The Advanced Report screen allows users to compile, view, and track specific student data. The More Search Options feature is used to narrow the criteria for search results that will pull into the report. Users can filter data, correct and save data from within Advanced Report, and export the report to an Excel or a .pdf file for printing. The parameters and search criteria set in an Advanced Report can also be saved for future use, and can be easily accessed from the Reports menu.
The Saved Reports screen and My Reports section of the Reports menu work directly in conjunction to Advanced Reports; however, for information specifically on these screens, see Saving the Advanced Report for Future Use (Saved Reports) and Additional Features.
1. In the Students menu, click Advanced Report.
This navigates to the Advanced Reports screen, where a Student Search displays in addition to More Search Options, as well as a list of available student tabs that can be opened to display the categorized student fields.
2. Click More Search Options to use the options that will define a specific subset of students for the Advanced Report. More Search Options allows you to specify who you need to pull into the report.
a. The More Search Options feature displays as a pull-down where all applicable menu and menu options are displayed and can be used to conduct a search. Once a specific menu option is selected, additional search options can be entered or selected to conduct the search.
Type the name of a field in the Search text box to quickly find a menu or information by which you want to filter/search. For example, you can type in "code" to yield results in Discipline, Florida Fields, and Student Fields.
In the example shown, Absences > Daily Attendance has been selected allowing you to choose Absent Codes, set a Timeframe Between to dates, and Days Absent Between two dates.
b. Click the More Search Options pull-down to select as many search filters as needed. In the example shown, Test History has also been selected.
c. To remove a filter, click the black minus sign (delete button).
d. Some filters will allow you to duplicate the data. Click the black plus sign (add on) to duplicate the filter and filter by different data.
You also have the ability to save searches, create student groups, and apply previously saved searches here. See Searching for Students for details.
If the Default User Preferences and/or My Preferences setting, "Use Legacy Search," is enabled, you have the option to use the legacy search or to use the new search. The Legacy Search is available by default to users on v.11; if the district is on v.11, the New Search will not display.
In the Student Search, to use the original search screen, click Use Legacy Search.
Note: The Legacy Search has been removed in version 12.0.57.
3. To run the parameters against a Student Group, select the applicable group from the corresponding pull-down.
4. Select the Search All Schools check box to include students from all schools in your search.
When you search all schools, and select a student, the student's primary school is selected from the Schools pull-down located in the header automatically.
5. Select the Include Inactive check box to include students who do not have an active enrollment record at the selected school or all schools (if Search All Schools is selected).
6. Select the Previous Years check box to include previous year of inactive data in your search.
7. Select the Use Most Recent Enrollment check box to use the most recent enrollment records when conducting a search that includes inactive students.
8. Click Hide Filters to hide all the filters including hard-coded filters such as Search All Schools, and added filters such as Test History from the screen. Clicking Hide Filters will not delete the application of the filters when your search is conducted, it only hides them from the screen.
a. Click Show Filters to displays all filters again.
9. Upon locating the fields/information you’d like to display in your report, you can drag and drop any of the blue boxes into the Fields to include in Report section. You also have the option to simply click on the green plus sign in order to add the field.
10. Select as many fields as you would like displayed in your report. Once all fields have been selected, you can rearrange the fields to determine how the information will be displayed in the generated report by dragging and dropping. You also have the ability to delete any selections made by clicking on the red X.
Only one logging field can be included on the report. If more than one logging field is added, a warning message will display at the top of the screen.
11. Click Run Report when all of the parameters have been set to run the Advanced Report.
For more information on conducting a student search, see Searching for Students.
1. Once the report has been run, click Modify Report at the top left of the screen to return to the previous screen and modify the parameters of the Advanced Report.
When modifying the report, all criteria set through the More Search Options feature will need to be reentered/reselected.
2. If you’ve selected student name to display in your report, click on the student to open the Student Info screen in a new window.
The student's name will be locked in the first column while scrolling through the report if there are 11 or more columns in the report, ensuring that names remain visible when navigating through large datasets.
3. Click Filter to breakdown the advanced report to display a specific set of data.
a. The field columns in the report will appear as options in the Filter Rules pull-down. To filter the Advanced Reports results, select the field, condition, and criteria by which to filter. In the example shown, the report is filtered by course titles containing eng.
b. Click Add Rule to add more than one filter rule.
c. Click Remove to delete a filter rule.
d. Once the Filter Rules have been set, click the Run Filter button to filter the report results.
e. All Filter Rules can be reset by clicking the Clear Rules button.
4. Click the Only Display Records with Errors button in the top right corner of the screen to view all data errors found within the results.
a. Notice that a red box marks errors. These errors can be corrected directly from the Advanced Report screen. All fields underlined in blue or containing a calendar icon can be modified.
b. When finished click the Save button to update any corrected data and/or select Show All Records, which takes the place of the Only Show Records with Errors button.
5. The Include students without log records in '{$field_name}' check box only displays when a logging field is included on the report. When selected, all students who match the search results will display, regardless of whether or not they have a log record. If this check box is left cleared, only students who have a log record will display in the report. To apply changes once the check box is selected, click Go.
6. To save a hard copy of the data, you can print the report. Click Print at the bottom of the screen next to Create Report.
