Advanced Report

The Advanced Report screen allows users to compile, view, and track specific user 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 in the Advanced Report screen, correct and save data from within Advanced Report, and export the report into 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.

Setting the Search Criteria for an Advanced Report

1. In the Users menu, click Advanced Report.

Advanced Report

This navigates to the Advanced Reports screen, where a User search module displays along with More Search Options, as well as a list of available user tabs that can be opened to display the categorized user fields.

Advanced Report

2. Enter user name, user ID number, or EIN in the User text box.

Advanced Report

3. Click More Search Options to use the options that will define a specific subset of users for the Advanced Report. The More Search Options link allows you to specify who you need to pull into the report.

a. As shown in the image, you can define the users by name, id, address, profile, subject area, scope, etc. You can also click on any of the gray arrows next to each header for more options, such as General: In the search shown, only users who have the Teacher Profile will be pulled into the report.

Advanced Report

All of the tabs located on the User Info screens are listed in the Available Fields section. Per each category/screen, there is a pull-down, which contains all corresponding fields. Note: The Available Felids listed are based on Profile permissions; therefore, the options may vary.

You can begin typing the name of a field in the Search Fields text box to quickly locate a desired field without having to click through each header.

Advanced Report

4. 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.

Advanced Report

5. 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.

6. Click the red X to delete any fields included that should be removed from the report.

Advanced Report

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.  

7a. If this report is for all of the schools in the district, select the Search All Schools check box. If the report is to Include Inactive Users, select the corresponding check box. You also have the option to Include Parents via the corresponding check box.

When you search all schools, and select a user, the user's primary school is selected from the Schools pull-down located in the header automatically.

7b. Select the Only Show Most Recent Enrollment check box for the most recent enrollment determined by start date, then end date, and finally by user_enrollment id. When this option is selected:

  • A new user with no profiles assigned (enrolled) at all will not display because there is no enrollment to show.
  • If a user has multiple profiles at one school, it will return the most recent enrollment at that school (there will be one record row for that user).
  • If a user has profiles at multiple schools, it will return the most recent enrollment at each school (there will be one record row for that user at each school).

8. Click Run Report when all of the parameters have been set to run the Advanced Report.

Advanced Report

For more information on conducting a user search, see, User Info.

Running the Advanced Report and Modifying Search Criteria

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.

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 user names to display in your report, click on the user to open the User Info screen in a new tab.

Advanced Report

3. Click Only Display Records with Errors to view all data errors found within the results.

Advanced Report

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.

a. When finished click Save to update any corrected data and/or click Show All Records, which takes the place of the Only Show Records with Errors button.

Advanced Report

4. The Include users without log records in '{$field_name}' check box only displays when a logging field is included on the report. When selected, all users 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 users who have a log record will display in the report. To apply changes once the check box is selected, click Go.

Advanced Report

5. 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.

Advanced Report

a. Click the printer icon to print the PDF. Click the download arrow to download the PDF file to your computer.

Advanced Report

6. 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 Mass Update to open the Mass Update section.

Advanced Report

a. Choose the column to be updated from the pull-down. Then, select or enter the value to be input into the selected field.. In the example shown, all users' W4 Status is being updated to Single. Click Run Mass Update when finished. You will then see your information reflected in the report.

Advanced Report

b. Click Save.

Advanced Report
Saving the Advanced Report for Future Use (Saved Reports)

1. To save the report, click Create Report at the bottom of the screen next to Print.

Advanced Report

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.

Saved Reports

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.

Saved Reports

4. From the Saved Reports screen, you can Run the report or Delete the report.

Saved Reports

5. To publish the report, select the Allowed Profiles and Allowed Schools that should have access. This information will save automatically. Note: The option to publish is based on profile permissions.

Saved Reports

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.

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, select the Create Report button.

a. To save the report with changes made in place of the original report, select Save & Overwrite.

To keep the original report as is and save the change as a new report, select Save as New Report Instead.

Click Cancel to exit and return to the advanced report.

Additional Features

Click Filter to apply filters to the advanced report.

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 being filtered by users' genders that equal Female.

b. Click Add Rule to add another filter rule.

c. Filter Rules can be deleted by clicking Remove to the left of the Rule.

d. Once the Filter Rules have been set, click Run Filter to filter the report results.

e. All Filter Rules can be cleared by clicking Clear Rules.

Advanced Report

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.

Advanced Report

Type directly into the Search text box then press Enter to find any kind of information that is housed with the report.

Advanced Report

To export data to an Excel spreadsheet, click the floppy disk icon.

Advanced Report

Click the headers to sort data. Click once for ascending results; click twice for descending results.

Advanced Report

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.

Advanced Report

Click Filters to further breakdown data.

Advanced Report

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.