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Reports & Interactions: Create a report of interactions

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Reports allow you to generate custom lists of interactions. When generating a report, you can filter 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 interaction 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 interactions directly within your report.

Create a new report

  1. Click on Interactions in the navigation bar.
  2. On the Interactions page, click on the New Report button.
    • You can also generate a report from the Reports > Report Files page.
The New Report button on the Interactions page
  1. In the Configuration dialog box, click the Start New / From Template dropdown and:
    • 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 configuration dialog box

Customize report filters

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

Primary filters

At the top of the report page, you'll find the Interactions Filters. You can use these to filter by interaction fields like Source, Owner, Type(s), etc. This is in addition to any custom fields you've added to your 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, the Owner field is a dropdown list of all interaction owners you can select from, while the Title filter allows you to search for terms in an interaction's title.
Default interaction 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 Interaction Types, select the Custom Fields checkbox.
    • 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 an 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.
    • When more than one filter is selected, the Must Match All Custom Fields toggle will appear. This can be enabled to require interactions to match all custom field filters, or disabled to require interactions to match at least one of them.
    • 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

In the Additional Filters panel, you have the option of adding filters related to an interaction's associated profiles, projects, and tasks.

So, whereas your report's primary filters allow you to filter based on data about an 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 interactions that were associated with a specific person profile, this would allow you to add a filter for that person's name.

  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 Title of the interaction. Click on any link in this column to view the corresponding interaction.
  2. The subsequent columns include details about each record. Click on any column heading to sort the table by that column's data.
  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 interaction. If you have the necessary permission for that interaction and it's an editable type, click on its edit icon (the icon will be grayed out if you don't have permission or if it cannot be edited, such as an interaction imported from a connected LibCal system).
  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 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

Save a report as a template

If you'd like to create a report using the same filter settings in the future, click the Save as Template button. When prompted, give your template a name and click the Confirm button. Once saved, you can apply your template the next time you create a report.

To edit or delete a report template, go to Reports > Report Templates.

Save as template button and dialog box