The Sky is the Limit: Advanced Reporting with eTapestry
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The document discusses advanced reporting capabilities in eTapestry. It explains the difference between queries and reports, describes different types of reports, and covers components of custom reports. The presentation provides guidance on common report issues and demonstrates how to create custom reports using summary fields and aggregates. It also shows how to build relationship reports that pull information from both sides of a relationship. The speaker guides attendees through multiple scenarios for building different types of custom reports.
The Sky is the Limit: Advanced Reporting with eTapestry
- 1. The Sky is the Limit: Advanced Reporting with eTapestry PRESENTED BY KIMBERLY HAMMER
- 2. Agenda • Explain the difference between queries and reports. • Identify the different types of reports • Describe the components of a custom report • Discuss common report issues • Create custom reports using Summary Fields and Aggregates • Create relationship reports 2 #bbcon
- 3. Query vs. Report Query (the funnel) Report (the output) An advanced search engine that locates a group of accounts or journal entries, based on criteria that those entries share. A tool used to allow you to select the fields you want to display or use about the account or journal entries in a query Fixed preview Customizable Must be ran through a report to export results Must be ran with a query The “who” The “what” 3 #bbcon
- 4. Types of Reports 1. eTapestry Standard Reports • Reports that are pre-defined in the system and cannot be edited. More advanced functionality than custom reports. 2. eTapestry Benchmark Reports • Benchmark reports compare your organization's data against the benchmark data that eTapestry compiles from participating customers. 3. Custom Reports • When you need data from eTapestry that is not available on a standard report, or you need additional data in a specific format, you can use custom reports. • Custom reports allow you to extract information you track in eTapestry in the order that you need. 4. Custom Relationship Reports • Relationship reports allow you to create reports that contain information about both sides of a relationship, along with data stored on the relationship itself.
- 5. Report Categories • Report categories allow you to organize your reports • Today we will all create a category for the reports we are going to build together 1. Click Reports 2. Under the Tasks menu, click New Category 3. Enter a Name 4. Click Save Category • Tips • Use category and report names that help you stay organized • Delete old/unused reports • Utilize the Find feature
- 6. Custom Report Components 1. Name 2. Description 3. Grouping Options 4. Report Options 5. Available Fields 6. Select Fields (columns in the report)
- 7. Custom Report Launch Screen Section 1 – Query • Choose the category and the query you want to use with your report • Have the system remember this query Section 2 – Export As • Decide which Persona(s) you want to pull Section 3 – Delivery Options • Choose a report format and how you want to receive it • Set the email options if applicable • Run the report or schedule it for later
- 8. Common Report Issues • Information is not displaying in some of the columns • Collapsing reports that contain columns like Date, Fund, Campaign, etc. • Sorting a report by Last Name • Visibility • Renaming report columns
- 9. Let’s Build Some Reports!
- 10. Summary Fields vs. Aggregates • Summary Fields always look at the entire account • They cannot be isolated by what’s in the query results • Aggregates only look at what’s in the query results • Make sure the data return type is set properly on your query
- 11. Scenario #1 – Summary Fields We want to create a report that pulls the following information for all of our constituents: • Name and address information • Giving information for 2011, 2012, 2013, and 2014 • Date and amount of their last donation
- 12. Scenario #2 – Aggregates We want to create a report that pulls the following information about our General Fund: • Name of the donor • Amount donated to the General Fund in 2011, 2012, 2013, and 2014 • Lifetime giving total to the General Fund
- 13. Scenario #3 – Summary Fields & Aggregates We want to create a report that pulls the following information: • Name and address • Lifetime giving to our organization • Lifetime giving to our New Building Campaign • First donation amount and date to the New Building Campaign
- 14. Scenario #4 – Relationship Reports Our couples are tracked as separate accounts, linked together in a relationship and we want to see the following information: • Husband’s name • Wife’s name • Address information • Year to date giving total
- 15. Reminder Summary Fields always look at the entire account Aggregates only look at what’s in the query results 15 #bbcon
- 16. Recap • Explained the difference between queries and reports. • Identified the different types of reports • Described the components of a custom report • Discussed common report issues • Created custom reports using Summary Fields and Aggregates • Created relationship reports 16 #bbcon
- 17. Answers!
