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.
NOTE: 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.
To generate and view a form report, complete the following steps, complete the following steps from the AWARDS Home screen:
Reports > FormBuilder ReportBuilder
Charts > Outcomes > FormBuilder ReportBuilder
Administration > Builders & Tools > FormBuilder > FormBuilder ReportBuilder
The initial ReportBuilder Settings page is displayed.
TIP: This selection is not applicable when accessing the FormBuilder ReportBuilder via the Human Resources module.
NOTE: The form selection list is limited based on:
Point of Access - Form selection varies depending 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).
Program - When working with client forms the selection list is limited by program - the list only contains forms available for the selected program, or for at least one of the programs if a program group was selected.
Permission - In order for a form to be included in this list you must have permission to access the portion of AWARDS in which that form is located.
TIP: The location of each form is listed next to it in parentheses to assist you in identifying the necessary form.
When the form location is: |
The "Form Date Range" looks for forms where: |
Face Sheet or Intake/Admission linked form |
The client was active within the date range |
Charting Timetable |
The due date or the scheduled event falls within the date range |
Discharge |
The discharge date falls within the date range |
Service Plans and Progress Notes |
The date of service falls within the date range |
Single-Step Admission embedded form |
The admission date is within the date range |
All Other Locations |
The date the form was created falls within the date range |
If necessary, make changes to that default range using the available From and To fields/date pickers.
TIP: 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.
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 form date range is not saved with reports. You must set it each time the report is run.
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 document detail use of the Income Verification ReportBuilder only, not the corresponding ExportBuilder. For more information on using ExportBuilders, please click here.
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.
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.
NOTE: 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.
NOTE: If you (or a System Administrator) 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.
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 16.
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 16. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.
In all other instances, the FormBuilder ReportBuilder Report Options page is displayed. Continue with step 9.
NOTE: Form fields are listed on this page in the order in which they are found on the form itself.
TIP: The scope of employee/worker-related data variables available to you is based on the rules used by the Employee ReportBuilder. If you don't have access to that ReportBuilder, your options will be limited accordingly.
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.
TIP: If it is not necessary to save the report format and you wish only to view the report contents, please skip to step 15.
TIP: For more information on using the save report format options, please click here.
NOTE: If you chose to send the report to yourself via the Messages module (in step 6), 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 16. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.
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 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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