Running and Modifying Reports

DataPlus includes a library of standard reports for users to run quickly and easily. The reports that appear will be based on the modules your agencies have licensed.

You may see a report in your list that aren’t applicable to you. If you do not have security rights to see the data included in the report, it will be blank.

To run a report:

1. Select Reports in the menu pane or...

   

   If you are on an index screen, select the Options menu icon and then select Reports.

   

   If you are on a detail screen, select the Reports icon.

   
   

2. Set the toggle filters or use the search to find the existing report you want to run.

   

   1	Standard reports are ones that Sandata provides.
   2	My Agency reports are ones that you or other users at your agency created.
   3	My reports are the ones that you created.
   4	Favorites are the ones that you set as a favorite.
   5	View only the reports that are scheduled to automatically run on a specified frequency.
   6	"XYZ" only reports are the reports related to the Index screen or Detail screen you were on when you opened reports. For example, if you were on Clients these will be Client only reports and if you were on Employees these would be Employee only reports.
   7	Select the arrow next to Category to show and hide groups of reports based on the modules your agency licenses: Time Tracking, Staff Scheduling, Client Care, Employee Care, etc.
   8	Select Help icon to access links to the Learning Center and a related eLearning tutorial.
   9	Search for a report based on the report name, tags, etc.
   10	View the results of any reports that you have scheduled (and have run).

3. Select the Sort by list beneath the Reports title bar to change how you want to sort the list of reports.

   

4. Select the Sort order list to sort the list of reports in either ascending or descending order.

   

5. Select anywhere on the card of the report you want to run to open it.

   

   If you want to:

   • Change the Layout, go to Step 6.
   • Modify the Layout, go to Step 9.
   • Set the report Settings, go to Step 11.
   • Set the report Filters, go to Step 12.
   • Set the report Sort Order, go to Step 14.
   • Set the Subreport Filters, go to Step 18.
   • Set the Subreport Sort Order, go to Step 22.
   • Set the Report Style, go to Step 26.
   • Set the report Titles, go to Step 28.
   • Split the report, set the file type or email the report, go to Step 30.
   • Save the report or layout changes, go to Step 32.
   • Run, download or send the report, go to Step 34.
   • Exit the report wizard, go to Step 35.

6. Select the Layout banner if you want to change which layout the report is using.

   

7. Select the Change Layout button.

   

8. Select the new layout you want to use instead.

   

9. If the selected report is using a simple layout, you can select the Columns banner to modify the layout.

   

10. From here you can add, remove and reorder the properties that appear in report layout. See Creating New Reports for details.

    

11. If the selected report has settings, the Settings section will be open and you can select the arrow next to the setting to set it as you would a filter.

    You will see an indicator if you are required to enter a setting to run the report.The Run Report button will be disabled until the setting is entered. See Setting Filters for additional information on setting filters.

    

12. Select the Filters banner to open the filters section.

    

13. Set or add additional filters. See Setting Filters for details on setting filters.

    

14. Select Sort banner to view the sort section.

    

15. Select the + to set or change the sort settings.

    
    

16. Select the properties you want to sort on and select the X when finished.

    
    

17. Rearrange the sort properties or change to sort in Descending vs Ascending order.

    

    1	Enter a number in the Top box to limit the results to that number.
    2	The properties appear in the order that you added them. Select the handle to drag and drop them in a different order.
    3	Select the arrow icon to sort the report results in descending order. Select it again to sort in ascending order.
    4	Select the Minus icon to remove the property from the sort.

18. If the report you selected has subreports, select the Subreport Filters banner to set the subreport filters.

    

19. Click the Select Subreport button.

    

20. Select the subreport you want to set the filters for.

    The filter icon next to the subreport indicates that there is already filters set for that subreport.

    

21. Set or add additional filters for the subreport. See Setting Filters for details on setting filters.

    

22. If the report you selected has subreports, select the Subreport Sort banner to set the subreport sort order.

    

23. Click the Select Subreport button.

    

24. Select the subreport you want to set the sort order for.

    The sort icon next to the subreport indicates that there is already a sort order set for that subreport.

    

25. Select the + to add the properties to sort on just as you did for the main report.

    

26. Select the Report Style banner to view the style settings.

    

27. Select Default Report Style to use the one set in User Settings/Database Settings, No Report Style to not use a style or select the specific style you want to use.

    

28. Select the Titles banner to view titles.

    

29. Enter the Report Name, Title 1 and 2, Tags, and any Details as desired.

    These will appear in the report if included in the Style you chose. In addition, you can search for a report based on the tags set here if you save the report.

    
    

30. Select the Advanced banner to view the delivery methods.

    

31. Set the split report information, file type, and email information for the report as needed.

    

    1	Select Set to set a data property to split the report into multiple reports based on the value of the data property selected. Once the split is set you can select Change to set it to something else or Remove to delete the split.
    2	When Send Email is selected the report will be sent as an attachment to the email. You will be prompted to enter the email address type, email address (if Email Address Type is Enter Address), email subject and email body. If you set the split data property, a separate email will be sent for each "split" report.
    3	Select the file type for your report such as PDF, Excel, Word, etc. The default is PDF. If you have set a split data property above, the files will download as .zip file and each individual report will be the select file type. If you are emailing the report, the report will be attached to the email in the selected file type.

32. Select the Save banner to save your report settings and layout (if new or modified).

    

33. Save the report and report layout as needed.

    

    1	If you made any changes to the report layout (or this is a new layout), you can save the changes if you are the owner (or have change security permissions to the layout) or save it as a new layout (if you aren't the owner). You will need to rename it if you aren’t the owner.
    2	If you made any changes to the report filters, sort, etc. (or this is a new report), you can save the changes if you are the owner (or have change security permissions) or save it as a new report (if you aren't the owner). You will need to rename it if you aren’t the owner.

34. Download, Send or Run Report.

    

    1	Download the report in the selected file format. You will be prompted to select the directory/file name where you want to save it. If you selected a file type other than PDF this will be your only option.
    2	If the File Type is set to PDF in the Advanced section, run the report to view it in a new web tab.
    3	If you selected Send Email in the Advanced section, the Run Report button will not appear. The only button that will appear will be Send.

35. Select the X to close the Configure and run window without running the report or when finished.

    

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