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.

In this Article...

How to Create a New Report

In order to create a new report within your site:

  1. Go to Analyze Results
  2. Go to Report Builder
  3. Click on the "Basic:CSV" dropdown in the top left corner. 
  4. Within the dropdown select your report type, and then the report format.
    NOTE: Basic > CSV is the most common report type used. It will allow you to download an excel spreadsheet of your data. 
  5. Enter a Name for your Report
  6. Optional: Give your report a Description
  7. Select the Source of your report.
    NOTE: The most common sources are Submissions (to pull submission and applicant information) and Rankings (to pull review form and scoring information, as well as submission information)

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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.

 

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Sources

Sources define the type of data that will make up your report. There are 5 sources available:

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.

Information that you can pull into a Submissions report includes, but is not limited to:

  • current status
  • stage
  • title
  • submission ID
  • applicant information
  • form responses
  • Submission and User metadata

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.

Information that you can pull into a User report includes, but is not limited to:

  • Current status on the site (i.e., whether they are an active or inactive user)
  • User Groups
  • Last Logins
  • Submissions they own, or are collaborators on
  • User Task form responses
  • User Metadata

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.

Information that you can pull into a Reviewers report includes, but is not limited to:

  • first and last name of the reviewer
  • email address
  • last login
  • User metadata associated with the reviewers

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.

Information that you can pull into a Recommendations report includes, but is not limited to:

  • application form responses
  • recommendation form responses
  • recommender first and last name
  • Application and User Metadata

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.

Information that you can pull into a Recommendations report includes, but is not limited to:

  • individual reviewer rankings per application
  • application form responses
  • reviewer form responses
  • total submission rankings
  • submission information (such as ID, status, owner, etc.)

The Rankings source is available in Basic and Summary reports.

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Manage 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.

Edit a Report

To edit a Report:

  1. Go to Analyze Results
  2. Go to Report Builder
  3. Click Edit beside the report you wish to make changes to
  4. Refer to Report Types for more information on how to edit each report type.

Duplicate a Report

  1. Go to Analyze Results
  2. Go to Report Builder
  3. Click Duplicate beside the report

-- OR -- 

  1. Go to Analyze Results
  2. Go to Report Builder
  3. Click Edit to enter the report builder
  4. Click Duplicate in the top right corner

NOTE: The new report will appear at the top and have (copy) next to the title. Duplicating is especially useful when you have an existing report that pulls from the same columns but you need to make another with different conditions. Once copied, you can modify the copy to filter differently than the original.

Delete a Report

  1. Go to Analyze Results
  2. Go to Report Builder
  3. Click Delete beside the report

-- OR -- 

  1. Go to Analyze Results
  2. Go to Report Builder
  3. Click Edit to enter the report builder
  4. Click Delete in the top right corner

WARNING! Deleting a report cannot be reverted. 

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Downloading Reports

Regenerate & Download

If you wish to download a report with the most up-to-date information from the site:

  1. Go to Analyze Results
  2. Go to Report Builder
  3. Click Download beside the report

-- OR -- 

  1. Go to Analyze Results
  2. Go to Report Builder
  3. Click Edit to enter the report builder
  4. Click Download in the top right corner
  5. Click Regenerate & Download

This will initiate the Download process within your site. You can click to download multiple reports into a queue at a time, however reports will be downloaded one at a time.

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.

Download Last Generated Version

  1. Go to Analyze Results
  2. Go to Report Builder
  3. Beside "Last Updated" click on the hyperlinked date. This will tell you when this report was last generated and allow you to automatically download that version of the form.

-- OR -- 

  1. Go to Analyze Results
  2. Go to Report Builder
  3. Click Edit to enter the report builder
  4. Click Download in the top right corner
  5. Click Download Last Generated Version

Downloading the Last Generated Version 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.

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