The FormBuilder ReportBuilder feature enables users to create ad hoc reports from any form built using the FormBuilder and, when applicable, to see a historical overview of form values.

During the process of adding fields to a form, you may have chosen to make one or more fields available when using related ReportBuilders.  If so, you can also generate reports of form data using those ReportBuilders.  When doing so, keep in mind that if more than one value exists for a form field during the report date range used, only the latest value is included in the related ReportBuilder's contents.  To see all values entered in the form over a specified period of time, use the FormBuilder ReportBuilder instead.

For client forms, the FormBuilder ReportBuilder tool can be accessed from within the FormBuilder feature, or directly from the Outcomes module menu.  (The first of these two report access points is limited to use by staff with FormBuilder access, while the second is designed for use by anyone with Outcomes module access.)  For employee forms, this tool can be accessed from within the ReportBuilders component of the Human Resources module, or from within the FormBuilder feature.

To generate and view a form report, complete the following steps:

1. Open the FormBuilder ReportBuilder from one of the following locations, based on your level of access within AWARDS, and the type of form you would like to report on:

• Administration > Human Resources > ReportBuilders > FormBuilder ReportBuilder - For employee forms only
• Charts > Outcomes > FormBuilder ReportBuilder - For client forms only
• Charts > Outcomes > FormBuilder > FormBuilder ReportBuilder - For both client and employee forms

An initial ReportBuilder Settings page is displayed.

2. Click the Program drop-down arrow 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" selections.

This selection is not applicable when accessing the FormBuilder ReportBuilder via the Human Resources module.

3. Click Form drop-down arrow and select the form for which the report is to be viewed.

The form selection list is limited based on the location from which the ReportBuilder was accessed, and may contain only client forms, only employee forms, or a combination of the two (see step 1 for details).  When working with client forms it is also limited by program - the list will contain only forms available for the selected program, or for at least one of the programs if an "All" selection was made.

The location of each form is listed next to it in parentheses to assist you in identifying the necessary form.

4. By default, the report will include only those forms whose data dates and due dates fall within the last 30 days as indicated with the Form Date Range on this page.  In this context, the "form date" varies based on the location of the form you have selected.  In the case of employee-specific forms it is the date the form was created.

If necessary, make changes to that default range using the available From and To fields/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.

Future dates are allowed in the report date range to accommodate things like chart events which may be completed but have done dates in the future.

In the event that you are creating a new report that will be saved, or if you will be using an existing report format that was saved previously, please be aware that the form date range is not saved with reports.  You must set it each time the report is run.

5. Leave the Provide ExportBuilder Options check box unchecked.  It is NOT relevant to report generation.

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 reprots 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 in this document detail use of the FormBuilder ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, click here.

6. 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 check box.  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.

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.

7. Use the Select a saved report format drop-down option at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved 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 check box.

The report format selection list is limited to those formats saved for the specific form selected in step 3.

• 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.

8. 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 18.

If you chose to send the report to yourself via the Messages module (in step 6), a notice will first be 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 18.

In all other instances, the FormBuilder ReportBuilder Report Options page is displayed.  Continue with step 9.

9. The Options page contains a list of variables grouped by type, and includes sections for "Demographics," "General," and "Household" (client forms only), as well as sections for each portion of the selected form.  Click the check box next to each variable to be included in the report, and/or use the availlable Check All options as needed.

Form fields are listed on this page in the order in which they are found on the form itself.

10. Click CONTINUE.  The Report Options - Continued page is displayed.
11. Configure or make changes to 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.

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, click here.

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

If it is not necessary to save the report format and you only wish to view the report contents, please skip to step 17.

13. When saving a new report, in the Report Format Title field, type the name of the report.

We recommend that the title used be indicative of the report contents so that it is easily identifiable when selecting the format for the purposes of running the report in the future.

When working with a previously saved format, the title defaults to the name of the selected report format.  To save the modified report format as a new format and to leave the original format unchanged, enter a new title in this field.  If the default title is not changed, the modifications being saved will be applied to the original format.

Please keep in mind that only the user who originally saved a format and individuals who can save formats for all users can modify that format.  Others can save modified report formats under a new name, but cannot apply the modifications to the original format.

14. Click one of the available Save Report Format for radio buttons to determine whom the report should be accessible by.  Available options are:

• Yourself - When selected, only the user saving the report format has the ability to use or modify that format.
• All Staff - When selected, all staff in the program(s) selected in step 2 have the ability to view the report; however, only you and other individuals with the ability to save reports for all staff will be able to modify or delete that format.

In a single-agency AWARDS database, only members of the "System Administrator" and "Executive Officer" user groups have the ability to save report formats to be used by others.  In a multi-agency/HMIS AWARDS database, the option to save reports for other users is available to the "System Administrator," "CoC Executive Officer," "CoC Executive Support Staff," and "Agency Executive Officer" user groups.  People who are not members of the specified user groups can only save report formats for themselves.

15. Click one of the available Allow Report Format for radio buttons to determine which programs this report format can be used for.  Available options are:

• This Program - When selected, the report format being saved is available for use only by the program chosen in step 2.
• All Programs - When selected, the report format being saved is available for use by all programs, regardless of which program was chosen in step 2.

The All Report Format form options are only available when a single program was selected in step 2; otherwise, the format is saved for all programs by default.

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

If you chose to send the report to yourself via the Messages module (in step 6), a notice will first be displayed on the page to let you know that report generation is in process and that the report will be sent to your Message module upon completion.  You can then navigate away from the page, or wait for the report to complete and then proceed with step 18.

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

To view a printable version of the complete form from which a specific row of report data was pulled, click the preview icon to the right of the row in question. 

The form opens in a secondary window.  Be sure to close that window when viewing is complete.

The process of generating a FormBuilder ReportBuilder report is now complete.

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