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Working with the Report Writer

Use the Report Writer module to configure and run reports that meet your specific needs and then save, print, or download the results or use them to create a constituent group for another use (such as an email distribution list). You can share the results of reports with other administrators who need the same information.

You can schedule the reports to run on a recurring basis. To avoid overloading the system, a Read-Only site options controls the number of reports that can be run each day, week, and month. If you try to schedule a report that exceeds the limit, you will get an error message.

Learn more about:

Understanding Report Writer Concepts and Permissions

Report Writer enables you to create reports that meet your specific needs. You can create a report from a pre-defined model (also called a definition) that is based on the type of information to retrieve or copy an existing report to use as a starting point for a new report.

Depending on the permissions you have been granted, you may be able to add or remove columns, rename them, arrange the order in which they will display, and designate how to sort the information within them.

You can view and work with the results for reports that you run. If you need others to view the same results, allow them to run the report with the exact parameters or save the report and send it to them for viewing.

Important: Define a report that uses columns efficiently instead of using generic, multiple-column reports with all available columns to avoid printing and readability problems. Although readable onscreen, large reports with more than 14 columns might print in fonts too small to read or might truncate columns. This can also affect saved formats, such as PDFs.

To avoid excessive processing time and efficiently target the data that you want to retrieve, you can work with report filters. Some reports have, by default, required filters that need appropriate values set within them before they can be run. You can also create your own filters and configure them with specific values that can or cannot be changed at run time by yourself or other report administrators. For details, refer to Managing Filters.

After configuring the columns and filters, you can define a label for the report so it is easier to find in the list of reports and report results. Each label should be descriptive about the content or purpose of the report, but labels do not have to be unique. You can also use the Description field to detail information that may help identify the content or purpose to distinguish this report from a similar one.

To allow only a specific group of administrators to edit and run a report, you can assign a report to a Security Category instead of using the default General category.

By default, saved reports are stored in the Custom Report folder. You can create special folders or a folder hierarchy under the Custom Report folder (refer to Managing Report Folders) and then organize your reports by selecting the appropriate folder in which to store them. The results are also placed in a folder with the same name.

You can save your report configuration for future use before running the report. Or, to make sure that you have gathered the correct information, you can send the report to the report queue to run it as soon as possible so you can review to be sure it contains the data you expected before saving it. You can make edits to the configuration and continue to run it until you have the data appearing the way you want it.

You can schedule reports to run at a future date and time where it will be run according the rules of your queue. Or , you can schedule a report to be sent to the queue on specific days of the week, weeks of the month, or by the month itself on a recurring basis. You will schedule the start date and end dates. To avoid overloading the system, your site has a limit of reports that can be run each day, month, and week. This is set in Read-Only site options. If you attempt to schedule a report that will exceeds the limit, an error message will display and you must decide how to work around the limits. If the system detects that a recurring report has not been viewed by anyone after 60 days, an email will notify the report creator by email that the report does not appear to be in use and will be paused in 3 days if no one responds. A link in the email can be clicked to save the report from being paused, or the report can be unpaused from the Scheduled page.

You can share a report with other administrators so they can view the results. These administrators must set up in a group that you can select although you do not have to select the entire group - only specific members from it. To set up the group, refer to Managing Groups. (These administrators do not need the permission to run reports.) The administrators with whom you share a report receive an email notification when the report results are ready for viewing. As you select the administrators with whom to share the report, you can add more content to display in this notification.

After running a report, you can download and save the report results to your local computer or a shared network in one of the following file formats:

  • CSV, which is a comma separated values file that can be opened and edited with a plain text editor, such as Notepad
  • PDF, which is a Portable Document Format file that can be opened with Adobe Acrobat Reader and other Adobe or shareware products
  • HTML, which is a Hypertext Mark-Up Language formatted document, or Web page, that can be opened with a Web browser or a compatible HTML application

You can also send the report results to a local printer or shared network resource. When you click the Print icon from within a report result or Print from the Actions column of the report result, a pop-up window opens with the report label and columns displayed without the page wrapper along with default printer dialog window. You cannot reformat from this view and it is possible that your printout may be too small to read or be truncated.

Report Writer has permissions that can be set to control who has access to all reporting functions, who may only edit existing reports without being able to create new ones, and who can only run the reports. Refer to Understanding Report Writer Permissions.

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Understanding Report Writer Terms and Concepts

The following terms may be useful as you work with the Report Writer:

My Reports Folder - a folder that contains reports that are visible only to you. Results for the reports in your my Reports Folder will also be placed in that folder. This folder can serve as a good container for reports that you run frequently and/or for reports that you alone will run.

Report Definition - >Refer to Report Model.

Report Filter - a statement of criteria that limits the scope of the report data to a specific data set to help control the accuracy of the results (that is, to be sure you gather the best data set for analysis) as well as keep reports from being too large to run. For example, you may have 20 Email Campaigns, but you only want to view the results of a specific type of messaging included in 5 of the Campaigns.

Notes:

  • Most reports have at least one required filter for which a value must be set, but you can add more filters to get the data set you want. For example, you can build a date filter to gather the data for a specific time period or a type filter to include only the data for a specific type of message, TeamRaiser event, interaction, or so on.
  • Filters are built on specifying a value for a specific column and then determining how to evaluate the value. The filter page contains a Column Group list that you can use to help locate the column more efficiently. After selecting a column, you select the operator that determines how to evaluate the value (for example, Is Equal to the value that will be specified, Matches the value that will be specified, Does not equal the value that will be specified, and so on). In some cases, you will manually enter a value and in others, you will select the value.
  • You will also be able to decide whether any filters you apply can be modified by you (or others) when this report is run. For example, if you choose to restrict your report by campaign name and enter "Campaign #1" as your own choice, you might allow others (and yourself) to choose a different campaign name when running the report again.

