Using the Incidents ReportBuilder

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The Incidents ReportBuilder, located in the AWARDS Reports module, is used to generate customized reports of incident detail. To generate and save an Incidents 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:

  NOTE: Users with the Restrict Incident View data entry/access permission, assigned under Permissions Maintenance, do NOT have access to this ReportBuilder.

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

    1. If you previously bookmarked the Incidents ReportBuilder it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click ReportBuilders or All under "Show Reports."
    2. Use the navigation features in the bottom-right corner to locate the Incidents ReportBuilder in the index, or enter "Incident" in the Search field in the upper-right corner.
    3. Click Incidents ReportBuilder from the reports index.  The Incidents ReportBuilder Settings page is displayed.

    1. 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" or "Custom Grouping" selections.
    2. Because incidents often include more than one participant, there is flexibility in how many times a given incident record is displayed on the report.  Specifically, click one of the Display One Row Per radio buttons to indicate whether there should be a separate row for each incident, or each participant.

  Incident - When this option is selected each incident is listed only once in the report, regardless of how many participants there were for those incidents.  Participant detail in the incident records will be grouped by type; specifically, there will be one field for client participants, one for employee participants, and one for other participants.  Within each of those fields the participant names will be separated by commas.

  Participant - When this option is selected each incident is listed once for each employee and client participant, and once for "Other" participants (when applicable).  Use of this option will allow for inclusion of demographic data in the report for each individual employee or client participant (step 12).

"Incident" is selected by default.

    1. Report contents are limited to records for incidents that took place at some point during the date range specified using the Incidents Date Range fields on this page.  By default, the Incidents Date Range is set for the last month.  If necessary, make changes to that default date range by 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.

  NOTE: 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 date range set here is not saved with reports.  You must specify one each time the report is run.

    1.   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 in this portion of Online Help detail use of the Incidents ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, please refer to the corresponding portion of Online Help.

    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 (in step 11 or 20) - 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 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 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: Saved report formats are associated with a specific "Row Per" selection.  As a result, you will only be able to choose from those that have the same option chosen in step 6.

  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.

    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 21.

  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 21. 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 variables grouped by type, and may include sections for "Participant Demographics," "Incident Details," and "Incident Review Details."  Which variables you have available to you is based on incident reporting rules (for example, access to incident review detail is limited), and on whether you chose to display incident records by participant or incident (for example, if incident was chosen in step 6, participant demographics are not available for selection).

  NOTE: In some instances a FormBuilder form may be located on an incident report as set using the FormBuilder Configuration component of the Outcomes module's FormBuilder functionality.  Fields from that form are included as variable selections on this page if the "Include in Related Reports" checkbox is selected for those fields in the form's setup.  For more information, please refer to the FormBuilder portion of Online Help.

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

  TIP: Please be aware that if participant demographics are included in the report, those fields will only contain values for staff and clients (based on Human Resources and client records, respectively), and will be blank for "Other" participants.  Additionally, unless you have one of the HR data permissions, participant demographics for employees will be blank on the report even if selected here.

    1. Click CONTINUE.  The Report Options - Continued page is displayed.
    2. 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.

  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 settings made on this and the previous pages so that the report can easily be re-generated 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 only want to generate the report itself, 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 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.

    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 that 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.

  TIP: To view a read-only version of the complete incident record from which a specific row of report data was pulled, click the preview icon to the right of the row in question.   The incident opens in a secondary window.  Be sure to close that window when viewing is complete.

The process of generating an Incidents ReportBuilder report is now complete.