Creating and Managing Reports

Chris Quiroz -

FluidReview’s report builder is a powerful tool for summarizing and filtering the data you have gathered. With the report builder, you create PDF and DOCX reports that are presentation ready or download your data into a CSV or XLS file for reference or manipulation using a variety of tools.

Once you have collected some data, you can build your first report.

To access the report builder:

  1. Click on Analyze Results on the dashboard menu.
  2. Choose Report Builder.
  3. Use the dropdown in the top left corner to select the type of report you want to create. By default the dropdown will appear as Basic: CSV

 

Choosing a Report Type                        

To choose a report type, it helps to know where your data will end up and what kind of analysis you need to perform.

The types of reports available in FluidReview include:

Aggregate Report: Aggregate Reports allow you to pull reports in a Pivot Table format. Within the Report you can chose to Pivot by a few basic filters or by form responses. You can then select the Dimensions of the Report as well as the Columns you wish to show the Counts for. Aggregate reports are only downloadable in an XLS format. 

Basic report: Basic reports present data from forms, tasks, metadata and databases connected to your program. Unlike Aggregate reports, you can't cross-analyze the data. Use this report to build profiles for applicants, reviewers, or recommenders in your program. For example, build a report that summarizes applicant geographic and demographic information, and includes specific answers from your application forms. Basic reports are downloadable in XLS or CSV format.

Graphical report: Graphical reports are the most flexible and visual reports available. These reports are presentation-ready, can be used to perform complex data analysis, and aggregate data from many sources. Graphical reports are in PDF format.

Summary report: Summary reports summarize the results from two data sources: submission forms and ranking forms. For example, the ranking report summarizes all rankings provided by reviewers in a program. Summary reports are in DOCX format.

 

Sources

Sources define the type of data that will make up your report. There are 5 sources available: Submissions, Users, Reviewers, Recommendations and Rankings.

Submissions

The Submissions source is the most common source and it is available across every reporting type. The Submissions source provides data directly linked to submissions on your site. Data such as current status, stage, title, submission ID, applicant information and form responses are all found in the data source. While other sources do have some access to this information, the submissions data source is the best place to access any data that is associated with submissions on your site. The Submission source is available in all types of reports.

Users

The Users source is the best source for user related information. It includes things like their current status on the site (i.e., whether they are an active or inactive user), what user groups they belong to, their last logins and what submissions they belong to. This also provides access to their per-user tasks, so any one time forms that they have filled out can be pulled into this report. The Users source is only available in Basic reports.

Reviewers

The Reviewers source is primarily for creating reports listing what assignments reviewers are assigned to and how many assignments they have. You can include basic information such as first and last name, email address and last login. It can also be used to export the metadata a reviewer may have associated with them. The Reviewers source is only available in Basic reports. This type also allows you to create a report based on the ordinal ranking selections made by your reviewers.

Recommendations

The Recommendations source provides much of the same submission data that is available in the Submissions source, with the addition of recommendation form responses. This allows you to list submissions, the recommender information as well as the form responses that the recommender filled out. The Recommendations source is only available in Basic reports.

Rankings

The Rankings source allows a more in depth ranking report than what is available through the Submissions source. It allows you to create a report to show individual reviewer rankings, form responses, how each individual reviewer ranked each question on the reviewer form. It allows basic submission details such as submission ID, status and members to easily reference which submission the rankings are for.  The Rankings source is available in Basic and Summary reports.

 

Creating a New Report

The first step in creating your report is customizing the name and data source. Meaningful names and descriptions help you find and edit your reports later. Then choose what kind of data you want to include in your report by choosing the most appropriate source (see above).

To customize the name, description, and source of your data:

  1. Click the report type and format from the dropdown on the Reports page.
  2. In the modal window, enter a name for your report.
  3. Enter a description of your report.
  4. Select a data source from the dropdown menu.
  5. Click Save.

Editing, Duplicating, Deleting, or Downloading Reports

The Report page aggregates your reports so they're easier to find and manage. You can edit, duplicate, delete, and download reports by clicking those buttons on the top-right corner of the report.

Managing Reports:

  • Clicking the Edit button will allow you to revise your report. Use this button to add additional columns to the report, modify the name, description or add conditions to the results.
  • Clicking on the Duplicate button will make a copy of a report. The new report will appear at the top and have (copy) next to the title. This is especially useful when you have an existing report that pulls the right data but you need to make another with different conditions. Once copied, you can modify the copy to filter differently than the original.
  • Clicking the Delete button will permanently remove a report. This cannot be undone - if a report is accidentally deleted it will need to be recreated.
  • Clicking the Download button will provide you with the option to “Regenerate and Download”, which will update the report with the most current information available, or “Download last generated version”, which is the same as clicking the hyperlink located at the bottom of the report which says “Last Updated”. This downloads the report as it was generated the last time. This is most useful if the information hasn’t changed since the last time you generated it as it will not need to compile a new report and cuts down on processing time.

Please note:

Many factors can affect the processing time for generating reports. Reports that are pulling a lot of data will take some time to compile. Individual report types may have additional settings and/or options which increase the processing time required, so please consult the help documentation for the report type you are creating for more information.  

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