Report Model -a starting point for a report, based on the type of information that you would like to retrieve. Models are based on analyzing data from various points of view, such as object performance (for example, message or campaign performance), group performance, constituent activity, and so forth. Each model initially presents default columns to make the report meaningful; however, you can add new ones, remove the defaults, and also rename each column to match your organization standards or terminology.

Report Type - the product for which the report will provide data (for example, Email or TeamRaiser)

Run-time Parameter - the specific setting for a report filter at the time the report is run. For example, the report might have been set up to filter initially for Campaign #1; however, when running this report again, the administrator might choose to run the report on Campaign #2. Campaign #2 then becomes the runtime parameter for the second iteration of the report.

Sort Order - the order in which the report results will be displayed, which is determined by the columns and in which alphabetical or numerical order to display them (ascending or descending in value). For example, for an email report where you have multiple related email campaigns, you can sort by the Campaign Name column in Ascending order to to display the report with the Campaign Names arranged in alphabetical order by row. Then, you can add two more levels of sorting. In the email report example, if you also sort by the Message Name column in Ascending order and then by Recipient Last Name in Descending order, the report will display with the messages alphabetically arranged with each Campaign, and the recipients displayed under each message in order from Z to A.

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Understanding Report Writer Permissions

To run Report Writer reports, you must have both Report Writer permissions as well as permission within a specific application.

The Report Writer permissions are structured hierarchically so that some people can be restricted to run reports only, others can edit values in existing reports, and others can create new reports. These permissions include (from least to most powerful):

  • Run Report Definition to modify and set values for filters specified as editable at report run time, send the report to the queue, and view and work with the results of the report.
  • Edit Criteria for Report Definitions to create a new report by copying an existing report and then change the sort order of results; add, edit, and delete the filters for their new report; and then save the new configuration as a different report or run it (that is, send the report to the queue) and work with the results. This also includes the Run Report Definition permission as well (within an existing report, modify and set values for filters specified as editable at report run time, send the report to the queue, and view and work with the results of the report). This Edit Criteria permission does not allow the Report Model on which a report is based or the columns that appear in a report to be changed.
  • Design Report Definitions to create a new report from a Report Model, and then add or edit columns, rename them, arrange the order in which they will display, and designate how to sort the information within them as well as add, edit, or remove filter criteria before saving the new report configuration or sending the report to the queue to run. This Designer permission also includes all of the Edit Criteria permissions allowed when copying an existing report and the Run Report permissions for an existing report (modify and set values for filters specified as editable at report run time, send the report to the queue, and view and work with the results of the report).

People granted the Designer role can fully edit their own reports and run all reports that appear in the Security Categories to which they have access.

Site Administrators, by default, have full permissions for the applications that are operational on their site, including the Report Writer. They can assign other permissions to groups of Junior Administrators, as needed. Like everyone else, however, site administrators can only view results for reports that they themselves have run.

These Report Writer permissions will look similar to the following on the Group Permissions page.

Report Writer Permissions

Notes: The Run Report Definition permission is at the lowest level in this hierarchy and does not include the other Report Writer permissions listed above it. All of the permissions automatically include the Run Report Definition. This means that, if you the Edit Criteria or Design Report Definitions permissions, you can also run the reports.

In addition to the Report Writer permissions, you must also have permission to run reports within the specific application.

For example, you must have at least the Run and View Email Reports permission within Email Management as well as at least the Run Report Definition permission within Report Writer to run Email Campaign Reports. The Email Management permissions are shown in the following.

Email Report Permissions

Important: The Run and View Email Reports permission is at the lowest level and does not include the other email (composing, editing, sending, and uploading audience) permissions listed above it. All of the other email permissions automatically include the run and view email reports permission. This means that, you must have at least the Run and View Email Reports permission or any of the higher-level Email Management permissions to run Email Reports in Report Writer.

Note: Site Administrators, by default, have full permissions for the applications that are operational on their site, including the Report Writer. They can assign other permissions to groups of Junior Administrators, as needed. Like everyone else, however, site administrators can only view results for reports that they themselves have run.

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Accessing and Viewing the Reports List Page

When you open the Report Writer application, you can view a list of the Reports that have already been configured and saved. You can select the group of reports to view using the folder tree at the left of the list. You can also create new reports and access the Report Results list from this page.

To access and work with the Reports list page:

  1. On the navigation bar, click Data Management and then click Reports. The Classic Reports list page displays.
  2. Along the top of the page, click the Report Writer tab. The Reports list page displays with all reports showing in the list.
  3. Use the available features to:
    • View or display:
      • All of the folders in the folders section, click the plus sign (+) beside Expand All (near the top left).
      • The reports within a specific folder, click directly on the name of the folder of interest.
      • The reports in your My Reports folder, click the + next to the Custom Reports parent folder and then click My Reports.
      • A specific report, type a keyword or phrase in the Search field near the top of the table list and then click Search.
      • Notes:

        1. Keywords can relate to the Name, Description, or Type.
        2. The Keyword search will honor the folder that you have selected at the left of the list.
      • All reports, click the Custom Reports top level folder and then click the Show All button.
      • The reports within a selected folder, click the folder in the folder list and then click the Show All button.
      • The reports created for a specific product (or application), from the Filter by Product Type list (at the top right of the list table), click the appropriate Convio application and then click the Go button.
      • Results for reports that you have already run: (You may view results for only those reports you have run)
        1. Click the Report Results tab at the top of the list area to access the list of completed reports.
        2. Click the name of the folder that contains the results that you would like to see. (Results are stored in a folder of the same name in the Report Results area.)
        3. Click View from the Actions column of the report.
    • Move:
      • A report into a folder:
        1. Click the checkbox to the left of the report that you would like to move.
        2. Select the correct folder from the Move Selected to list.
        3. Click the Move button.
      • All displayed reports into the same folder:
        1. Click the checkbox to the left of the Name & Description heading.
        2. Select the correct folder from the Move Selected to list.
        3. Click Move button.

