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Understanding the report menus

Scott Feather
  • Updated

This article will help further your understanding of the report menu’s, allowing you to shape a report for your needs. We recommend using the Futures Recommended Pinned Reports. However, if you want to dive deeper and create your own report this guide will help you get started.

To access the report menu,

  1. Open the 'Manage Workspace' menu (three cogs icon).
  2. Select 'Reports'.

In this menu you can:

  • Create your own report by selecting the 'Create report' button.
  • Copy a Futures Recommended Pinned Report to your My Reports.

Summary

The summary page gives you an overview of the report information.

  • Name.
  • Type.
  • Scope.
  • Data.
  • Format.
  • Number of Runs.
  • Date Last Run.

You have the option to Run the Report.

If you are not the owner of the report, you have the option to Copy the Report to your My Reports which will allow you to edit the filters specifically for your needs.

General

You can edit the report name and description using the text entry fields.

You can set the parameters of the data used within the report and define who can access the report. 

Please include your workspace name in any report titles of copied and created reports in your My Reports.

Data to report on

  • Users - Membership information of your workspace users including last visit, date joined and region.
  • Workspace Content - All content on the workspace who created it and last modified. Permissions. Forum messages and document comments.
  • Changes to Workspace Content - Linked to the audit log tracking users’ actions across content.
  • Views of Workspace Content - Previews and downloads of all documents in the workspace.
  • Summary of Workspace Member Visits - How many unique member visits per day, week and month on the workspace.
  • Database Contents - Report on any database you have created on the workspace.
  • Survey Responses - Report on any survey you have created on the workspace.

Please note, if you are copying a Futures recommended pinned report do not change the data to report on field as this will remove fields necessary for the report.

Scope

If you select – The Current workspace (your workspace name) this will mean that the other managers of your workspace will be able to edit and delete this report. This report will not show in the All Reports for any other users. You can pin this report.

If you select – The workspace that is active when the report is run, this report will be locked to you, however it will be listed in the All Reports for other users to run or copy, but they cannot edit or delete the report. You cannot pin this report

Display Type

We run our recommended reports as tabular so they can be manipulated in Excel document.

Format

The output options for running the report are:

  • Select when running the report
  • Web browser
  • PDF
  • Microsoft Excel
  • CSV
  • JSON

Fields

Depending on which selection you made for the Data to Report On the field group options will be different.

For simple reporting, it is recommended to select 'None' in the How many levels of data grouping do you want in this report? Dropdown.

The fields selected in the Report Data will be the outputs in the report you run.

To understand what the key definitions are for the fields please see Key Field Dictionary A-Z.

Sort

You can choose the order you want the data to appear in by using Data Ordering.

You can sort by up to 6 field categories.

To sort the data:

  1. Select a field by Opening the 'Sort By' Dropdown and select the field you want to order the data in.
  2. Open the Ascending Dropdown and select 'Ascending' or 'Descending' depending on how you want the data to show in your report.
  3. Repeat as necessary if you wish to order further fields.

Filter

Filter Conditions

The filter menu allows you to manipulate the reports to your specific needs by removing or focussing on specific information. You can apply date, or other reporting field filters to help refine the results in your report. Not all fields can be filtered.

To add a filter select 'add a new condition'.

This will bring up all the fields which can be filtered

Filter Types

  • Add Any group – Add multiple filter conditions into an any group depending on your report needs.
  • Add All group – Add multiple filter conditions into an all group depending on your report needs.
  • Select - Yes / No
  • Multi tick box – Any / None of the following
  • Text field - Contains / Does not contain / starts with / does not start with / is / is not / is blank / is not blank
  • Numeric – is / is greater than / is at least / is less than / is at most / is not equal to / is empty / is not empty 
  • Date range

When filtering by a field option that has a date option you can use any of the pre-defined date ranges such as last year or this month. 

However, to search within a custom time frame follow these steps:

  1. Select 'specific dates' and add two filters
  2. Add the filter 'is on or after' option and enter the date you want the report to begin from. 
  3. Add the second filter and use the 'is on or before' option and enter the date you want the report to finish.