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Reports: Generate, manage, and export reports in LibConnect

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Reports allow you to generate custom lists of people, organizations, interactions, projects, or tasks. When generating a report, you can filter profiles or interactions using any combination of their system fields or type-specific fields.

If you created a report that you need to run regularly, you can save it as a report template. A report template saves the filter settings you have in place, allowing you to easily apply them to future reports.

When viewing a report, you can customize which table columns to show or hide, giving you a customized view. You can then export that customized report to an Excel (.xls) file if needed.

You can also view and, if you have the necessary permissions, edit the listed profiles, interactions, projects, or tasks directly within your report.

Create a new report

There are five types of reports you can create:

  • People
  • Organizations
  • Interactions
  • Projects
  • Tasks

However, you cannot combine these into a single report. For example, you cannot create a report containing people and organization profiles together. But, you can create a report of people profiles filtered by their organization memberships, having certain interactions of certain types, etc.

To get started with a new report:

  1. Go to Reports > Report Files.
  2. On the Report Files page, click on the New Report button.
The New Report button on the Report Files page
  1. In the Configuration dialog box, select the type of report you want to create (People, Organizations, or Interactions).
  2. Click the Next button.
The Type configuration options and Next button
  1. From the Start New / From Template dropdown:
    • Select Start blank if you want to create a report without any preset filters.
    • Select Start from a template if you want to create a report using a saved template. Your new report will be preset with that template's filters, but you can further customize it as needed.
    • If you are starting from a template, select the one you want to use from the Template dropdown.
  2. Click the Confirm button.
The Start New / From Template options and Confirm button

Other ways to create reports

In addition to the following the directions above, you can also:

Simply click the New Report button on the page to get started. This will take you directly to the Start New / From Template step since the report type is determined by the page you're on.

The New Report button on the People page

Customize report filters

After creating your report, you can now select the filters that you want to apply. Each filter allows you to retrieve profiles or interactions that meet certain criteria, such as profiles of a specific type or with specific memberships.

Primary filters

At the top of the report page, you'll find the primary group of filters. These are filters specific to the type of report you're running. For example, if you are generating a report of people profiles, you can filter by person profile fields like Name, Owner, Last Interaction, etc. Or for a report of interactions, you could filter by interaction fields like Title, Source, Type, or Date. This is in addition to any custom fields you've added to your Person/Organization Types and Interaction Types.

  1. Initially, you'll be presented with a few common fields to filter by.
    • Depending upon a field's type, you can select an option from the filter's dropdown menu and/or enter a value.
    • For example, with People Filters, the Owner field is a dropdown list of all profile owners you can select from, while the # Interactions filter works by selecting a comparison type (less than, greater than, or equal to) and entering a number (resulting in a filter such as > 5 to find profiles with more than 5 interactions).
Default people filter options
  1. To add or remove filters, click on the Add/Delete Filters option.
    • This will display the Add/Delete Filters dialog box, where you can select and deselect the fields you want to filter by.
    • To include custom fields added to your Person/Organization Types and Interaction Types, select the Custom Fields checkbox. (Projects and Tasks do not have custom fields.)
    • When finished, click the OK button.
The Add/Delete Filters dialog box
  1. If you selected the Custom Fields checkbox above, the Custom Fields category will display on the report page.
    • From the Type dropdown, select a profile or interaction type, then select the custom field to filter by from the Field Name dropdown.
    • This will display the Value field, where you can provide the criteria for your filter.
    • To add more custom fields to the list, click the Add Custom Field option.
    • To remove a custom filter, click on its delete_forever icon.
  2. To clear all applied filters, click on the Clear Search option.
Custom fields options

Additional filters

For People, Organization, and Interactions reports, you'll find the Additional Filters panel. This allows you to add filters related to a profile or interaction's associated activity.

  • For people and organizations reports, this includes filtering by associated interactions, projects, and tasks.
  • For interactions, this includes filtering by associated people, organizations, projects, and tasks.