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Creating a New Report

If you need a slight variation of a previously configured report, you can begin with a copy of that report -- especially since you cannot edit a report configuration unless you created the original. You can add, remove, or rename columns, modify the sort order for listing results, and add or remove filters, or change filter values to customize the report configuration.

Or, you can select a report model and change default values, which were defined to guide you through the type of information the report was intended to retrieve. Some values must be set before the report will run correctly, such as the first column on which to sort results or a required filter.

Filters are used to limit the results returned to the most appropriate set. Most reports have a required filter that you must edit to select the appropriate value. Some have suggested filters. You can also add new filters to restrict the criteria to a smaller set of returned records.

After creating a report, you can save the report configuration and run it later, or queue it to run immediately. You can also save the report configuration after the report runs, which may be helpful to be sure you have created the configuration you want.

You will be the only person who can edit the report configuration, although others may be able to run it or copy it to create their own report.

Creating and Running a Report

Creating a report involves several major tasks. After defining the criteria, applying filters, and setting the sort order, you can run a report to be sure the information it gathers is what you need and then make adjustments to the criteria or save the configuration to rerun the same report later.

Click one of the following to learn more about:

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Opening Report Writer

When you access Report Writer, the Reports list displays with report configurations that you have saved. The tab for viewing the results of reports you have run (or that have been shared with you) also displays.

To access Report Writer:

  1. From Data Management, click Reports. The Report Selection list page displays.
  2. Click the Report Writer tab. The Reports list page displays.

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Determining Which Report to Run

You can select a model containing default columns and values that you can edit or use as is. Or, you can copy an existing report from the Reports list that contains many of the columns and values you need to make your modifications and save as a new report.

To use a default model:

  1. From the Reports list page, click Create a New Report. The Select Report Type page displays.
  2. Click the appropriate application from the drop-down list. The available report models display below the list.
  3. Click the appropriate report model and then click Next. The Select Columns page displays.

To use an existing report that may already contain customized values:

  1. In the Reports list, locate the report and click Copy from its Actions column. The Select Report Type page displays with the Convio application selected in the drop-down list and the original report model option selected.
  2. Click Next. The Select Columns page displays.

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Working with the Columns for Your Report

The available columns for the report are arranged within categories and the default columns automatically included in the report are highlighted to make them easier to find. (To view these columns in a list, click Next to display the Order and Rename Column page, and then click the Back button on your browser to return to this page to work with these columns.)

To help locate specific columns to check if they are available or selected for a report, you can filter the column list entering a keyword or phrase and clicking Filter Columns. (Note that the Column Status area below the Filter area contains a message that some columns are not visible because of the keyword filter.)

You can also click a category link to view all columns available within that category.

Notes:
(a) For information about the columns, refer to the report introduction.
(b) Including more than 14 columns in a report may cause readability problems in the downloaded output. Because all columns are placed on a single page, the output may contain unreadable small print or be truncated. Too many columns can also affect printing a report when clicking the Print icon from the report page, which sends the report to your default printer without allowing additional formatting.

After reviewing the columns in the report:

  1. Remove a column from the report, click the checkbox to the left of the column. The checkmark is removed from the checkbox.
  2. To add a column, click the checkbox to the left of the column. The checkmark is added to the checkbox.
  3. When you are finished removing and adding columns, click Next. The Order and Rename Columns page displays with the category of each column shown in parenthesis below the default column name.
  4. To change the default order (or position) in which a column will display in the report:
    1. Click the column name to highlight it and drag it to the correct position above or below another column.
    2. Release your mouse button to drop it into place.
    3. Repeat these steps until all columns are in the correct display order.
  5. To change the name that displays for a column in the report:
    1. Click the rename link to the right of the column name. An input field and a save button display.
    2. Enter the new name for the column and click save. The field and button disappear from view and the new column name displays in the row between the old column name and the rename link.
    3. Repeat these steps for each column you want to rename.
  6. When you are finished, click Next. The Select Sort Order page displays.

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Specifying the Sort Order

You can determine the way the results within each column should display (for example, alphabetically by last name, by largest dollar amount, and so on) by setting up different sort order criteria.

Although sort order is not required, results may not display in a predictable manner if you do not select at least the first criteria.

If you have copied this report to make a new one, you may change the existing sort order.

To specify a sort order for the data:

  1. In the First, sort by drop-down list, select the column information to use for the initial sorting.
  2. Click Ascending or Descending to specify the numeric or alphabetic order to sort the column in (for example, from "0 up to n" or "n down to 0"; or from "A to Z" or "Z to A").
  3. Optionally, select the desired option from the next Then, by drop-down list and specify Ascending or Descending.
  4. Optionally, select the desired option from the last Then, by drop-down list and specify Ascending or Descending.
  5. Click Next. The Configure Report Filters page displays.

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Working with Filters

Report filters help streamline the results of a report so that you target the information you need without requiring you to wade through data you don't need. On large sites, report filters can also avoid long processing times and performance problems that can occur when the system has to process a large amount of data.

