To generate and save a Referral Agencies 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. Click Administration from the left-hand menu, and then click Builders & Tools.  The Builders & Tools fly-out menu is displayed.
2. Click Referral Agencies.  The Referral Agencies index page is displayed.
3. Click the Referral Agencies ReportBuilder link on the left-hand menu.  The Referral Agencies ReportBuilder Settings page is displayed.

 

4. Because referral agency records can contain multiple contacts, there is flexibility in how many times a given referral agency 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 agency or contact.

  Agency - When this option is selected, each referral agency is listed in the report only once, regardless of the number of contacts it contains.

  Contact - When this option is selected, each referral agency is listed once for every contact recorded in the agency record.  If an agency has no contacts, that agency does not display on the report.  If an agency has multiple contacts, each contact displays on his/her own report row.

5. 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 Referral Agencies ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, please 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 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.

  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. 

7. 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.

  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. 

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 15.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 6), 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 15.

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

9. The Options page contains of referral agency data variables, and - depending on the selection made in step 4 - may also display variables for referral contacts. 

  NOTE: A section for "Date Parts" - common to all ReportBuilders that have date variables available for selection - is also included on this page.  It is 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). 

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

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.

  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, click here.

12. 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 13.

13. 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.

14. Click DISPLAY REPORT.  The report is generated and displayed on the Referral Agencies ReportBuilder page.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 6), 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 15. 

15. 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, click here.

The process of generating a Referral Agencies ReportBuilder report is now complete.

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