- 18. Scenario #1 – Steps 1. Click Reports 2. Click on the category that you want to store this report in (example: System) 3. Under the Tasks menu, click New Report 4. Name the report Giving information YTD and the last three years 5. Leave the Group Report By set to (Do Not Group) 6. Choose Sets from the available fields and click on Name and Address 7. Choose Summary Fields from the available fields and click on the following fields: • Three Year Ago Received Amount, Two Year Ago Received Amount, One Year Ago Received Amount, Year To Date Received Total, Last Received Date, and Last Received Amount 8. If you’d like, arrange the columns into order by clicking on the middle of the field column and dragging up or down 9. You can also edit the names of the columns • For example: change Three Year Ago Received Amount to 2011 10. Click Save and Run under the Tasks Menu 11. At the top of the launch page select Base as the category and All Constituents as the query 12. At the bottom of the page choose the Delivery Option Display Results to Screen, Email the Export file, or Download the Export File 13. Click Submit
- 19. Scenario #2 – Steps 1. Click Reports 2. Click on the category that you want to store this report in (example: System) 3. Under the Tasks menu, click New Report 4. Name the report Giving information Lifetime, YTD, and the last two years for a specific Fund/Campaign/Approach 5. Set the Group Report By set to Account • Then in the drop-down menu that appears, select Collapse Groups 6. Choose Commonly Used Fields from the available fields and click on the following fields: • Name • Received (add this column 5 times) 7. Click on the + icon to the left of the first Received column and set Aggregate to Two Year Ago 8. Click on the + icon to the left of the second Received column and set Aggregate to One Year Ago 9. Click on the + icon to the left of the third Received column and set Aggregate to Year To Date 10. You can also edit the names of the columns • For example: change the first Received column to 2012 11. Click Save and Run under the Tasks Menu 12. At the top of the launch page select the specific Fund/Campaign/Approach query • Make sure the query’s Data Return Type is set to Journal Entries 13. At the bottom of the page choose the Delivery Option Display Results to Screen, Email the Export file, or Download the Export File 14. Click Submit
- 20. Scenario #3 – Steps 1. Click Reports 2. Click on the category that you want to store this report in (example: System) 3. Under the Tasks menu, click New Report 4. Name the report Lifetime giving information plus details for a specific Fund/Campaign/Approach 5. Set the Group Report By set to Account • Then in the drop-down menu that appears, select Collapse Groups 6. Choose Sets from the available fields and click on Name and Address 7. Choose Summary Fields from the available fields and click on Lifetime Received Total 8. Choose Commonly Used Fields from the available fields and click on the following fields: • Received (add this column 2 times) • Date 9. Click on the + icon to the left of the second Received column and set Aggregate to First 10. Click on the + icon to the left of the Date column and set Aggregate to Frist 11. You can also edit the names of the columns • For example: change the first Received column to Lifetime Building Campaign Giving 12. Click Save and Run under the Tasks Menu 13. At the top of the launch page select the specific Fund/Campaign/Approach query • Make sure the query’s Data Return Type is set to Journal Entries 14. At the bottom of the page choose the Delivery Option Display Results to Screen, Email the Export file, or Download the Export File 15. Click Submit
- 21. Scenario #4 – Steps 1. Click Reports 2. Click on the category that you want to store this report in (example: System) 3. Under the Tasks menu, click New Relationship Report 4. Name the report Year to Date Giving by Household 5. Set the Relationship Filter to System - Husband/Wife 6. Leave the Grouping set to None 7. Choose Sets from the available fields and click on Name and Address 8. Choose Commonly Used Fields from the available fields and click on Name 9. Choose Household Fields from the available fields and click on HH Year to Date Received Total 10. Move the second Name column to the top of the report by clicking on the middle of the field column and dragging up 11. Click on the + icon to the left of the second Name column and set Account to Wife 12. You can also edit the names of the columns • For example: change the first Name column to Husband and the second Name column to Wife 13. Click Save and Run under the Tasks Menu 14. At the top of the launch page select the relationship attribute query • Make sure the query’s Data Return Type is set to Accounts 15. Set The results of my query correspond to which half of the relationship? to Husbands 16. At the bottom of the page choose the Delivery Option Display Results to Screen, Email the Export file, or Download the Export File 17. Click Submit
- 22. Questions?
- 23. eTapestry Advanced Reporting is more POWERful than I could have imagined! #bbcon 23 #bbcon Tweet this now
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