Some reports have default filters set that you must edit to supply a value for when sending the report to the report queue (which is considered "runtime"). Other filters may be optional to help target specific results and reduce clutter in your report.

You can also add new filters to help target the data you want.

If you have copied the report, you may be able to remove filters that were defined previously and are not required.

Note: If you are using accessibility software, refer to Working with the Accessible Report Writer Filters.

To set the value for each required filter or edit an existing filter:

  1. Click Edit from the Actions column of the filter (on the far right). A small filter pane opens on the page.
  2. Click the select or more link for the filtered column. A selection list pop-up displays.
  3. Click the checkbox of the appropriate option and click Apply. The pop-up closes and the option displays on the page.
  4. For Edit at run-time:
    • Leave the checkbox enabled to allow yourself or other administrators to change a value set above when running this report again.
    • Or, click the checkbox remove the checkmark so that the value is set for everyone who runs this report.
  5. Click Save this filter. The filter criteria pane closes and your filter displays correctly on the page.

To add a new filter:

  1. Click Create a filter. The filter fields pane displays immediately below the button.
  2. In the first drop-down list on the first line, click the column group that contains the column for the filter. (Note that these column groups correspond to the groups listed in the Available Columns pane in the Configure Columns page and are used to help control the number of options displayed in the next drop-down list.)
  3. In the second line, click the column to use for the filter, and then depending on the fields/lists/links/checkboxes that display, make your selections or entries. For more information, refer to Working with Report Writer Filters.
  4. For Edit at run-time:
    • Click the checkbox to add the checkmark to allow yourself or other administrators to change the value set above when running this report again.
    • Or, leave the checkbox disabled so that the value is set for everyone who runs this report.
  5. Click Add this filter. The filter criteria pane closes and the filter displays correctly on the page.

To remove a filter that is not required: Click the trashcan icon from the Actions column of the filter. The filter disappears from the list.

When you are finished working with filters, click Next. The Identify Report page displays.

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Identifying the Report

After naming your report, you can also enter a descriptive statement that may help distinguish the results or purpose of the report from others in Report lists, Report Results list, and the Reports queue.

You can also assign the report to a folder to help keep similar reports together for easier location.

Note: If you share this report with other administrators, the Security Category you assign here to determine who can view the results may be overridden by the share permissions.

To identify this report:

  1. For Report Label, enter a name that will identify this report in the Report Results and in the Reports List (if you save the report).
  2. For Report Description, enter a phrase to provide information about the content or purpose of the report, which displays along with the name in the Report Results List and Reports List.
  3. For Security Category, select the appropriate group to control who in your organization has permission to copy or run this report.
  4. For Report Folder select the folder in which to store the report configuration and report results. For more information, refer to Managing Report Folders.
  5. Click Next. The Report Criteria Summary page displays.

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Reviewing the Summary Criteria

You can review the column names and order, filters applied, and details about the report. and make any modifications necessary before saving or running it. For example, you may want to change the name of a column or the order in which it appears; or change the value of a filter.

To make modifications:

  1. Click the task step from the options along the left side of the page to return to the page and make your edits.
  2. Click Next until you return to this page.
  3. Verify that the change is correct.

For your next step, you can:

  • Save the Report configuration as it is now and run or work with it at a later time
  • Run the Report now or schedule to run it. (Note that if you want to share this report with others, you want to pick this step as well - even if you want to run it now.)

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Saving the Report

You can save this report definition without running the report at this time. It is saved to the Reports list in the folder you selected (or, Custom Reports if you did not save it to another folder) and you can click the Run action from the list to place it in the queue.

IMPORTANT: Your report is NOT SAVED automatically after it runs. You must click Save Report before running it or from within the Report Results that you view. If you run it, then view it, and close it, it will not be saved to lists.

To save this report without running, scheduling, or sharing it: Click Save Report. The Reports list page displays with your new report saved in the list.

To view the results after this report runs, refer to Viewing Report Writer Report Results.

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Sending the Report to the Run Queue

After reviewing and approving the configuration options and parameters, you can run this report to place it in the queue where it will run according to the rules on your site (for example, it may run at the next available interval or it may be queued to run at nighttime only, and so on).

You can also schedule it to be sent to the queue at a future date and time (or, simply a later time today).

If the results of this report are to be shared with other administrators, you will identify those administrators during these Run steps by selecting them from a group in which they are a member. Note that you do not have to select an entire group - you can select specific members. The group must be available before the step. For assistance, refer to Managing Groups.

Note: These administrators do not need the permission to run reports.

When you click Run Report, if:

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Setting Runtime Parameter Values

If this report has filters that can or must be edited immediately before the report runs, you are prompted to select or edit values as the step after clicking Run.

Note: If no filters have been set up, this page is skipped and the Identify Results page displays.

To edit the runtime parameter values:

  1. From the filter pane on the Edit Runtime Parameters page, click Edit from the Actions column of the filter (on the far right).
  2. Click the appropriate options from the drop-down lists or enter the information in the fields and click Finish. The filter criteria pane closes and your filter displays correctly on the page.
  3. Click Next. The Identify Result page displays.

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Editing the Report Identification Details

You can make changes to the report label or description before runtime to identify this run of the reports. To leave the details as they are, simply click Next to continue on to the Schedule Report page.

To change the identification details:

  1. On the Identify Result page, for Report Label, enter a name that will identify these results in the Report Results list and Reports List (if you save the report).
  2. For Report Description, enter a phrase to provide information about the content or purpose of the report, which displays along with the name in the Report Results List and Reports List.
  3. Click Next. The Schedule Report page displays.

