ReportBuilder Configuration Options







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When generating a ReportBuilder report, several types of report configuration options - each of which are detailed here - are available for the purposes of customizing the report contents and the way in which those contents are displayed:

Data Variable Options

Filter Options

Header Options

Individual Detail Options

Summary Table Options

These option sets are consistent across all ReportBuilders, providing you with a familiar group of tools each time you create a ReportBuilder report.

  Data Variable Options

The ReportBuilder Options page contains a list of data variables related to the ReportBuilder you are working with, representing data collected in various AWARDS locations, and grouped into sections by data type.  Several of these variable sections - described in detail in the alphabetical list below - are common across ReportBuilders. 

  TIP: For more information on those data variables that are not common and are instead specific to the ReportBuilder you are working with, please refer to the portion of Online Help corresponding to that individual ReportBuilder.

When working with data variables in ReportBuilders, keep in mind that:

  Each data variable to be included in the ReportBuilder report must be checked off on the Options page during the report generation process (detailed here).  This can be done individually, or using the available Check All option(s) as needed.

  To expand/collapse individual data variable sections as you work, use the available -/+ icon to the left of each section's name.  Click to collapse the section.  Click to expand the section.  Use of this option can be particularly helpful when working with ReportBuilders that have many sections with a large number of variables.

  Data variable selections with an asterisk (*) next to them are those for which there may be multiple values.  Multiple value fields include those that have checkboxes for data entry where multiple boxes may be checked for each record, as well as instances where multiple records may have been entered.

  The data variables available for selection are those collected by the program for which the report is being run (when applicable).  If a group of programs has been chosen, the available variables are those collected for any program in that group.  In some cases this may result in blanks in the report contents if a variable has been chosen for inclusion that is not collected by certain programs in the group.

Date Parts

Common to all ReportBuilders that have date variables available for selection.  These variables are intended to allow for greater flexibility of reporting around dates; for example, giving you the option to report out on a month as either a number (1) or a written month (January).  Specifically, for each date variable the corresponding selections are also available under "Date Parts:"

Variable

Data Format

Month

Number: 1 - 12

Month and Day

Number:  mm/dd

Month and Year

Number:  mm/yyyy

Year

Number:  yyyy

Month Name

Text:  January - December

Month Name and Day

Text and Number:  ex May 6

Month Name and Year

Text and Number: ex May 2015

Demographics

Client-specific ReportBuilders typically contain a variety of demographics variables pulled from locations such as client face sheets and intake/admission records.  They may also include several characteristics which are not necessarily found on those forms; for example, "Age," "Age at Intake," and "Client ID."  Similarly, employee-specific ReportBuilders can be configured to pull a variety of employee demographics information from Staff Information records in the Human Resources module.

Note Writer Information and Signature Information

Several services-related ReportBuilders (specifically the Service Contacts, Progress Notes, Contacts Log, Supportive Services Checklist, and Group Notes ReportBuilders) make available a variety of Note Writer Information data variables.  These variables can be used to pull information on individual note writers into the report from within their Staff Information records in the Human Resources module.

Similarly, within the FormBuilder ReportBuilder a section of Signature Information data variables is available for each Signature form field configured to record an electronic employee signature.  These variables can likewise be used to pull information on individual form signers into the report from within their Staff Information records in the Human Resources module.

Which pieces of Staff Information records are available to you among the Note Writer Information or Signature Information variables in the relevant ReportBuilders is based on whether you have a Human Resources Data permission and, if so, which one.  Specifically:

Staff with the "Human Resources Data Full Access" and "Human Resources Data Read Only" permissions can view a full complement of staff information for all staff.

Which pieces of Staff Information records are available to you among the Note Writer Information or Signature Information variables in the above mentioned ReportBuilders, is based on whether you have a Human Resources Data permission and, if so, which one.  Specifically:

  Staff with the "Human Resources Data Full Access" and "Human Resources Data Read Only" permissions can view a full complement of staff information for all staff.

  Staff with the "Human Resources Data Work Supervisees" permission can view a full complement of staff information only for people they supervise, for others the data is limited.

