Reports - Overview and Basics

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There are many types of reports already seeded in your database. They cover just about every basic reporting need. This means that you are never more than three or four clicks away from gaining powerful insights into any area of your platform.

Reports can be easily formatted and filtered. You can reformat them as much as you want. Conveniently, you can edit filters on the Run Screen to quickly look at different data sets.

Getting Started

Login into the Administrative Console of your Database and click the Reports button. You will see a list of all of seeded reports.



Running a Report

To run a Report, select the Visualize Report button on the Reports page.

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This will open the Visualize Report window, where you can view when the report was last run. On this window, you can select the Visualize Report button to view the report in the browser window, select the Download Raw Data button to view the report in an Excel document, or select the Mail button to run the report and have it emailed to a list of recipients.

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Viewing the Report

With the report open in the browser, you can filter columns by using the filter options on the right, open the report in a new tab (Open in New Tab button), or export the report into an Excel file (Export button).

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Selecting, Formatting, Filtering, and Data Fields

To change what information is pulled back on your report, you will need to edit the Report Fields. To do this, select the Edit Fields icon (this icon can be found throughout reporting and will always have the same function).

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This will open the Report Editor window where you can select and format data fields for the report. Every selected item in the Data Sources will appear on the report. 

Important! When you create a report, you will be asked to select a Report Type. The Report Types will narrow down the available Data Sources. Some Data Sources will be unavailable to use depending on which Report Type is selected. If you are struggling with creating a report, please reach out to Configio Support.

Data Sources

Data fields are grouped by their source (these are called Data Sources). Each Data Source has available options that can be selected to be included in the report, or unselected to be removed from the report.

Pro-Tip! Hover over a field to see a tooltip containing its description. If you don't see the field that you are looking for, use the search fields at the top of each Data Source (to search for fields within the Data Source) or the search field above the Data Sources to search for fields in all available Data Sources. 

You can use the Check All button to include or exclude all fields in a source. If no fields from a source are included, then you can remove the source via the X icon on the Data Source. 

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Select Save when you are done to save the report or Save & Run to save the report and visualize it. To add or remove Data Sources select the Add/Remove Data Sources button. Select the tabs to add sources from the System Sources, from Forms, and from Account Membership Groups, Peer Groups, and Custom Report Fields (these must be built out ahead of time). Select the source that you want to add and uncheck any source that you want to remove. Select the Save Data Sources button when completed.

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Filters are a great way to refine your reports. To do this, select Enable Filters under the Filter Data header. Here, you can add individual or group and/or filters. And filters will pull back all information that meets both criteria, while Or filters will pull back all information that meets either criterion. If Ask Me is selected, the filter can be updated on the Run and Schedule menus.

Example: if you wanted to pull a report on all active discounts greater than or equal to 50%, you would use the following configuration:

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However, if you wanted to pull all discounts that are Inactive or are about to expire, you would change to an Or filter, choose Discount is Active is False OR Discount End Date is less than (upcoming date). This will pull all inactive discounts and ones that will expire soon:

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Running Your Report with "Ask Me" Filters

You will see the Run Report screen. If you included an "Ask Me" filter on the Edit Fields screen, you can update the value here, and then run or download the Report. 

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Important! While most features of Reports can be easily mastered by people with basic computer skills, other features (by their very nature) are quite technical. In particular, creating Data Filter Rules is technical. This may result in Filters behaving contrary to initial expectations. After Running a Report with a new Filter, please review the Report to determine whether or not the Filter behaved to your expectation. If it did not, please adjust your Filter and try again. If problems persist, or for any other Report Setup questions, please contact Configio Support.

If you aren't sure if the filters and data sets you've selected are correct, you can view a preview of the report with fake data in the Preview Data section:

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Formatting the Report

You can further customize the report by rearranging the column order, renaming the columns, sorting, and hiding columns.

Order columns by dragging and dropping fields. The first field will be the "A" column, the second will be "B," and so on.
To change the name of the column header, insert the desired name into the Alias field.
Changing the Sort Order will change how the data rows are arranged. Input or toggle a sort order, and choose ascending or descending. The Report will sorted by the "1" field, then by the "2" field field, and so on.
If Visible is selected, the column will default as unhidden in the Excel document. If Visible is unchecked, the column will default as hidden in the Excel document, but can still be opened.
If you decide a specific column is no longer needed, you can select Delete to quickly remove the data from your report.
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As always, it is recommended that you Save often when making changes or creating a report. 

This knowledge article provides information on specific Configio features. To ensure continuity with documentation and product functionality, Configio reserves the right to amend or update this knowledge article as needed. For more information, reach out to Configio Support.

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