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Scheduling the Report

You can schedule the report to go directly to the queue, be sent to the queue at a specific time, or to be sent on a recurring basis to the queue at a specific date and time.

Click one of the following to learn about:

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Running the Report Immediately

You can schedule the report to go directly to the queue, where it will be run according the rules of your queue.

To schedule the report to run immediately:

  1. For Report Schedule, leave the Run this report immediately option selected.
  2. For Report Results Available Email Notification, click the Send the email notification checkbox to notify other administrators that the new report is available if this report is shared.
  3. Click Next. The Share Report page displays.

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Running the Report At a Specific Time and Date

You can schedule the report to be sent to the queue at specific date and time, where it will be run according the rules of your queue.

To schedule the report to run later:

  1. For Report Schedule, click the Schedule this report to run at a future time and date option. Additional options display on the page.
  2. For Hour of the Day to Send this Report to the Queue, click the best time block option for running this report.
  3. For Date to Send this Report to the Queue, enter the date on which this report should run (or, click the calendar icon and select the date on the calendar displayed).
  4. Click Next. The Share Report page displays.

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Running the Report On a Recurring Basis

You can schedule the report to be sent to the queue on specific days of the week, weeks of the month, or by the month itself on a recurring basis. You will schedule the start date and end dates.

To avoid overloading the system, your site has a limit of reports that can be run each day, month, and week. This is set in Read-Only site options. If you attempt to schedule a report that will exceeds the limit, an error message will display and you must decide how to work around the limits.

If the system detects that a recurring report has not been viewed by anyone after 60 days, an email will notify the report creator by email that the report does not appear to be in use and will be paused in 3 days if no one responds. A link in the email can be clicked to save the report from being paused, or the report can be unpaused from the Scheduled page.

To schedule the report to run on a recurring basis:

  1. For Report Schedule, click the Schedule this report to run on a recurring basis option. Additional options display on the page.
  2. For Hour of the Day to Send this Report to the Queue, click the best time block option for running this report.
  3. For Start Date, use the date selector drop-down lists to set the first month, day, and year on which to run the report.
  4. For End Date, use the date selector drop-down lists to set the final month, day, and year on which to run the report.
  5. For Schedule Type, to run this report based on a pattern by:
    • Day (such as every day, every other day, or a specified number of days apart, as well as by day name), leave the Every n days option selected and then click the day pattern from the Every n days drop-down list.
    • Week (such as every week, every other week, or a specified number of weeks apart):
      1. Click the Every n weeks on n day of the week option. The corresponding Every n weeks on n day of the week drop-down lists become active.
      2. From the first drop-down list, click the appropriate weekly interval at which to run this report.
      3. From the second drop-down list, click the appropriate day of the week on which to run this report.
    • Month (such as every month, every other month, or a specified number of months apart as well as a specific month by name):
      1. Click the Every nth day of n month or months option. The corresponding Every nth day of n month or months drop-down lists become active.
      2. From the first drop-down list, click the appropriate daily interval at which to run this report.
      3. From the second drop-down list, click the appropriate monthly interval on which to run this report.
    • Specific Daily Interval on a Monthly Interval (such as the first day or first Tuesday of every month or on a specific month by name):
      1. Click the On nth of n day of n month or months option. The corresponding On nth of n day of n month or months drop-down lists become active.
      2. From the first drop-down list, click the appropriate daily interval at which to run this report.
      3. From the second drop-down list, click the appropriate day on which to run this report.
      4. From the first drop-down list, click the appropriate monthly interval at which to run this report.
  6. Click Next. The Share Report page displays.

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Sharing the Report

You can share this report with other administrators so they can view the results. These administrators must set up in a group that you can select although you do not have to select the entire group - only specific members from it. To set up the group, refer to Managing Groups.

Note: These administrators do not need the permission to run reports.

You can add a note to display within the email notification content.

To share this report with other administrators:

  1. From the Group Selector displayed, click the Group Type of an appropriate group containing a member or members with whom this report should be shared. The list of Groups displays in the next pane.
  2. From the list of Groups, click the appropriate group. The list of group Members displays in the next pane.
  3. From the list of Members, click the appropriate names. The names move to the last pane.
  4. Repeat these steps until all of the appropriate administrators have been select.
  5. For Email Comments, enter the content to include with the email notification about this report when it finishes running.
  6. Click Next. The Review Criteria Summary page displays again with changes you have made.

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Reviewing the Final Criteria Summary

After carefully looking over the information on this page and approving it, click Run Report. The Report Results queue page displays with a message that shows the report is queued to run.

You can exit and return to the Report Results page at a later time to view the results. Refer to Viewing Report Writer Report Results.

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Editing a Report Configuration

Only the person who creates a report configuration can edit the parameters set in that report. If you were the creator, you can change any of the parameters that you set initially. Other administrators who have permission to create reports have no ability to edit a report created by another although they can create a copy of the report, thus creating their own report that they can edit.

Note: Those who have permission to run reports can sometimes edit the value of a filter when they execute a report. This level of editing is at the discretion of the administrator who creates the report and is discussed in the Running Reports section.

To edit the configuration for a report that you created:

  1. Access the Report List page and open any folders necessary to display your report in the list.
  2. Click Edit from the Action column of the report.
  3. Click the appropriate step in the Process Navigator to go to the page that requires a change and make your change.
  4. Save your changes.

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Working with a Scheduled Report

You can work with reports that have been scheduled to run in the future or on a recurring basis from the Schedule page in Report Writer, including sharing the results of a report with administrators (if it was not originally shared or to add more people).