  Staff who do not have any of the Human Resources Data permissions can view only a limited set of staff information variables and the corresponding data for those variables.

  TIP: For more information about Human Resources Data permissions, click here.

When working with the Note Writer and Signature Information data variables, please keep in mind the following:

  A full complement of staff information - when available based on the rules noted above - includes all data variables collected on staff information records in the Human Resources module.  (If your agency's Staff Information records include a FormBuilder form and any of that form's fields are set to display on related ReportBuilders, those fields are also included among the full complement of Note Writer and Signature Information variables.)  If you instead have the limited data set referenced above, you will only have access to the following variables and corresponding data:

- First, Last Name
- Last, First Name
- First Name
- Last Name
- Eligible Provider (if applicable)
- Authorization Credentials
- Payroll Group
- Department
- Work Supervisor
- Job Title
- Worksites

  If you have the "Human Resources Data Work Supervisees" permission and choose to run a ReportBuilder report that includes note writers or signers who both are and are not your supervisees, any limited-access data variables included will show as blank on the report when the note writer or signer is not one of your supervisees.

  If you choose to use a saved report format that includes Note Writer or Signature Information variables that you do not have the authority to view, you will receive an error message informing you of that fact.  Additionally, if the saved report format is for an ExportBuilder, please be aware that the resulting report might not be accurate in such cases.

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  Filter Options

ReportBuilder filter options are located at the top of the Report Options - Continued page.  These filters enable users to adjust the scope of report contents by applying user-specified criteria to the report variables chosen on the initial Report Options page.

  TIP: Filters are applied to the report contents regardless of whether those contents are displayed using the individual detail report options, summary tables, or both.  For more information on individual detail click here, and for summary tables click here.

IMPORTANT! When using the "All Clients" option on the ReportBuilder Settings page AND using filter functionality, the report displays clients matching the applied report filters and displays all remaining clients who do not meet the filter criteria with "--" in the record fields.

To use the ReportBuilder report filters, complete the following steps:

    1. AWARDS ReportBuilders can be configured to use either of two types of filtering.  Begin by determining which of those types will be used for this report.

  Basic Filtering - The default option.  Allows you to combine multiple filters using EITHER "and" OR "or" combinations, as shown below, but not both.

  Advanced Filtering - Allows you to have multiple sets of filters with BOTH "and" AND "or" combinations.  To use advanced filtering, click the Show Advanced Filter Options link in the top right corner of the "Filter Options" portion of the page.  The page is refreshed to display a filter "set" with a border around it as shown here.

  TIP: Keep in mind that you can switch back and forth between basic and advanced filtering by clicking the Advanced Filter Options link to show/hide the advanced options as needed.  When switching from basic to advanced, any basic filters you have entered will automatically carry over; however, the opposite is not true.  When switching from advanced back to basic, the basic options will be blank.

    1. For each filter options row, do the following:

A) Click the left-hand drop-down arrow and select the data variable with which the report contents are to be filtered.

  NOTE: The drop-down lists in this column are populated with the report variables selected on the previous Report Options page.

B) Click the middle drop-down arrow and select the type of filter to be used:

Equals

Not Equal to

Greater than

Greater than or Equal to

Less than

Less than or Equal to

Contains

Does not Contain

Is Blank

Is not Blank

Between


C) In the right-hand field type the filter criteria.

  TIP: For example if, in a services ReportBuilder, "Service Type" was selected as one of the variables to be included in the report, and the report contents should contain only those services where the type is "Counseling," the filter options would be set as shown here.

  TIP: In most instances AWARDS completes logic checks to ensure that the filter criteria entered are logical; however, those checks are not performed when "Between" is selected as the filter type.  Additionally, keep in mind that report filters are not case sensitive when entering text; however, when entering dates you should always use the format mm/dd/yyyy. 

    1. To combine multiple filters to further refine the report results, click the and / or radio button(s).  When using basic filtering there is one and / or selection that is applied to all filter rows.  For advanced filtering there are multiple and / or selections - one for each pair and another between each pair in a boxed set.  If additional sets are added in step 4, there will also be an and / or selection between each.
    2. When initially setting filter options, up to four basic filter rows or one set of advanced filters can be configured.  To add additional filtering options, click the Add Additional Filters link.  Using that link four additional basic filters, or seven advanced filter sets, can be added for a total of up to eight.

