In addition to the pre-made reports, there are features on the Administrative side that allow staff to create reports on an as-need basis. There are tools that allow staff to include or exclude data from the custom report to be generated.
A List View is the part of the system that displays a default group of columns for the module you are viewing along with 3 tools in the top right. The Column tool allows you to add or remove columns to the list view. The Column tool is represented with an icon of two small white boxes. The Catalog/Season tool allows you to filter the data being displayed. The Catalog/Season tool is represented with an icon of a book. The Advanced Search tool allows you to narrow or expand the data being displayed. The Advanced Search tool is represented with an icon of a magnifying glass with a plus sign in the center.
To use the Advanced Search feature, follow the steps below:
- Point to the desired module (Child Care, Courses, ECFE or Facilities).
- Select the desired choice from the menu (Child Care > Contracts, Courses > Course Sections, ECFE > Enrollments or Facilities > Requests)
- Select View All to see the entire available list.
- Use the Column tool (with the icon of the two small white boxes) to select/deselect any columns you wish displayed.
- Use the Catalog/Season tool (with the icon of the book) to add or remove Catalogs/Seasons.
- Use the Advanced Search tool (with the icon of the magnifying glass with the '+') to filter data (include or exclude).
- Once the list has the desired data, select Reports in the top left (near your name).
- Select the desired report(s) then select Run Selected Reports.
- Update any of the data fields and select the desired output format.
- Select Continue.
- When the report is finished running, select the Download Finished Report(s) to view, save and/or print. Select Send via Email to send as a link via email.
The List Data Export report allows you to create an Excel file of the exact data being displayed in the list view on the screen. The List Data Export report allows you to capture the current data or to manipulate it in Excel as needed.
With the desired filtered list visible on the screen, use these steps to create the report:
- Select Reports in the top left (near your name).
- Select List Data Export report from the choices in the left column.
- Select Run Selected Reports.
- You can add or remove columns here if needed.
- When the desired columns are displayed, select Continue.
- When the Download Finished Report changes to green, select it to open the Excel file.
Saving List Views
A filtered list view can be saved to be accessed without having to re-create it.
To save a filtered list or search, with desired list visible on the screen, use these steps:
- If you haven't filter the view/list, select the Advanced Search tool in the top right. The Save button will be displayed on the left (near your name).
- Select Save in the top left.
- Type a name for the search (i.e. Wait List Contracts). Important Note: Only select the check box to Make this your default search if you want this specific filtered list view to always be displayed immediately as soon as that list view is selected. Using the default will limit the responses that you see each time you open that list view. You can save as many filtered views as needed, but only one can be set as the default so use Default option with care.
- Select Save. Note: If the save is not active, the system may be continuing to try to load the results. If you select cancel then ensure the word Loading is not displayed in the top left (you may have to refresh), you can then attempt the save again.
- To access this filtered list, point to the desired module (Child Care, Courses, ECFE or Facilities).
- Select the desired choice from the menu (Child Care > Contracts, Courses > Course Sections, ECFE > Enrollments or Facilities > Requests)
- Use the X or select View All to see the entire available list.
- Select the Advanced Search tool (with the icon of the magnifying glass with the '+')
- On the left, change the New Search drop-down and choose the desired one with the name given for the saved search. The desired filtered list will be displayed.