Click one of the following to learn about:

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Viewing Results of a Scheduled Report

You can display the results of a scheduled report that has run or display the Report Results list to access all of the results from each time the report was run.

To view report results from scheduled reports:

  1. From the options along the top, click Data Management and then click Reports from the list displayed. The Reports Classic page displays.
  2. Click the Report Writer tab. The Reports list page displays.
  3. Click the Schedule tab. The list of scheduled reports displays.
  4. To view the result from:
    • The last time the report ran, locate the report and click Last Result from its Actions column. The Report Results page of the report displays.
    • Each time the report ran, locate the report and click All Results from its Actions column. The Report Results page displays with the list of all results for this report.
  5. To work with the report results from the Report Results list, click:
    • View to open the report in your browser window. You can click the Download Icon (Download) and Print Icon (Print) icons from the displayed report.
    • Download to open a browser window that allows you to Download the Report Results as a:
      • CSV (or, Comma Separated Values) formatted file.
      • PDF (or, Adobe Acrobat Portable Document Format) file.

        Use PDF format only for smaller reports with fewer columns. Larger reports with more than 15 columns might cause formatting problems.

      • HTML (or, Web page) formatted with the Hypertext Markup Language.
      • Important: The downloaded versions of reports contain the same columns (same data) found in the viewable versions.

      • Print to open a Print window to select a printer (and printer options) and then print a copy of the report.

        Use Print only for smaller reports, especially if you are printing to standard letter-size paper. For larger reports of more than 15 columns, use a larger paper size (such as legal) or print from your spreadsheet program. Otherwise, the report printout might be truncated.

      • Add to Group to enable you to add the appropriate results to a group that exists or that you want to create from these results. For details, refer to Adding Constituents from Report Results to a Group.
      • Delete, which opens a confirmation window and then removes the report when you click OK.
      • Cancel to terminate the run action.
      • Share to display the Group Selector page where you can select administrators to share this report with so they can view the report results:
      • Note: These administrators do not need the permission to run reports. but must be set up in a group that you can select although you do not have to select the entire group - only specific members from it (refer to Managing Groups).

        1. From the Group Selector displayed, click the Group Type of an appropriate group containing a member or members with whom this report should be shared. The list of Groups displays in the next pane.
        2. From the list of Groups, click the appropriate group. The list of group Members displays in the next pane.
        3. From the list of Members, click the appropriate names. The names move to the last pane.
        4. Repeat these steps until all of the appropriate administrators have been select.
        5. In the Email Comments area, enter the content to include with the email notification about this report when it finishes running.
        6. Click Finish. The Report Results list page displays again.
      • To work with the results within the report results themselves, click:
        • Edit Report Configuration to display the option pages for setting the configuration values. For assistance, refer to Editing a Report Configuration
        • Save Report to display the Identify Report page:
          1. For Report Label, enter a name that will identify this report in the Report Results and in the Reports List (if you save the report).
          2. For Report Description, enter a phrase to provide information about the content or purpose of the report, which displays along with the name in the Report Results List and Reports List.
          3. For Security Category, select the appropriate group to control who in your organization has permission to copy or run this report.
          4. For Report Folder select the folder in which to store the report configuration and report results. For more information, refer to Managing Report Folders.
          5. Click Finish. The Reports list page displays with your saved report in the list.
      • Share to display the Group Selector page where you can select administrators to share this report with so they can view the report results:
      • Note: These administrators do not need the permission to run reports. but must be set up in a group that you can select although you do not have to select the entire group - only specific members from it. (Refer to Managing Groups.)

        1. From the Group Selector displayed, click the Group Type of an appropriate group containing a member or members with whom this report should be shared. The list of Groups displays in the next pane.
        2. From the list of Groups, click the appropriate group. The list of group Members displays in the next pane.
        3. From the list of Members, click the appropriate names. The names move to the last pane.
        4. Repeat these steps until all of the appropriate administrators have been select.
        5. In the Email Comments area, enter the content to include with the email notification about this report when it finishes running.
        6. Click Finish. The report results page displays again.
      • Download Icon (Download icon) to open a browser window that allows you to Download the Report Results as a:
        • CSV (or, Comma Separated Values) formatted file.
        • PDF (or, Adobe Acrobat Portable Document Format) file.

          Use PDF format only for smaller reports with fewer columns. Larger reports with more than 15 columns might cause formatting problems.

        • HTML (or, Web page) formatted with the Hypertext Markup Language.
        • Important: The downloaded versions of reports contain the same columns (same data) found in the viewable versions.

        • Print Icon (Print icon) to open a Print window to select a printer (and printer options) and then print a copy of the report.

          Use Print only for smaller reports, especially if you are printing to standard letter-size paper. For larger reports of more than 15 columns, use a larger paper size (such as legal) or print from your spreadsheet program. Otherwise, the report printout might be truncated.

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Sharing a Scheduled Report

You can share this report with other administrators so they can view the results. These administrators must set up in a group that you can select although you do not have to select the entire group - only specific members from it. To set up the group, refer to Managing Groups.

Note: These administrators do not need the permission to run reports.

You can add a note to display within the email notification content.

To share this report with other administrators:

  1. From the options along the top, click Data Management and then click Reports from the list displayed. The Reports Classic page displays.
  2. Click the Report Writer tab. The Reports list page displays.
  3. Click the Schedule tab. The list of scheduled reports displays.
  4. Locate the report and click Share from its Actions column. The Group Selector page displays.
  5. Click the Group Type of an appropriate group containing a member or members with whom this report should be shared. The list of Groups displays in the next pane.
  6. From the list of Groups, click the appropriate group. The list of group Members displays in the next pane.
  7. From the list of Members, click the appropriate names. The names move to the last pane.
  8. Repeat these steps until all of the appropriate administrators have been select.
  9. In the Email Comments area, enter the content to include with the email notification about this report when it finishes running.
  10. Click Finish. The Schedule page displays again with Shared in the Status column.

