This scribe will cover how to add filters and format a report to your preferences. \
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While the filters and data available in a report varies from report to report, there are general similarities which will be covered in this scribe.
Default Filters
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Review any pre-applied filters from EveryAction, such as a "Date Submitted" range, and remove if these are not applicable for your report by clicking "x".
Some reports include date-restricted filters that cannot be removed. Read the description under the report title to find these restrictions.
Examples:
- Activist Codes Report is restricted to codes applied in the last 30 days
- Contact History Report only shows up to 14 days of contact history at a time (within any 14 day span)
- Event Participant Report is restricted to events within the last 365 days
- Email Performance Report is restricted to only view results for targeted emails sent within the last 13 months
- Survey Response Report is restricted to only view responses submitted within the last 30 days
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By default, the report will be generated from either ALL CONTACTS or MY LIST. \
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See the Edit Filters section below to update the list used for the report.
To learn how to create a Saved List/ Search to pull into Applied Filters instead of "All Contacts", see the guide "Create a List/Saved Search | Fundamentals" in the [Create a List](https://www.clctoolbox.org/courses/create-a-list) course.\
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By changing the default to a specific search/list, only those contacts will appear in your report. For example, you can look at an Advocacy Report for major donors \
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Similarly if you select "My List", the report results will change depending on who is in your "My List" when viewing the report.
Add/Edit Filters
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Click EDIT FILTERS to add or change the filters applied to your report.
The filters available will depend on what kind of report you are generating.
For example, an Event Participant Report will have filters related to events (Event Type, Attendee Status, Attendee Role, etc) whereas an Advocacy Report will have filters related to advocacy forms (Targets, Delivery Status, Is Custom Message, etc).
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The Contact Records field determines the contact list the report pulls from.
All Contacts is the default and is the most commonly used. This means the report will pull from all the contact records in your database. Click ALL CONTACTS to view a dropdown of other options.
Click MY LIST to view results from the records currently saved to your "My List."
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If you have any Saved Searches, you can also pull a report based on those contacts. Click any SAVED SEARCH you wish to report on.
Saved Searches will appear with a circular arrow next to the name.
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If you need a different segment of contacts for the report, click CREATE A LIST.
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Use the SEARCH FOR A FILTER search bar to find additional filters. Or, click the ARROW (>) to drop-down lists of all available filters.\
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(This shows filter options for an Event Participant Report. Filter options change per report type.)
When adjusting any date filters, you have to click APPLY in order for the filter to be adjusted. If not, it will revert to the default setting.
You can also chose preset ranges such as Today, Yesterday, This Quarter or Last Year.
Some fields can be filtered by whether they are empty or not. This can be especially helpful when reviewing data hygiene and identifying missing (empty) fields.\
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Click MORE OPTIONS under the field and select IS EMPTY or IS NOT EMPTY.
In this example, to view all grants without an assigned proposal manager, we can click IS EMPTY under the Proposal Manager field.
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Click RUN REPORT to refresh the results after adding filters.
Add/Remove Columns
You cannot add/remove columns to grouped results.
If EDIT COLUMNS is greyed out, un-group your results to add/remove columns as necessary and then re-group.\
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To learn more about "Group By" see the Group Results section of this guide.
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Click EDIT COLUMNS.
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Click the check box next to any field to add it to the report, or de-select any field you don't want to see.
