To view a report:
- Go to Reports > Reports listing
- All reports are listed on this page, grouped by the component they report on (e.g. Contributions, Membership, Events, etc.)
- Click on the name of the report you wish to view.
There are three types of report criteria:
- Display Columns
- Group by Columns
The options available for these criteria change from report to report. General principles for the different types of report criteria are outlined below.
These check boxes allow you to select the data to be displayed for each record in your report. In most reports, at least one display column is required and cannot be unselected. For example, in the Top Donors report, showing the total amount donated is required. In the Constituent Detail report, showing the contact name is required.
Group by Columns
This is not available in all reports, but it is useful when creating a report which summarizes data, rather than displaying each individual row, and for reports that compare different types of data.
You can specify more than one grouping criteria. When you do this, groupings will be nested based on both groupings. Not all groupings or combinations of groupings will make sense for your data. You may need to spend time experimenting with Group By Columns to become familiar with this functionality.
Note that some Groups By Columns interact with Display Columns and can't be selected at the same time. The system will warn you if you try to make an invalid selection.
Filters are the main way to specify the records that you want to include in the report. For example, running the Membership Detail report without choosing any filters will show you all membership records. You could then filter the report to show all members of a specific membership type who joined last year.
The Date Range Filter
Most reports will have a date range filter. This can be configured in two ways:
- by using an absolute date range, e.g. "1st Jan 2010" to "31 July 2010"
- by using a relative date range, e.g. "Previous Year"
Relative date ranges are very useful for reports that you want to run on an ongoing basis:
- This year gives all records from the start of the current year.
- Previous year gives all records from the previous year.
- Earlier year gives all records excluding this year.
- Ending year gives all records between one year from today's date, and today (really useful!).
- The Ending date ranges are particularly useful when used in combination with Group By Columns. Combining Ending Year with Group By Month gives a report that summarizes data by month for the previous 12 months.