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Sending a Scheduled Report to the Queue Now

If you need the results of a report before its scheduled run time, you can send it to the report queue to run at the next available time.

This will cause the schedule to be temporarily paused until you manually resume the schedule.

To send a scheduled report to the queue:

  1. From the options along the top, click Data Management and then click Reports from the list displayed. 
  2. On the Reports Classic page, click the Report Writer tab.
  3. In the Reports page, click the Schedule tab.
  4. On the report list page, locate the report and click Run Now from its Actions column. /span>

The Report Results page shows Queued in the Status column.

Note: Report Writer automatically notifies the administrator who runs the report, regardless of whether the name is removed from the notification list.

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Pausing a Recurring Report

You can temporarily keep a recurring scheduled report from running at its scheduled interval instead of cancelling it altogether. When you are ready to run the report again, you can resume its schedule.

To pause a recurring report:

  1. From the options along the top, click Data Management and then click Reports from the list displayed. The Reports Classic page displays.
  2. Click the Report Writer tab. The Reports list page displays.
  3. Click the Schedule tab. The list of scheduled reports displays.
  4. Locate the report and click Pause from its Actions column. The Resume action replaces the Pause action.

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Resuming the Scheduled Running of a Report

If a report schedule was interrupted by sending it to the queue before its scheduled running or if it was manually paused, you can return it to its schedule to run at the next scheduled interval.

To resume the scheduled running of a report:

  1. From the options along the top, click Data Management and then click Reports from the list displayed. 
  2. On the Reports Classic pae, click the Report Writer tab. The Reports list page displays.
  3. Click the Schedule tab. The list of scheduled reports displays.
  4. Locate the report and click Resume from its Actions column.

The Pause action replaces the Resume action.

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Canceling a Scheduled Run of a Report

You can cancel a report to delete it completely.

To cancel a scheduled report:

  1. From the options along the top, click Data Management and then click Reports from the list displayed.
  2. On the Reports Classic page, click the Report Writer tab.
  3. On the Reports page, click the Schedule tab.
  4. Locate the report and click Cancel from its Actions column. The report is removed from the Schedule list.

You can view the results accumulated for this report from the Report Results list.

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Running a Saved Report from the Report List Page

In addition, reports can be run directly from the Report List page. After clicking the Run action for a report on the list page, you can modify any editable filters and review the report configuration summary. You can also provide a label and description to identify the results in the Report Results list. Once you click the final Run Report button, the results display as soon as the task completes.

To run a report from the Report List page:

  1. Access the Report List page and open folders as necessary to display your report in the list.
  2. In the Actions column of the appropriate report, click Run. The list of filters and run time parameters that can be edited displays. (If there are no editable filters or parameters, the Identify Result page displays -- skip to the next step.)
  3. To modify a filter or parameter:
    1. Click Edit from its Actions column. The appropriate Edit Criteria page displays.
    2. Modify the details as necessary and click the Finish button. The Runtime Parameters page displays again with your new value showing.
  4. When you have completed your editing, click the Next button. The Identify Result page displays.
  5. On this page:
    1. Provide a Report Label to help identify the results in the Report Results list.
    2. Enter a Report Description that explains the purpose of this report run, which also displays in the list along with the label entered above.
  6. Click Next. The Report Summary page displays.
  7. After carefully looking over the information on this page and approving it, click Run Report. The Report Results queue page displays with a message that shows the report is queued to run. You can exit and return to the Report Results page at a later time to view the results. Refer to Accessing Report Writer Report Results.

Note: Report Writer automatically notifies the administrator who runs the report, regardless of whether the name is removed from the notification list.

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Accessing Report Writer Report Results

From the Report Results tab, you can access a list of all your report results and perform different actions, such as View, Download, Print, Add to Group, and Delete the results. If the report is still in the queue or running, the Cancel action may also be available.

For assistance with viewing the results of scheduled reports, refer to Viewing Scheduled Report Results.

Note: Remember that you can only view the results for reports that you have run or that have been shared with you.

To access and work with report results:

  1. From the options along the top, click Data Management and then click Reports from the list displayed. The Reports Classic page displays.
  2. Click the Report Writer tab. The Reports list page displays.
  3. Open any folders necessary to view the report results that are of interest to you. (Remember that results are stored in the same folder that contains the report definition.
  4. Note: If you have a large number of reports available, you can Filter the List by Product Type.

  5. When you have located the report of interest to you, from the Actions column, click:
    • View to open the report in your browser window. Click the Download Icon (Download) and Print Icon (Print) icons from the displayed report.
    • Download to open a browser window that allows you to Download the Report Results as a:
      • CSV (or, Comma Separated Values) formatted file.
      • PDF (or, Adobe Acrobat Portable Document Format) file.

        Use PDF format only for smaller reports with fewer columns. Larger reports with more than 15 columns might cause formatting problems.

      • HTML (or, Web page) formatted with the Hypertext Markup Language.
      Important: The downloaded versions of reports contain the same columns (same data) found in the viewable versions.
    • Print to open a Print window to select a printer (and printer options) and then print a copy of the report.

      Use Print only for smaller reports, especially if you are printing to standard letter-size paper. For larger reports of more than 15 columns, use a larger paper size (such as legal) or print from your spreadsheet program. Otherwise, the report printout might be truncated.

