Overview
Custom Reports may be used to produce extremely simple columns of data or as an advanced feature looking for a unique set, combination or arrangement of data.
Results may be exported to excel or emailed from the report.
For advanced reports basic knowledge of grouping and sorting data sub-sets is required.
Article Sections
- Visibility
- Help with Custom Reports
- Produce a Simple Custom Report
- Working Example with Explanations
- Export or Email Results
- Save Report
- Link to Records from Report Preview
- Bold Fields
- Emailing a Custom Report
Visibility
Custom Report building is available to full Admins only.
Once built, individual reports may be made visible to Coordinators with:
- View Only access or
- View & Modify access
This allows the changing of date rules etc to perform daily tasks.
Help with Custom Reports
Should you need help with more complex reports Oases Support can build a custom report for you with available data for the standard Concierge rate of $50.00 per hour. Please submit a support ticket with your requirements.
Standard reports may be found in the Report Suite.
Produce a Simple Custom Report
1. Go To: Tools > Custom Reports.
2. Select New Report.
3. Choose Report Type.
4. Click on the field required from Available Fields and it will move to the center panel which are your report fields.
5. Press Preview between each addition to ensure the field contains the data required.
6. Add Rules to filter your data.
7. Add Grouping to display by rows.
9. Add Sorting to order your results.
Working Example
Example: Produce a report of all parent email addresses but only for the active students within the database. This report could be used to find missing email addresses or to export the data.
This information is available via report suite but would involve exporting the student details report to Excel and using Excel's sort features to remove all inactive students. Then you would have to manually remove duplicated parent email addresses for parents with multiple students in Oases. Custom reports allows this to be done prior to export with no manual elements as shown below.
10. Drop the Create New Report menu and select New Student Report. We are using the student report as we will need to filter by the student status.
11. Using the column headers in Available Fields build your report columns by clicking on the fields you would like to have in your report. You may need to include fields that you don't necessarily need for the report but will need to filter your data with rules.
12. Use the filter to search the Available Fields for the column headers you need. They are in alphabetical order should you wish to scroll through.
13. When you find a header you need click it over to the Selected Fields area. Change your mind? Just click it back.
In the example below I have added Student Last Name, Student First Name and am searching for the Student Active Status by starting to type status in the search field. I can then click it to send it to Selected Fields.
14. I did the same for parent email and have 4 fields for my report as shown below.
15. Add a data selection rule.
- a. Press +Rule.
- b. Select Parent Email.
- c. Select 'Is not empty'.
16. When your first rule is set you can press preview to see your data.
There are 79 rows of data and everyone has an email address, but some items are duplicated for families and Inactive students also appear.
17. Close the preview and use a Data Selection rule again to remove rows where the student is inactive.
- a. Press +Rule.
- b. Select Student Active Status.
- c. Select ''begins with' then type in act. (be careful about using a 'contains' rule as inactive contains the word active so I opted for 'begins with')
Note my rules are AND rules - so that everything will happen. You can add a new group and add an OR rule if required.
18. Press preview to see how this rule has affected the data rows in your report.
I now have 40 rows of data showing parent emails for just the active students. But there are still duplicates for sibling groups.
19. Grouping will determine how many rows of data are returned. Think of grouping as 'show a row per....'. As the email address is only required once show Grouping per parent email or a row per parent email.
20. Press Preview to see how this grouping selection has reduced the data.
I now have 9 rows of data, each email is unique and belongs to a parent of a student who is currently active.
21. Add Sorting by last name to have the results ordered alphabetically.
Export or Email Results
22. From preview I can export or email my report by pressing the relevant icon.
Save Report
23. Select Save As and name your report and return to report. If you make additional changes press save.
Links
24. Some reports have additional last name fields called Last Name Link. Adding this will allow you to link to a record from the preview. It will open in a new tab, make edits, close tab and it will return you to your report to work on the next item.
Bold Fields
25. Available fields that are bold will add data with the correct grouping.
Emailing a Custom Report
26. Email your custom report directly from the preview area by pressing the envelope icon.
27. Select a template or free type your email. When sent, an excel spreadsheet will be attached to the email. The pop up will advise how many rows of data will be in the attached spreadsheet.
28. Create Report Email Templates in the set up area by going to Setup - Other - Template setup. There are no macros for this style of template as the email is not being sent from a record. All email addresses, recipient and sender names will be added manually at time of sending.
29. The outbound email will be logged in the Email Log Report. Notes should be made manually in any relevant records.
Link To
RP01. Report Suite - Default Oases Reports