So, whereas your report's primary filters allow you to filter based on data about a profile or interaction, the additional filters allow you to limit the report based on the data you've associated with it. For example, if you wanted to generate a report of people that were involved in a specific project, this would allow you to add a filter for that project's title.

  1. To add a filter, click on Add/Delete Filters option in the Additional Filters panel. This will display the Add/Delete Filters dialog box.
The Add/Delete Filters option in the Additional Filters panel
  1. Select the checkbox next to each filter you would like to include in the report. To remove an enabled filter, deselect its checkbox.
  2. When finished, click the OK button.
The Add/Delete Filters dialog box
  1. The fields you selected will appear in the Additional Filters panel.
    • Depending upon a field's type, you can select an option from the filter's dropdown menu and/or enter a value.
    • For example, the Project Title filter is a text field, whereas the Project Owner field is a dropdown allowing you to select one or more project owners from a list.
Filters added to the Additional Filters panel

Generate & export a report

After you've selected your filters, click the Generate Report button.

Generate Report button

Once the report has finished loading, a data table containing the matching records will appear at the bottom of the page.

  1. In the first column, you'll find the Name of the profile or Title of the interaction (depending on the type of report you created). Click on any link in this column to view the corresponding profile or interaction.
  2. The subsequent columns include details about each record. Click on any column heading to sort the table by that column's data.
    • If this is a People or Organizations reports and you are using the Type(s) filter, fields from the selected type(s) will be included as columns.
  3. You can show or hide fields from the data table by clicking on Options and selecting Set Report Data Fields. In the dialog box that appears, use the checkbox next to each field to show (check) or hide (uncheck) it.
  4. The last column is the Actions column, where you'll find a shortcut to editing the profile or interaction. If you have the necessary permission for that profile or interaction, click on its edit icon (the icon will be grayed out if you don't have permission).
  5. Use the pagination controls below the table to change the number of items displayed per page and navigate between pages.
  6. To export a report, click on the Export XLS option above the data table (you can also click on the Export XLS button at the top of the page). You will be prompted to give the exported file a name, then it will download in Excel (.xls) format.
    • The file will include the entire set of matching profiles or interactions (not just those visible on screen).
    • However, please note that it will contain only those columns currently visible in the data table.
    • Exported files are archived so you can re-download them again in the future. To manage your report files, go to Reports > Report Files.
A report's data table

Manage saved report export files

When you generate and export a report, a copy of that report is also saved to LibCRM's Report Files page. This allows you to easily re-download that file again in the future. It also allows other LibCRM users to download a copy of the exported report, as well.

If you no longer need to retain a copy of an exported report, you can delete it from the Report Files page, as well.

  • Admin users can delete any saved export files.
  • Regular users can only delete files they exported. They cannot delete files exported by other users.

To download and manage your report files:

  1. Click on Reports in the navigation bar and select Report Files from the dropdown.
    1. Use the filters at the top of the page to find specific reports by name and type, as well as who exported the file and when.
    2. Click on any column heading in the data table to sort the table by that column's data.
    3. To download a saved report file: click on its cloud_download icon. This will download a local copy of the file in Excel (.xls) format.
    4. To permanently delete a saved report file: click on its delete_forever icon. You will be prompted to confirm that you want to continue.
      • This cannot be undone, so please be sure you want to delete the file before proceeding.
options on the report files page

Save a report as a template

If you created a report that you need to run regularly, you can save it as a report template. A report template saves the filter settings you have in place, allowing you to easily apply them to future reports.

  1. After creating a new report and setting the filters you want to save, click the Save as Template button.
  2. When prompted, give your template a name.
  3. Click the Confirm button. Once saved, you can apply your template the next time you create a report.
Save as template button and dialog box

Manage templates

To view and manage your existing templates, go to Reports > Report Templates.

  1. Use the filters at the top of the Report Templates page to help locate specific templates.
  2. To view or change a template's filters, click on its edit icon in the Actions column.
  3. To delete a template, click on its delete_forever icon in the Actions column.
The Report Templates page