Build and save your own report

The builder is for managers and admins. Anyone else sees a message that says an admin or manager is needed.

Steps

1. Open Reporting, then the Builder tab. The page is titled Report builder.
2. Click fields in the catalogue to add them. Use Search fields… to find one. You can mix fields from different sources.
3. Check the selected fields on the right. Remove one with its cross, or press Clear all.
4. Press + Add filter to narrow the rows. Pick a field, an operator and a value.
5. Watch the Preview band at the top. It shows how many rows match. Press Download CSV for the full set.
6. Under Save as report, type a name, choose a schedule if you want one, then press Save.

If it goes wrong

• If the preview shows an error, change or remove the last filter you added. The message tells you what it could not run.
• If saving says a name is required, type a name in the Name box and save again.
• If a field you expect is missing, you may not be allowed to see its source. Ask an admin.

Fields and sources

The catalogue is grouped by source, such as young people, sessions and attendance. Each source has its own colour. The query joins the sources for you, so you never have to say how they connect. The count beside each group shows how many of its fields you have picked.

Fields that only hold an internal code are hidden to keep the list short. Tick Show ID columns above the catalogue if you need them. Fields that identify a person, such as a name or a postcode, can appear in your own preview but are blocked from public funder dashboards.

Filters

Each filter has a field, an operator and a value. For a list of values, separate them with commas. With no filters, every row from the picked fields is included. Remove a filter with the small cross beside it.

The preview and the download

The preview shows up to 200 rows so the page stays fast, and says so when there are more. Click a column heading to sort. Click a row that links to a young person to open their record. Download CSV gives you every matching row, not only the 200.

Saving, pinning and scheduling

• The name is required. The description is optional.
• Schedule can be Off, Weekly (Mondays 07:00 UTC) or Monthly (the 1st at 07:00 UTC).
• A scheduled report emails a CSV and a short summary to the recipients you list. The box asks for user IDs separated by commas.
• Tick Pin to /reporting to show the report on the dashboard for your team.
• Open a saved report from the Saved reports tab to change it. The button then says Update.

Who can see your report

A saved report belongs to your organisation. When a person runs it on screen, they only see the rows their own access allows. A scheduled email is built for the whole organisation, so choose recipients with care.

How it links together

A report reads live records, so it is always as fresh as your team's last entry. Once saved, it appears in Saved reports and can be pinned to the reporting dashboard. It can also be a tile on a funder dashboard, or the evidence for a Theory of Change node. Scheduled reports email the people you list. See the guides on saved reports and funder dashboards.