  TIP: When additional filter sets are added, each will have a border around it.  An additional "and / or" option is included between each set. 

    1. If you are using advanced filtering, set the additional and / or option between each boxed set as appropriate, if you haven't already.

The process of setting the ReportBuilder filter options is now complete.

  IMPORTANT TIP - Using Dynamic Date Filters on ReportBuilders!

One of the most common uses for filters is to place limits on date fields; for example, if you want a report that shows you notes written since January 1st, you can add a filter that days "Contact Date is Greater Than or Equal to 1/1/2018."  But what if you want that date to change?  For instance, you may want a report to show you all of the notes that were written in the last two weeks, regardless of when you choose to run that report; that's where dynamic date filters come in!

AWARDS allows you to add filter options on date fields that include keywords such as "days," "weeks," "months," and "years," as well as qualifiers such as "next" and "last."  AWARDS will also recognize days of the week and months of the year.  You can place a number in front of any of those keywords and use plus or minus signs to specify whether you want the filter to go in the future or in the past that many units.  

Here are some examples of filters you can use that take advantage of these dynamic options:

- Admission Date is Greater Than or Equal to "-2 Weeks" (will show all clients admitted in the past two weeks)
- Date Modified is Between "-30 Days" and "-7 Days" (will show notes modified more than 7 days ago, but less than 30 days ago)
- Contact Date equals "Last Tuesday" (will show you notes with a date equal to the previous Tuesday)

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  Header Options

The ReportBuilder header option is located beneath the filters portion of the Report Options - Continued page.

This option enables users to adjust what is displayed at the top of the report.  By default, the name of the program or program group for which the report was run, along with key report parameters (such as date range), are displayed at the top of the report page; for example:

To hide these details from the report display, click the Hide Report Header checkbox.  When checked, all report header information is hidden from view, leaving only the Excel File link at the top of the page as shown here:

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  Individual Detail Options

The ReportBuilder individual detail options are located in the middle of the Report Options - Continued page.

These options enable users to adjust the way in which report contents are displayed.  Specifically, when the report content is displayed with individual detail, the report includes a column for each data variable and a row for each client record (after filters are applied, if applicable).  The total record count is also displayed beneath the report table.

Once you choose to include individual detail in the report, you can apply sort options to control the order in which the rows of data are displayed, and field options to control the order in which the columns of data are displayed.  You can also group the data by variable, and add sum and total information when appropriate.

  TIP: The individual detail report options can be used alone, or in combination with the summary table report options described under Summary Table OptionsIf the individual detail report options are not used, summary table selections must be made before the report can be generated.

To use the ReportBuilder individual detail options, complete the following steps:

    1. Click the Show Individual Detail checkbox.  The Report Options - Continued page is refreshed to display additional individual detail options.

  TIP: The other individual detail related options mentioned in the steps below are not available on the Report Options - Continued page until step 1 has been completed. 

    1. To sort the rows of individual detail by one of the data variables chosen on the previous page, click the Sort By drop-down arrow and select that variable.  For example when, in a services ReportBuilder, the report is sorted by "Service Type" the contents would be displayed as shown here.

  NOTE: The sort by drop-down lists are populated with the variables selected on the previous Report Options page.

    1. Click the corresponding Order drop-down arrow and indicate whether the sort is to be ascending ("A-Z") or descending ("Z-A").
    2. If report data should also be grouped by the variable selected in step 3, check the corresponding Grouped On checkbox.  When checked, any records included in the report that contain like data for this variable are displayed together, with the variable itself as a header for each; for example, if a services ReportBuilder was sorted and grouped on "Service Type," the report would display as shown here.

Keep in mind that if multiple groupings are specified for the report, each is displayed as its own header, indented by sort order.  Remaining fields not grouped on are displayed in the table underneath each set of grouped on headers.  For example, in the same sample report shown above, if contents were also grouped on "Gender," you'd see a separate table for each service type and gender combination as shown here in this example for the Health service type:

  TIP: When grouping is used, sorting on the report page is unavailable.  Be sure to set any sorting on the Report Options - Continued settings page as needed. 

