Ad Hoc Report Tips
- Use functions to calculate unique counts (ex. request id, organization id, payment id, eg rquest id), counts and calculate amounts (ex. grant amount, payment amount, match amount)
Report Filter Tips
Report filters should always be used, otherwise the system will pull all the data in the client’s account. The effective use of filters is critical to obtain the desired information. Carefully review the following:
- Use only relevant filters. Over-filtering can unexpectedly limit information in a report. Leave a filter blank or set it to the default value, “(All)” or “(None)”, if the field is not relevant to the selection of data.
- Values within the same filter are inclusive. A multi-select filter allows a user to pick multiple values. If a user chooses a multi-select filter, such as Proposal type, and selects both “Matching Gift” and “Disaster Relief” as values, the report returns requests where the value for Proposal Type is “Matching Gift” OR “Disaster Relief”.
- Values in different filters are exclusive of one another. If a user uses more than one filter, the data must satisfy all the criteria. For example, if filtering on State of “Massachusetts” and Request Disposition of “Approved”, the report displays information that meets both criteria: organizations located in Massachusetts AND requests that are approved.
- The availability of budget information is based on a user’s budget line security access. Important: Contact the client administrator to alter the user security level or to receive access to a particular budget.
- The Budget Year filter selects all budget lines within a given year. Lists of all payments coming from the budgets accessible to the user are returned.
- When balancing the budget, use only the Budget Name and Payment Status. Other filters (date fields, amount, geography, or ownership) may exclude payments from the report.
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Important: If the results of your report is greater than 250,000 rows in excel format, then the user will be required to use additional filter criteria to limit the amount of data that is being returned in the report.