    • Add to Group to enable you to add the appropriate results to a group that exists or that you want to create from these results. For details, refer to Adding Constituents from Report Results to a Group.
    • Delete, which opens a confirmation window and then removes the report when you click OK.
    • Cancel to terminate the run action.
    • Share to to display the Group Selector page where you can select administrators to share this report with so they can view the report results:
    • Note: These administrators do not need the permission to run reports. but must be set up in a group that you can select although you do not have to select the entire group - only specific members from it. (refer to Managing Groups.)

      1. From the Group Selector displayed, click the Group Type of an appropriate group containing a member or members with whom this report should be shared. The list of Groups displays in the next pane.
      2. From the list of Groups, click the appropriate group. The list of group Members displays in the next pane.
      3. From the list of Members, click the appropriate names. The names move to the last pane.
      4. Repeat these steps until all of the appropriate administrators have been select.
      5. In the Email Comments area, enter the content to include with the email notification about this report when it finishes running.
      6. Click Finish. The Report Results list page displays again.

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Adding Constituents from Report Results to a Group

You can add constituents from the results of a report to a group to use this information for another purpose, such as target them for a special email or assign them a certain role. You can create a new group and populate it immediately from the results or add them to an existing group that already defined in the system.

You can add the constituents from within an open report itself with the Add to Group Icon (Add to Group) icon or the Add to Group action from the Report Results list.

Note: The steps for adding the constituents to groups are the same for both methods discussed above, but the pages the steps are displayed in may look slightly different (for example, one set may be displayed within the page wrapper and the other set may display in simple pop-up windows).

For information about Convio groups, refer to Managing Groups.

Click one of the following links to learn more about:

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Adding Constituents to an Existing Group

When you add constituents to an existing group, only the constituents who are not currently members are actually added. That is, if a constituent is already an active member of the group, they will not be added again.

To add the constituents to an existing group:

  1. From:
    • The Reports Results list, click Add to Group from the Actions column of the appropriate report. The Select Constituent Type pop-up displays.
    • Inside the report itself, click the Add to Group Icon (Add to Group) icon. The Select Constituent Type page displays.
  2. Click the appropriate option from the choices displayed and click Next. The Select a Group page displays.
  3. Click the Select Existing Group option. The Group Selector area displays on the page.
  4. Click Select from the Actions column of the appropriate group. The name of the group displays in the Selected Group area.
  5. Note: To locate a group that is not showing in the list, enter all or part of the group name in the Search field and click Search or click the Next link to display the next page of groups.

  6. Click Next. The Populate Group page displays with the constituent type and group name displayed.
  7. Click Finish. The Report Results page displays with the Successfully added report results to group message showing.

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Adding Constituents to New Group

When you create a new group and add constituents, you must select from the existing group types or create a new group type to gather similar groups together.

Although most groups are not in a special security category, you can make the new group a:

  • User Security Group to use with a specific Security Category to direct certain content to a set of appropriate constituents (for example, the members on the board of directors or your paid subscribers).
  • Admin Security Group that you can use with a Security Category to define a specific type of administrative role (for example, the junior administrators who can author your Spring Gala pages).

For information about group security modes, refer to Managing Security.

To create a new group and add the constituents to it from the results of a report:

  1. From:
    • The Reports Results list, click Add to Group from the Actions column of the appropriate report. The Select Constituent Type pop-up displays.
    • Inside the report itself, click the Add to Group Icon (Add to Group) icon. The Select Constituent Type page displays.
  2. Click the appropriate option from the choices displayed and click Next. The Select a Group page displays.
  3. Click Create New Group. Additional fields display on the page.
  4. For Group Name, enter a descriptive label for this new group that may help distinguish it from other groups (for example, by purpose).
  5. For Group Type, to associate this group with other similar ones that:
    • Already exist, click the appropriate option from the list.
    • Should be grouped together, click the Enter a new value option and enter a meaningful label for this new type.
  6. For Group Description, enter a phrase or sentence to help describe the reason for forming the group or its purpose.
  7. For Group Security Mode:
  8. Note: For information about group security modes, refer to Managing Security.

    • Leave the default selection.
    • Click User Security Group to use this group to direct certain content to them based on a Security Category.
    • Click Admin Security Group to define a specific type of administrative role to this group.
  9. Click Next. The Populate Group page displays with the constituent type and group name displayed.
  10. Click Finish. The Report Results page displays with the Successfully added report results to group message showing.

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Archiving a Report

If you no longer need a report that you created, you can archive it from the Reports list to make the list more manageable to read. Archiving a report does not remove any results associated with that report. The results remain available for the standard period that you have established for your site.

Archived reports display in the Reports List if the Include archived reports in list checkbox contains a checkmark. Archived reports display with the Restore action available.

To archive a report that you created: Locate the report in the Reports list and click Archive in the Actions column of the report. The report will no longer display in the list, unless the Include archived reports in the list checkbox contains a checkmark.

You can restore an archived report to use it as a model for another report by clicking Restore from the Actions column of the report. If you cannot find the report in the list, scroll to the bottom of the list and click the Include archived reports in list checkbox.

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Copying a Report to the My Reports Folder

If you have permission to copy reports, you can copy reports that you run or use often into your My Reports folder. When you run the reports in your My Reports folder, the corresponding results are placed in the My Reports folder in the Report Results list.

To copy a report to your My Reports folder: On the Reports list page, locate the report and click Copy to My Reports in the Actions column of the report.

To verify that the report has been copied to your My Reports folder: Click the plus sign (+) beside Custom Reports Folder and then click the My Reports folder. The contents display in the list.

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