    1. To include subtotal rows of data for each "grouped on" variable, and to control how report data prints when using grouping, click the corresponding Footer checkbox.  Click the Footer Options button that is then displayed to view the Footer Options box.

    1. Click the checkbox next to each footer option to be used in the report.

  Records Count - When checked, a count of records is displayed as a footer beneath each grouped value.  For example, when the "Records Count" option is selected when grouped by "Service Type," the following is an example of how record count data will display on the report:

  Distinct Count - When checked, a count of distinct values (the count of values that appear) for the grouped on field will display.

  Page Break - When checked, each grouped on portion of the report will display on a separate page when printed.  This option is especially useful for those instances where you would like to print a separate report for various groups of data without having to create a different report for each.  For example, if a report is run for "All Agency Programs" and one of the data variables is "Program," sorting by and grouping on that variable with the page break option selected would result in the report data for each program being printed on a separate page.

  TIP: This option is only set once per report.  As a result, it is only available when viewing the Footer Options for the first Sort By variable.  For example, in the following instance only the Footer Options for "Service Type" will include the Page Break checkbox even though there are multiple Sort By rows set.

  Report Header - When checked, the report header information is displayed at the top of each printed page after each grouped on page break.  These headers will not display on the page in AWARDS, only on the printed report.

  TIP: This option is only selectable when the "Page Break" footer option has been checked off, AND the header option "Hide Report Header" is NOT checked off. 

  Sum / Avg / Median - Available for numeric or currency values only.  When "Sum" is checked a sum of grouped values is included.  When "Avg" is checked, an average is included of the sum divided by the count for the corresponding number of groups under the chosen grouping variable.  When "Median" is checked, the middle of the sorted list of numbers is included.

Sum/Avg/Median and count options can be used individually or in combination.  When all necessary selections have been made, click Close.

  TIP: Selecting the "Footer" option WITHOUT specifying related count and/or sum/avg/median selections results in a blank row beneath each group in the report.  This can be used to help visually separate each of the grouped on values. 

    1. Repeat steps 2 through 6 as needed.  Initially four sort by/grouped on selections can be configured.  To add more than four, click the Add Additional Sorting link.  Using that link you can add as many sort by/grouped on selections as there are data variables chosen for inclusion in the ReportBuilder.

  TIP: If fewer than four data variables were chosen on the Report Options page, the number of available sort by options equals the number of selected variables. 

    1. If the rows of report data should be numbered, click the Display Record Numbers checkbox.
    2. When the report contains numeric variables for which summary data would provide meaningful results, click the Show Report Footer checkbox.  Click the Footer Options button that is then displayed to view the Footer Options box. 

    1. Click the checkbox next to available Sum, Avg, and/or Median options as needed.  When Sum is checked, variables for which a sum has been included are totaled at the bottom of the report.  Averages, if selected, will be listed below any totals.  They are calculated by dividing the sum by the total count of records for the variable in question.  Median, if selected, will display the middle range of numbers.

When all necessary selections have been made, click Close.

    1. If you have chosen to include a data variable in the report for grouping purposes, but do not want to see the associated individual detail, click the Hide Detail Rows checkbox.  When this option is checked, only "grouped on" data/cells and subtotal footer rows are included in the rows of report content, and in the corresponding Excel file version of the data.  Individual detail that would otherwise be shown in the report when grouped on/footer options have been selected will be excluded.

  NOTE: This option is only available if the Display Record Numbers option was NOT checked in step 8; the two settings are incompatible.

    1. To adjust the order of the columns of individual detail in the report contents, click a variable in the "Field Display Order" portion of the page to highlight it.

  TIP: If more than eight variables were chosen on the Report Options page, the "Field Display Order" portion of the page is not automatically populated with those variables.  To view the variables list so that the order of the columns can be adjusted, click Show Ordered Field List before completing this step.

IMPORTANT! Please keep in mind that if the "Grouped On" option has been used for one or more of the "Sort By" variables, those variables are automatically displayed as the first columns in the table, regardless of what is specified here. 

