Editing a Report

The Report Builder is your area to customize existing reports or create new ones.

Scenario:
You want to create a customized roster report for your staff. The default report includes irrelevant columns (like “Product Name” and multiple ID fields), and you’d like to filter it to always show only 15-year-olds and be able to select the Event each time it's run. You also want the report sorted by "Date Ordered" by default.

Steps to Edit a Report

1. Access the Report Builder

Go to: Settings > Legacy Reports

Under the "Reports" screen, locate the system report called Roster Report and click Edit.

2. Clone and Rename the Report

• Click Clone to make a copy.

• Rename the report to something meaningful.

• Click Save.

This creates a custom version you can now modify.

3. Make the Report Available to Staff

• Check Staff to make it available to Staff members.

• Optionally check:

  • Coordinator to allow Organization Coordinators to use it.

  • Product Screen to show it on the Product Main Tab.

Note: These options only appear for product-based reports. For example, the Accounts Report doesn't support these settings.

4. Rename a Column

To rename “Product Name” to “Event”:

• Click Edit next to the Product Name column.

• In the Custom Column Title field, enter Event.

• Click Save.

5. Hide Unnecessary Columns

• Return to the report by clicking the breadcrumb at the top or click Cancel.

• Uncheck the Visible box next to any column you want to hide (e.g., unused ID fields).

• Click Update Visibility.

Tip: Hiding fields helps declutter reports without deleting data.

6. Make a Field Selectable When Running the Report

If you want staff to choose a product (event) each time:

• Click Edit on the IDProduct field.

• Ensure Always Ask is selected with the = (Equals) operator.

Operator Guide:

• =: Exact match

• <>: Not equal

• <, <=, >, >=: Numerical comparisons

• Like: Text search (e.g., part of a name)

• Between: Range filter

7. Add a Filter for 15-Year-Olds

To always show 15-year-old participants:

• Click Edit on the Participant Age field.

• Choose = as the operator.

• Enter 15 as the filter value.

8. Add a Default Sort Order

To automatically sort by Date Ordered:

• Click Edit on the Date Ordered field.

• Set the Sort Order to 1 (primary).

• Use 2, 3, etc., for additional sort levels if needed.

9. Adjust Field Formats (If Available)

Some fields (especially date fields) allow format changes:

• Choose from options like Date, Date and Time, or Time under the Format dropdown.

Accessing the Report

• Staff Members: From their schedule, click a calendar item > Reports button.

• Coordinators: Can access if the Coordinator box was checked.

• Product Tab: Click Product Reports if Product Screen was enabled.

Creating a New Report from Scratch

1. On the Reports screen, select a Base Report type.

   Each type has its own available fields and forms.

2. Name your new report in the title field, then click New Report.

3. Select your report from the Edit Report list.

4. Choose which forms to include.

   Not all form types are compatible with all reports—some boxes may be uncheckable.

5. (Optional) Enable locking to prevent others with admin rights from editing.

6. Click Save.

Adding Forms to a Report

If you include a form type:

• All its questions will appear as columns.

• Unanswered fields will be left blank in the report.

Pro Tip:

If you find a system report that's close to what you need, clone it and customize the fields. It’s quicker than building one from scratch and ensures you're only seeing the data that matters.