7. Click the print arrow for additional printing options.
a. Select a Template from the pull-down, if applicable. Template are created by the district via Setup > Letterhead Templates. Then, click Print.
b. Select the Small Font check box to change the font size upon printing. Then, click Print.
c. Select the Print Preview check box to preview the advanced report before printing. Once previewed, clear the Print Preview check box before clicking Print mentioned in step 6 in order to print the report; otherwise, clicking Print will only open the preview.
8. Depending on the fields selected in order to pull data, you may have additional options at the top of the screen. For example, in the report shown, scheduling data has been pulled; therefore, you may also have the option to set a Schedule Effective Date and Include Inactive Student Schedule(s).
a. To set a date, use the month, day, and year pull-downs or click on the calendar icon. Select the check box to Include Inactive Schedule(s). When everything has been set, click on the Go button.
9. Since the Advanced Report module gives you the ability to edit select fields, you also have the ability to Mass Update columns of information. Click the Mass Update button to open the Mass Update section.
a. Choose the column to be updated from the pull-down.
b. Enter or select the value; in the example displayed, select the Immunization Status from the pull-down.
c. Click Run Mass Update when finished. You will then see your information reflected in the report.
d. Click Save to apply mass updated changes.
10. You can also use the Search text box to find any kind of information that is housed with the report. In the example displayed, "elect" has been entered to displayed all electives in Grad Subject. Type directly into the Search text box then press the Enter/Return key.
1. To save the report, click Create Report at the bottom of the screen next to Print.
Saving the report doesn’t save the results. The data pulled updates in real time every time you run the report. To save the results, you can Print the report as described in Running the Advanced Report and Modifying Search Criteria,. For more ways and information on saving the results, see the section on Additional Features.
2. Clicking Create Report navigates to the Saved Reports screen where you can title and save the report.
Enter a Report Title, and click OK to save.
3. As explained, once the report is saved, it will be accessible from the Reports menu where you can run it at any time. As shown in the image, you can click directly on the report under My Reports or click on Saved Reports to edit the report and run it from this screen. You can also publish the report for other users from the Saved Reports screen.
4. From the Saved Reports screen, you can run the report or delete the report. To publish the report, select the Profiles and Schools that should have access. This information will save automatically. Note: The option to publish is based on profile permissions.
If needed, click in the Title field to edit the name of the report. You can come back to this screen at any time and edit the title and corresponding information.
5. To view all reports that have been published and made accessible to you by other users, click on the Published Reports tab. Note: Depending on your profile permissions, you may or may not be able to edit Published Reports data.
6. To make changes to a saved report, run the report, then click Modify Report. Make any necessary changes and click Run Report. To save changes, click the Create Report button.
a. To save the report with changes made in place of the original report, click Save & Overwrite.
b. To keep the original report as is and save the change as a new report, click Save as New Report Instead.
c. Click Cancel to exit and return to the advanced report.
To create reports that include student ID barcodes, click the Student Demo tab or the applicable Demographic tab. Click the green plus sign to add the Student ID Barcode to the Fields to include in Report section.
Upon generating the report, the barcode displays, as shown in the image below.
If a protected student is listed in the report, address, contact, and school fields will all be HIDDEN; all other fields will be visible as normal. If you have the appropriate profile permissions (Users > Profiles): View Protected Students, Edit Student Addresses, and Edit Student Contacts, no information will be hidden for protected students. For more information about setting up protected students, see Student Fields: Protected Student.
If you have permission to edit a student's profile, the Profile field is editable in Advanced Report when included in the report; the Profile field is also available upon conducting a Mass Update.
The first five numbers in student Social Security numbers are masked with asterisks. The profile permission View Full SSN, enabled via Users > Profiles > Students tab, allows users to view the full Social Security number for students. Note: If Social Security numbers are present in a report, they are read only and cannot be edited from here.
Click the Message icon to send a message to the displayed students via Communication.
In order for the Message icon to display, the Student ID field must be included in the Fileds to include in Report section upon generating the report.
Note: Upon pulling students from the Advanced Report into Communication, any applied Filters remain. In the example displayed below, only students in Grade 10 who have less than 2 Days Absent YTD will be pulled into the Recipients pull-down in Communication.
Use the Filter text box located at the top of each pull-down for a quick search. Begin typing the name or number of the desired field.
a. Select the Exact check box to display results that have an exact match only and hide partial matches to the entered text.
Click Check all to select all check boxes displayed. Click Clear to clear all selections made/check boxes selected. In the example shown, students scheduled into all art courses will be pulled.
Another way of saving data is by exporting it. To export data to an Excel spreadsheet, click on the floppy disk icon.
Click any of the headers to sort data. Click once for ascending results; click twice for descending results.
Enter a Search word in the provided text box to search the data for information. The listed data displays by relevance.
To make the report full screen, click on the expansion icon (four arrows) next to the Search text box. Once in full screen mode, click the icon again to exit full screen.
The Saved Reports screen contains several different features, such as the Export section. To export report data to an Excel spreadsheet, click on the Excel icon in the Export section.
The Saved Reports screen contains several different features, such as the Export section. To print data, click on the Printer icon in the Export section.
Click Filters to further breakdown data.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Select the gray arrow for more filtering options.
For more information, see Filters.
When the report generates more than 1000 results, leading to pagination, a pop-up window displays when you attempt to use Filters, informing you that all results must be displayed on the page for the filters to function as expected. Click Display All Results to display all records at once in order to filter through results.
