Configure Reports

Reports pull data from one or more SmartSimple database tables and display only the records that meet user-defined criteria. Criteria can include calculations, aggregations, and drop-down-style prompts for fields with a limited set of values. Users can create a report and launch the Report Builder to configure its columns, fields, and criteria. Once the report is built, users can preview or run the report, copy it, delete or restore it, enable public internet access, or export the results. For field definitions, see Report Field and Settings Reference.

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 (UTAs)/modules 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 grant 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.

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Configure Report Permissions

To give a System Role access to the Reports menu and to manage or export report data, configure permissions at the System Role level.

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Security tab.

2. Locate the Business Security section, and click System Feature Permissions.

    

3. Click the Menu tab.

4. Locate the Reports – Menu Access field and select the appropriate roles from the drop-down menu.

    

5. Click the Features tab.

6. Locate the Reports – Export Data and the Reports – Manager fields, select the appropriate roles from the drop-down menu, and then click Save.

    

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Create a Report

To create a new report:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
   • The Reports page will only be available if the Reports – Menu Access option has been enabled for your role.
2. Click the New Report [+] button.
3. Enter the relevant information in the fields. See Report Field and Settings Reference.
4. Click Save.
   • After saving, the page refreshes and displays the full report editing view. The Builder Type field is no longer editable after the initial save.
   • The system automatically populates the Created By, Last Modified, and Last Modified By fields.

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Launch the Report Builder

To configure the columns, fields, and criteria for a report, open the Report Builder after saving the report.

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Click the edit [pencil] icon next to the applicable report.

3. Click the Report Builder [four-square] icon above the report name.

    

The Report Builder opens in a modal window, either Neo or Classic, depending on the Builder Type selected when the report was created.

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Configure a Drop-Down Prompt for a Report Criterion

Drop-down prompts let users select a value from a predefined list instead of typing it in when running a report.

To configure a drop-down prompt for a report criterion:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Click the edit [pencil] icon next to the applicable report.

3. Click the Report Builder [four-square] icon above the report name.

    

The Report Builder window will open.

4. Click the relevant field for the criterion to update, and enter =???.

    

5. Locate the Prompt Style row, and select Dropdown from the drop-down menu for the relevant criteria field.

    

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Preview or Run a Report

The Report Builder includes both a Preview option and a Run option for checking report results while editing a report. The Preview option shows the first 100 rows of a report and the Run option will show all of the results for the report.

Preview a Report

To preview the first 100 rows of a report:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Click the edit [pencil] icon next to the applicable report.
   • The Report Builder window will open.

3. Click the Preview button.

    

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Run a Report

To generate the complete result set for a report:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Click the edit [pencil] icon next to the applicable report.
   • The Report Builder window will open.
3. Click the Run button.

Run returns the full record set without navigating back to the Reports list.

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Copy a Report

To create a copy of an existing report:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Click the edit [pencil] icon next to the applicable report.

3. Click the Save As button.

    

4. Click the Name field, enter a name for the new report, and click Save.

    

The system creates a copy under the new name. The copy includes all configurations from the Report Builder, Advanced, Security, File Export, Custom Export, and Report Template tabs.

The copy does not include sub-report settings and charts.

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Delete Reports

Users must have the appropriate permissions to delete a report.

Delete Reports in Batch

To delete multiple reports at once:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Check the checkbox next to each report you want to delete.
   • When the checkbox is checked, a Delete [trash] icon will appear.

3. Click the Delete [trash] icon.

    

4. Click Yes to confirm the deletion.

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Delete an Individual Report

To delete an individual report:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Click the edit [pencil] icon next to the report you want to delete.

3. Click the Delete button.

    

4. Click Yes to confirm the deletion.

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Restore or Purge Deleted Reports

Restoring and purging reports from the Deleted Reports tab requires System Administrator privileges.

To restore or purge deleted reports:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Click the Deleted Reports tab.
3. Check the checkbox next to the name of the report you want to restore or purge.
   • When the checkbox is checked, Restore and Delete icons appear.

4. Click the Restore [circular arrow] icon to restore the report.

    

5. Click the Purge [trash] icon to permanently delete the report.

    

6. If permanently deleting the report, click Yes to confirm.

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Enable Internet Access (Public Viewing) for a Report

Enabling internet access for a report generates a URL that allows the report to be viewed publicly without requiring a system login. The URL can be linked to a website or distributed by email.

To enable internet access (public viewing) for a report:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Click the edit [pencil] icon next to the report.
3. Click the Advanced tab.

4. Locate the External Access field, toggle Internet Enabled on, and then click Save.

    

After saving, the system automatically generates the URL, Export URL, and Export URL-XML fields. Copy and paste these URLs for use. An optional Access Key field is available to password-protect the report. The system appends the access key to the URL. Change the access key at any time to revoke access.

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Export a Report

Export reports to external applications and file formats using File Export or Custom Export settings, or schedule automatic exports on a recurring basis.

Configure File Export for a Report

To set up standard file export for a report:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Click the edit [pencil] icon next to the report.

3. Click Export in the left navigation.

    

4. Click the File Export tab.
5. Select an Export Format from the drop-down menu.

   • Options include MS EXCEL, HTML, CSV, PDF, and JSON.

      

6. Complete the remaining fields, and click Save.

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Configure a Custom Export for a Report

To configure a custom export layout for use with Microsoft Word, Microsoft Excel, or QuickBooks:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Click the edit [pencil] icon next to the report.

3. Click Export in the left navigation.

    

4. Click the Custom Export tab.

5. Click the Header, Detail, and Footer fields, and enter the information to define the export layout.

    

6. Click the File Extension field, and enter the file extension. For example, XLS or CSV.

    

7. Click Save.

8. Return to the Reports list and click the Export icon next to the report name.

    

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Schedule an Export for a Report

To schedule automatic report exports to a SmartFolder or SFTP location:

1. Click the Menu icon in the upper navigation bar, and then select Reports from the Tools drop-down menu.
2. Click the edit [pencil] icon next to the report.
3. Click Export in the left navigation.
    
4. Click the Scheduled Export tab.

5. Select an Export Type from the drop-down menu: File Export Selected Format or Custom Export Selected Format.

    

6. Click the Export File Name field, and enter a file name.
   • Append a timestamp using date tokens such as [YYYY]-[MM]-[DD].
   • Do not include a file extension in this field.

7. Toggle Activate on.

    

8. Locate the When to Run section and select a Run Type and a Frequency from the drop-down menu.

    

9. Locate the Export to Folder section and select a Folder Type from the drop-down menu.

    

10. Click Save.

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