop the cell on the edge of the column it will appear next to. A narrow box will appear to indicate it s time to drop. A column should then appear in the table. If you make a mistake, click the undo arrow in the tools. Columns can be removed in the same way that they are added. Sometimes, the data is removed but the cells remain. If this happens, right click the column and select remove. Page 21
Formatting Options: Sectioning Sectioning is one of the most exciting formatting options available in ETO Results. In this example, efforts are sectioned by program. It may be helpful to section efforts by Point of Service, by Staff, etc. It s recommended that first the entire table be dragged and dropped a ½ inch or so down the page to allow space for the section. To section, drag and drop a column header into the white space directly above the report. Note that any formatting that was included in the original table will follow over into the sections. Multiple sections can be added within a report if desired. Page 22
Edit Query & Requery If it s determined that additional fields or report filters are needed in the report, click the Edit Query button. Here, Point of Service Value and Recorded By are both added to the Result Objects section and the query is run again. Note that these newly added fields will not appear in the table. To add them to the table, drag and drop them from the Data panel on the left. Page 23
Adding Reports Right click on the tab labeled Report 1 and select Insert Report. Now there will be two tabs, Report 1 and Report 2. Double click on a tab to rename it to something more useful. Report 2 is blank. Click the Templates tab on the left and drag and drop a Table onto the report. Then, click on the Data tab on the left and drag and drop fields as needed. Page 24
Creating Charts Page 25
Charts require some type of count, whether it s a standard measure, or one that s been created using the Variable Editor on the Edit Report page. For this particular example, a non-distinct count is being pulled by Contact Location Method. Basically, how many times have Participants had an Effort recorded with each of the contact locations within a specified date range? Note that this report does not take any other details into consideration. For example, if a Participant had a No value in an attendance effort, that will be included in the count. Once the report generates, highlight the table and select Turn To. A selection of chart types will appear. Select one and click OK. Some users prefer to Copy the table and using the Turn To option on one of the two tables. That way the data appears in both a table and chart. Once a table is turned into a chart, there are a myriad of formatting options on the Properties tab on the left. For this chart, the Width and Height was expanded, the Palette was altered, below Values the data and segment labels have been shown, and below Y Axis the label has been removed. Page 26
Free Standing Cells Blank Cell: Creates an empty cell where any text or formula can be typed. Here you can add an additional title or description for the report, or add in an easier to read version of some of the filters below. Drill Filters: Displays information on the simple filters utilized in the report (only simple filters). Note that nothing will show in this cell if simple filters are not being active used to filter (i.e. a value is selected). Redefines for users what the simple filters are for and what they re filtering on. Helps users understand what the drop down boxes are at the top of the page Query Summary: Provides information on the query/queries used in the report including the universe used, the last refresh date for the data, the data elements returned and the number of rows returned. This is good for users to understand exactly what is being pulled in the report since some column headers can be renamed. Prompt Summary: Displays information completed by the user in the prompt window. Very helpful! This option wasn t available in the query wizard. Lets users double check and remind themselves of the options they filtered on Report Filter Summary: Displays information on the all filters included in the report, both simple and global. Lets users see what is being filtered on behind the scenes. Any global filters that the report builder put in place will be shown in this free standing cell. Page Number Cells: Provide a variety of ways to display page numbers on the report The page number/total page option because it encourages users to realize that there s more information on the following pages (sometimes people tend to forget this). Page 27
Simple Filters Click the Show/Hide Report Filter Toolbar icon in the upper right. A narrow box will appear at the top of the report. Drag and drop any dimensions from the Data panel to the left of the report into that box. A drop box will show for each of the fields that have been added. Simple filters are wonderful because they allow for one large report to be built and utilized in countless different ways depending on the combination of filter selections. Page 28
Global Filters Click the Show/Hide Filter Pane icon in the upper left. A narrow box will appear at the top of the report. Drag and drop any dimensions from the Data panel to the left of the report into that box. A Filter Editor box will pop up and include options for Operator and Operand Type. In this example, we are using Values from list. The Global Filter is different than the Simple Filter because it will not be visible to the user when the report is run. Note that Global Filters are applied to the report where they are added, so different Global Filters could be set for different reports. Page 29
Saving Reports to Other Formats Reminder: Please review the security settings to allow automatic prompting for downloads as covered in the system requirements section to avoid losing your work at this step! Click the disk icon and select Save to my computer as and the file type you prefer. Saving Reports as Custom Reports To save a report so you or other staff can run it again in the future, select Save As. A small window will appear where you can name the report, determine where to save it, and set refresh options. Provide a unique name for the report, and if useful, a description that will appear next to the report on the View Reports screen. Save the report in the My Favorites folder if it s not yet finished or would like to restrict access to only your user account. Otherwise, save the report in the appropriate public folder. 99% of the time, select (check) the box to Refresh on open. Page 30
If this option is not selected, the report will return the last data set it was run for every time you run the query. This could be a security concern if an enterprise or site manager runs the report and then a staff member sees results across a site or enterprise. The only case when you would not check Refresh on Open would be if the report included non-identifying data and the results should be viewable to all staff. If you have any questions about how to save your report and who it will be viewable to, please contact Customer Support. Be mindful when saving reports. At this time, users do not have the ability to delete reports once they are saved. Instead, email Customer Support with a list of reports that need to be deleted. Note that once the report is deleted, it cannot be retrieved. Security of Data User Role dictates the data that can be accessed with ETO Results in a similar (but not exact) way to ETO Impact. Note that if Refresh on open is not selected when a custom report is saved, these rules will be overridden. Enterprise Managers: Access data across the entire Enterprise Enterprise Managers are not required to be assigned to a particular Site(s)/Program(s) in order to access data across the Enterprise Site Managers: Access data in any and all Site(s) to which they have access Site Managers are not required to be assigned to a particular Program(s) in order to access data from all Programs Staff: Will only be able to see data from their assigned Program(s) If Caseload Restriction is enabled, data will be based on restriction Page 31
Flattening Data The following instructions can be applied to a variety of data types. We will review two different methods for flattening data using demographics as the example data type. The same methods may be applied to Assessment Questions/Elements, Points of Service, Effort Qualfiers, etc. Option 1: Using the Variable Editor Expand the Demographics folder Move Demographic Name and Demographic Value and any other needed dimensions (fields) to the Result Objects section. Click Run the Query. The results will look similar to the image below, there will be one column containing all of the Demographic Names and another with Demographic Values. Page 32
Remove the Demographic Name and Demographic Value columns from the table. Click the Variable Editor icon which is the third icon from the left. Type the needed Demographic into the Name box. For this example, we used Age. In the Formula box, enter =Max([Demographic Value]) Where ([Demographic Name]= "Age") Click OK to create the new Variable. Page 33
Age and DOB were both created in the same manner (the formula used for Age was simply copied and pasted and was used for DOB), and both now appear in the Data panel. Drag and drop to add columns containing this data to the table. Option 2: Using the Crosstab Template with the Universal Filter Remove the table from the report. Click the Template tab to the left of the report and drag and drop the Crosstab table onto the report. Click on the Data tab to the left of the report and drag and drop Name into the first column's blue cell. Next, drag and drop Demographic Name into the second column's blue cell. Drag and drop Demographic Value into any of the white cells in the crosstab. Page 34
Note that the demographic value data does not appear in a useful way. To make it useful, double click one of the white cells and edit the text to read =Max([Demographic Value]) To ensure that only the needed demographics appear in the crosstab, click the Universe Filter icon which is the first one on the left. Drag and drop Demographic Name from the Data panel into the Report Filters box. When the Filter Editor pops up, the needed demographics may be selected from an auto-generated list, or may be typed in manually. Page 35
The crosstab now only includes those demographics that were selected with the filter. Flattening Assessment Data The process for flattening Assessment data is very similar, but instead of Demographic Name and Demographic Value, Question and Answer are selected as Result Objects. Page 36
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