    1. Use the up and down arrow icons to the right of the "Field Display Order" section to move the highlighted variable up or down in the list, or drag and drop the variable to the desired list position.

  TIP: The field display order listed from top to bottom here is reflected in the report data columns display from left to right. 

To hide a field from the report contents entirely, move it beneath the available "Hidden Fields" row.  By doing so you can still filter your report contents on that variable, but keep its individual detail from being a part of the report if it is not necessary to include it.

IMPORTANT! Any fields for which the Grouped On or Footer options were set in steps 4 or 5 are always included in the report content even if it is specified here that they should be "hidden;" otherwise, the report content will not display properly. 

    1. Repeat steps 12 and 13 as needed.

The process of setting the individual detail report options is now complete.

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  Summary Table Options

The ReportBuilder summary table options are located at the bottom of the Report Options - Continued page.

These options enable users to include aggregate counts of selected report variables.  They also allow for customization of how those counts are displayed, and the types of information they contain.

  TIP: The summary table report options can be used alone, or in combination with the individual detail report options described under Individual Detail OptionsIf the summary table report options are not used, individual detail selections must be made before the report can be generated.

To use the ReportBuilder summary table options, complete the following steps:

    1. To include summary data / aggregate data in the report contents for one or more data variables, click the corresponding checkboxes in the "Summary Tables" portion of the page, or click the Check All checkbox to select all variables.  The report contents will include a separate summary table for each selected variable, with aggregate counts of each.

  NOTE: The summary tables checkboxes list is composed of the data variables selected on the previous Report Options page.

For example, when using a services ReportBuilder, if "Gender" and "Service Type" are selected as summary table options and the report is generated, the report contents will include a separate summary table for each, with aggregate counts of each variable as shown here.

    1. To total each column and/or row in the summary table, click the Show each column's total checkbox and/or Show each row's total checkbox, respectively.

  TIP: These "total" checkboxes and the other summary table-related options mentioned in the steps that follow are not available on the Report Options - Continued page until one or more summary tables are chosen in step 1.

    1. To include in the summary table the percentage of report records out of the total record count that have the data in each column or row, click the Show each column's percentage checkbox and/or Show each row's percentage checkbox, respectively.
    2. To group the summary table information by a selected variable, click the first Grouped By drop-down arrow and select the variable by which the summary table report results are to be grouped.

For example, if a report is generated with the "Service Type" summary table option checked and with "Gender" as the Grouped By selection, the report contents will appear as shown here.

  TIP: The grouping options described here in steps 4, 5, and 6 are only applicable when more than one summary table is available for inclusion in the report.

    1. To group the summary table information by a second variable as well, click the second Grouped By drop-down arrow and select that variable.  When a second grouping selection is made, subgroups are created under the primary grouping level in the report contents.

For example, if a report is generated with the "Service Type" summary table option checked, "Gender" as the primary grouping, and "Age" as the secondary grouping, the report contents will appear as shown here.

    1. If one or both "Grouped By" selections have been made, click the Grouping Levels Display drop-down arrow and select one of the available options to indicate how the summary table fields and grouped by selections should be positioned in the summary tables:

  Columns - When this option is selected, the summary table fields are rows in the summary tables, while any grouped by selections are displayed as columns across the top of the tables.

  Rows - When this option is selected, the summary table fields are displayed as column in the summary tables, while any grouped by selections are displayed as rows in the tables.  For example, if the sample report shown in step 5 is set to use "Rows" instead of "Columns," the report contents will appear as shown here.

The default value is "Columns."

  TIP: This option is only applicable when one or more "Grouped By" selections have been made.

    1. To adjust the order in which the summary tables are displayed on the report, click Show Summary Tables Display Order to make additional summary table-related options available on the page as shown here.

  TIP: This option is only applicable when more than one summary table is available for inclusion in the report.

    1. To adjust the order of the summary tables on the report page, click a variable in the "Summary Tables Display Order" portion of the page to highlight it.  Drag and drop the highlighted variable into the desired list position, or use the up and down arrow icons to the right of the list to move the variable up or down.  Repeat this step as needed.

The process of setting the summary table report options is now complete.

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