Using the Calendar Events ReportBuilder







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The AWARDS Calendar Events ReportBuilder feature, located in the Reports module, enables you to run reports on each event in the Calendar, including reporting on attendees, status, whether documentation is present (for program appointments), recurring information, future events (if the report is run for future dates), and more!

To create and save a Calendar Events ReportBuilder report that can be re-run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps:

    1. From the navigation bar, click Reports (or the Reports icon).  The Reports index is displayed.

    1. Click the Program drop-down arrow in the upper-right corner of the page and select the individual program for which the report is to be run, or select a group of programs using one of the available "All" or "Custom Grouping" selections.
    2. If you previously bookmarked the Calendar Events ReportBuilder it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click All or ReportBuilders under "Show Reports."
    3. Use the navigation features in the bottom-right corner to locate the Calendar Events ReportBuilder in the index, or enter "calendar" in the Search field in the upper-right corner.
    4. Click Calendar Events ReportBuilder from the reports index.  The ReportBuilder Settings page is displayed.

    1. By default the report contents include one row for each appointment/event scheduled on today and any of the next seven days.  To make changes to the default date range, adjust the values in the Calendar Event Dates - From and To fields (using mm/dd/yyyy format or the available date pickers).  When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.
    2. By default the report contents include one row for each client-specific appointment event, and excludes non-client events such as staff trainings and staff events.  To adjust this default to include ALL events in the report, regardless of whether they involve clients, click the Include Staff Events and Trainings checkbox.
    3. Leave the Provide ExportBuilder Options checkbox unchecked.  It is NOT relevant to report generation.

  NOTE: This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working.  AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs.  With ExportBuilders, users can create customized data reports as they would with the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML.  Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed.  Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use.

The instructions provided here detail use of the Calendar ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, click here.

    1. If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages module upon its completion, click the Send in AWARDS Message checkbox.  When this option is selected, you need not wait for the report to generate, and can navigate away from the ReportBuilder after finishing the configuration process - this can be a time-saver, especially when working with reports containing large amounts of data that might otherwise take a while to display in AWARDS.

  NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted. (The exact date of deletion will be displayed in red at the top of the report message for your reference.) If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.

    1. Use the Select a saved report format drop-down options at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved report format.  Available choices are to:

  Use a previously saved report format - To generate the report using a previously created and saved format, select that format from this drop-down.  When using this method, you can immediately generate the report without changing any settings.  Alternately, you can first review and modify the settings of the format by checking off the available Provide option to modify settings of saved report format checkbox.

  TIP: The saved report format list includes several built-in formats made available by Foothold Technology.  These formats - each prefixed by "Foothold -" are designed to provide easy access to an equivalent of the summary tables information available when working with the previous version of the Calendar (prior to October 2020).  Specifically, available formats include:

- Foothold Report - Client Summary Report - Displays a summary table listing, per client, the number of program appointments in the selected timeframe and their statuses.
- Foothold Report - Staff Summary Report - Displays a summary table listing, per staff member, the number of program appointments in the selected timeframe and their statuses.
- Foothold Report - Progress Note Summary - Displays one row per program appointment scheduled in the selected timeframe, including the client, staff, program, date, start time, and whether documentation is present.

  Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.

  NOTE: If you (or another user) have previously saved a default report format for this ReportBuilder and program, that format is pre-selected here.  Make changes to the selection as needed, or leave it at its default value.

    1. Click CONTINUE.

If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page.  Continue with step 19.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 9), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete and then proceed with step 19. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.   

In all other instances, the Options page is displayed.  Continue with step 12.

    1. The Options page contains a list of checkboxes representing data collected for appointments/events, grouped by type. 

  NOTE: Data variables with an asterisk (*) next to them are those for which there may be multiple values for an individual appointment/event.  Corresponding results will be displayed in a comma-delimited list on the report.

Click the checkbox next to each variable for which data is to be included in the report, and/or use the available Check All options as needed.

    1. Click CONTINUE.  The Report Options - Continued page is displayed.
    2. Configure the options in the "Filter Options" portion of the page as necessary to adjust the scope of the report contents.  Set the "Show Individual Detail" and/or "Summary Tables" options to adjust the way in which the contents are displayed.

  TIP: Individual detail report options and/or summary table selections must be set before the report can be generated.  For more information on using the various report options, please click here.

    1. To save the report settings so that this report can easily be re-run in the future, click SAVE REPORT FORMAT.  The Save Report Format dialog box is displayed.

  TIP: If it is not necessary to save the report format and you wish only to view the report contents, please skip to step 18

    1. Configure the fields and options on this dialog box to indicate the specifics of how the format should be saved.

  TIP: For more information on using the save report format options, please click here

    1. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed.
    2. Click DISPLAY REPORT.  The report is generated and displayed on the ReportBuilder page.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 9), a notice is displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion.  You can then navigate away from the page, or wait for the report to complete, and then proceed with step 19. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.   

    1. At this time individual detail and/or summary table content can be hidden or sorted as needed.  The report can also be printed or exported to Microsoft Excel.  For more information on working with ReportBuilder report contents, please click here

  NOTE: When working with report data, please keep in mind the following:

When the report includes multiple value characteristics (those with an asterisk next to them on the initial Report Options page), the individual detail for each appointment/event includes a list of the values separated by commas.  Additionally, because each appointment/event may have more than one value, the summary table totals information for any multiple value data variable may not add up to the total number of appointments/events.

When a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page.  Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page. 

The process of generating a Calendar Events ReportBuilder report is now complete.

  https://demodb.footholdtechnology.com/help/?12360