The SmartSimple reporting system enables users to control both the content and presentation of data from one or more SmartSimple database tables. Unlike a table, a report displays only the records that meet user-defined criteria and can aggregate and summarize data across multiple tables.
The reporting system is built into the platform, and no additional software purchase or installation is required. Reports are created through the standard interface and can be accessed from any browser, or via Microsoft Word or Excel when the SmartSimple plugin is installed.
Who: Reports are for any user who understands reporting concepts and is familiar with databases and data relationships, regardless of role.
When to Use Reports
Use reports when:
- Data needs to be pulled from more than one data source, such as combining information from two Universal Tracking Applications (UTA/module) with related contact records. For example, a report that displays reviewer details from a panel review alongside the associated grant applications.
- Information is needed from historical or log-based data that is not otherwise accessible within the system. For example, a report showing the time grant applications take between statuses across all applications, rather than one at a time.
- Calculations are required to summarize or forecast data. For example, a forecast report showing upcoming grant payments, broken down by month and grouped by program.
- Data from one or more tables needs to be consolidated in a single location and grouped or aggregated for analysis, such as visualizing the grouped data using charts.
- Data needs to be exported to an external file format or shared publicly through an internet-enabled URL.
- Multiple reports need to be organized by topic, or an existing built-in report needs to be duplicated and modified as a starting point for a new report.
Reports vs. List Views
SmartSimple provides both list views and reports as methods for displaying data. List views are simpler to configure, while reports offer greater power and flexibility.
Use a report when at least one of the following is true:
- More than 30 columns are needed.
- Formulas or calculations are required.
- Aggregations beyond a simple total are needed, such as count distinct, maximum, sum, group by, or total by.
- An OData connection is needed, or multiple datasets that are not automatically connected must be linked, for example, multiple UTAs/modules.
Reports have greater sensitivity than list views in the following ways:
- Only five criteria are permitted, compared to the unlimited criteria available in a list view.
- Reports require a deeper understanding of data structure and query logic.
- Reports offer less dynamic visibility than list views.
Report Components
The reporting system includes three primary components: Charts, Dashboards, and Tables. These components build on each other.
Charts
Charts present report data in a graphical format. Users can create pie charts, bar charts, line charts, and table-type charts. Multiple chart types can be created for a single report, and users select from the available charts when displaying the report. Summary-type reports are typically the most effective basis for charts.
A user can access a chart only if they have permission to view the report the chart is based on.
Dashboards
A dashboard provides a single-page view of a collection of charts. When a user opens a dashboard, each report referenced by the charts is processed and current data is displayed. Users can create multiple dashboards to show different sets of key indicators. A user can designate a specific dashboard as their home page in SmartSimple, providing immediate access to key information upon logging in.
Each dashboard requires appropriate permissions for the roles intended to access it.
Tables
To support report creation, some SmartSimple tables are presented in a denormalized format in the Report Builder. For example, the contact record does not include company name in the underlying database; the two tables are linked via the CompanyID field. However, when using the contact table in the Report Builder, a Company Name field is available, so users do not need to manually join the two tables.
Security and Access
Access to the Reports feature is determined by System Roles. Users must be assigned to a role that includes Reports access before they can view reports in the system.
The ability to manage reports and export report data are also role-based permissions, configured at the System Role level.
System Administrator privileges are required to create reports. Any user will only see the reports and functions for which their role has been granted permission.
Builder Types
When creating a new report, Report Builder Neo is the recommended builder type. Report Builder Classic has been deprecated. Existing Classic reports continue to function, but new reports can no longer be created using the Classic builder.
Report Builder Neo
Report Builder Neo is the current recommended builder for all users. It offers a more intuitive interface with a higher degree of configurability and uses organization-specific terminology. Neo supports drag-and-drop column reordering and keyword search in the field picker.
Classic Report Builder
The Classic Report Builder was deprecated in the March 2020 upgrade. Existing Classic reports continue to function, but new reports and copies of reports cannot be created using the Classic builder. Report Builder Neo is recommended for all new report creation.
Resources
For more information about reports, see: