Tip: You can navigate to specific sections in the video by selecting the Chapters icon.
Learning Objectives:
1. Recall how to favourite a report.
2. Explain how to filter, search, and export a report.
3. Describe how to create a custom report.
Video Script
Welcome to the Reports: Filtering & Customizing Reports overview. In this video we will review the layout of the reports page and demonstrate how to filter, customize, and export reports.
To get started, select Reports from the main menu. This will open the reports page, where you can run reports on the usage and features in your building. Your user group permissions will dictate which reports you see on this page. These permissions can be revised by building management.
The reports page is broken down by category, displaying the standard report for each feature. To find a specific report, use the search bar at the top of the page.
For easy access, favourite the reports you use most often by clicking on the star icon. You will now see the report under the Favourites tab at the top of the page. To remove a report from the favourites list, click on the star icon again.
To view a report, select the three bars beside the report name. This will open the selected report, which you can then filter, customized, export, or print. Navigate through the report using the directional arrows and drop-down menu.
To filter the report, select the funnel icon. Each report will have slightly different filter options based on the report data.
Begin by selecting how you want the data sorted. The default setting is to sort by unit number in ascending order. If you want the data to be grouped by certain headings, select the appropriate options from the Group By menus. Next, remove any groups you do not want captured on the report.
If this example, you can then select the Phone Type, Unit Type and Email Status you want displayed on the report. The default is set to display all but that can be changed as needed.
You can also, select a specific Occupancy Period and Date Range, filter by a specific Category, like needs assistance in an emergency, and select a specific Enrollment Period and Date Range.
Once completed, click Submit. You will now see the filtered report results. To return the report to its original state, select Reset. To close the filter menu, select the back arrow in the top right corner.
If you want to search for specific information in a report, select either of the magnifying glasses and set your search parameters. You will then see a list of matching results and the page number where they can be found. Click on the search result to navigate to that page.
To download a copy of the report, select Export and then pick the appropriate file format. The report will then automatically download to your computer.
To customize the appearance of your exported report, select the gear icon. Then, select the appropriate file format and update the details accordingly. Once completed, click the back arrow, followed by Export and the file format. The exported report will now reflect the appearance changes.
You can also print a copy of your report by selecting Print, for the entire report, or Print Page, for a specific page of the report.
Depending on your permissions, you may have the option to customize a report. Not all of the standard reports can be customized due to the complexity. If the report cannot be customized, you will see a message that says this report cannot be customized. If the report can be customized, you will see a button in the top right corner that says Customize Report (click to toggle).
Select the Customize Report button. You now have the option to name the report, add a report description and set the page orientation.
You can also add or remove table columns by selecting the field and dragging it to the appropriate section. Once completed, you can either select Run Report to view the customized report or Create New followed by Run Report to save your customizations as a new template. Select the appropriate option. You will now see your customized report.
Much like the filters, you can adjust your customizations at any time. To do so, re-select the Customize Report button and make your revisions. To update the template with the changes, select Update. To cancel the changes, select Don’t Save. And to create a new template entirely select Create New. Once completed, select Run Report to finalize your choice.
When you return to the reports page, you will see your customized report under the Custom Reports tab. Select View to review the report, Edit to change the report name or description, and Delete to remove the customized report from the system. You can also favourite a customized report so it will display under the favourites tab.
This concludes the Reports: Filtering & Customizing Reports overview. For more information on the reporting feature, please refer to our user guide.