In order to create a report, log into your account and navigate to Reports > Report Generator and follow these steps.
1) Select the data level.
When creating a custom report you must first decide the level of details that you are looking for. The three options to choose from are:
- Transaction - Results will include a single row per transaction.
- Activity - Results will include a single row per activity per transaction.
- Participant - Results will include a single row per participant for each activity and transaction.
The follow table outlines which fields are available at the different levels.
|Data Level||Transaction Fields||Activity Fields||Participant Fields||Custom Questions Fields||Custom Add-ons Fields|
|Transaction||Included||Not included||Not included||Included||Not included|
|Activity||Included||Included||Not included||Included||Not included|
The default option is Transaction which limits the Available Fields to those fields that are considered at the transaction. Activity and Participant level fields are not available. When generating a report at the Transaction results will be one row per transaction. Your custom defined Questions are available at all data levels. If a question is included and there is no matching answer at the selected level the resulting column value will be blank.
2) Set report date range.
The results of the report will be limited to those between the Report Start Range and the Report End Range fields.
The date range can be applied to one of the following options:
- Use purchase date - Results will be limited to transactions that occurred during the report start / end range, regardless of when the activity is scheduled for.
- Use activity date - Results will be limited to transactions that have activities that occur during the report start / end range.
- Use refund date - Results will be limited to transactions that have been refunded during the report start / end range.
3) Set a text filter (Optional)
Including a text filter is optional. If a text filter is provided the results will be filtered to only include rows that have a column that matches the text filter. Only the fields included in the results are matched against. The text casing does not
matter. Filtering treats all white spaces as an AND operator. For example, entering "john 1/1/2019" would match all rows containing both john and 1/1/2019. You can exclude a value from the results by prefixing it with a minus - sign. For
example, entering "john -smith" would match all rows contain john but would exclude rows containing smith.
4) Select fields to include
At least one field must be added to the Fields To Include to generate the report. The order by which fields are listed will control the order of the columns in the results.
5) Grouping By Fields (Optional)
Grouping by one of the available field is optional.
When you include a field in the Group By Field the results will be grouped based on the unique values for that field. When a grouping is selected a new Total row will be added below each grouping within the results. This row will include the unique value the results were grouped by as well as the count of results within that grouping. Any numeric field included in the Fields to Include section will have their values summed on the totals line. Examples of numeric fields include sub-
total, taxes, service fees, total, etc.
In the below example, results are grouped by “Transaction: Purchase Date”. There is a totals line for each unique purchase date within the report range. Within each purchase like you can see the quantity that made up that grouping as well as the summed taxes and totals.
Note that if multiple fields are included in the Group By Fields the results will be grouped based on the multiple fields. Each grouping will be based on the order of the fields listed in the Group By Fields.
6) Generate the report.
That its. You can easily adjust the report and generate it again.