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Creating a Coaching Email Messages Report

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The TeamRaiser Coaching Email Messages Report provides data to help you analyze information about the Coaching Email Message sent for a TeamRaiser event.

This report uses summary data automatically updated and rolled up every 4 hours for each delivery sent within the last 7 days. The frequency of the recurring data rollup task (240 minutes or 4 hours) is set in the EMAIL_STATS_TASK_INTERVAL site option. The window of deliveries to process is set in the EMAIL_STATS_AUTO_UPDATE_INTERVAL site option. Although the default is 7 days to specify to only continue processing delivery rollup stats for deliveries sent within the last week, this number can be increased to 14 days. It is important to note that increasing this number will cause the report processing to take longer and use more resources, which may affect system performance. For assistance with these site options, contact Support.

Note: For a specific delivery, you can manually process data rollups and updates on the Reports page in the Email application interface or Report Writer interface.

Click one of the following links to learn more about:

Note: For general information about the Report Writer (including actions you can perform to copy, print, and download), refer to Working with the Report Writer.

Default and Available Columns in this Report

On the Report Column Configuration page, the report columns are grouped into sets of related information as indicated by the heading of each column group in the Available Columns pane.

The following sections identify the default columns contained in the report model and additional application-specific columns available for adding to the report.

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Default Columns

The following lists the default columns originally used in this report. If you copied the report instead of creating it from a model, the columns might have changed.

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Additional Available Columns

The following table lists the application-specific columns you can add to this report. The columns are arranged alphabetically to help you locate information. The column group that contains the column is listed to help you locate the column in the columns table.

The column name is linked to a glossary definition that provides details about the purpose and content of that column.

Notes:
1. An * indicates that this column is a default column from the original report model. If your report is copied, these columns may have been changed or removed.
2. If you intend to download this report in PDF format, adding more columns may affect the downloaded output because all columns are placed on a single page. Use the PDF format for reports with fewer than 15 columns to display the output correctly.

COLUMN COLUMN GROUP
Action Percent Email Performance Statistics
Advocacy Actions, Number of Email Response Actions
Affiliate Abbreviation Email Campaign
Application Name Email Message
Captains, Max Per Team Event Settings
Clickthrough Count, Forwarded Email Performance Statistics
Clickthrough Percent Email Performance Statistics
Companies, Include for Teams Event Settings
Companies, National Only Event Settings
Donation Amount($) Email Response Actions
Donations, Allow Event Settings
Donations, Number of Email Response Actions
eCommerce Purchase Amount($) Email Response Actions
eCommerce Purchases, Number of Email Response Actions
Email Application Name Email Campaign
Email Campaign Purpose Email Campaign
Emails Forwarded, Number of Email Performance Statistics
Event Date, Created Event
Event Date, Modified Event
Event Location, Area Event
Event Location, City Event
Event Location, County Event
Event Location, Name Event
Event Location, Region Event
Event Location, State Event
Event Location, Street Address Event
Event Location, Zip Code Event
Event Status Event
Event Type Event
Event Type1 Event Classification
Event Type2 Event Classification
Event Type3 Event Classification
Fiscal Year Event
Gifts, Allow Team Event Settings
Gifts, Indicate Unconfirmed Event Settings
Goal($), Suggested Participant Event
Goal, Allow Event Settings
Hard Bounce Percent Email Performance Statistics
Hard Bounces, Number of Email Performance Statistics
Honorary Teams, Allow Event Settings
Interest Name Email Campaign
Message Purpose Email Message
Multiple Registrants, Allow Event Settings
Open Count, Forwarded Email Performance Statistics
Open Percent Email Performance Statistics
Personal Pages, Allow Event Settings
Progress Meter Threshold Event Settings
Registrations, Number of Email Response Actions
RSVPs, Number of Email Response Actions
Security Category Name Email Campaign
Security Category Name Event
Soft Bounce Percent Email Performance Statistics
Soft Bounces, Number of Email Performance Statistics
Surveys Taken, Number of Email Response Actions
TeamRaiser Registrations, Number of Email Response Actions
Tax ID Event
Teams, Allow Event Settings
Ticket Purchases, Number of Email Response Actions
Unsubscribe Percent Email Performance Statistics
Unsubscribes, Number of Email Performance Statistics
TellAFriend Forward Recipients Email Performance Statistics
TellAFriend Forwards Email Performance Statistics

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Default Sort Order for this Report

By default, this report is sorted alphabetically by the message name.

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Required Filters for this Report

For this report, you must edit the Event filter to select at least one event to run this report on.

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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General TeamRaiser Report Writer Notes

  • For information about using actions from the Actions column on the Reports and Report Results lists, refer to Working with the Report Writer.
  • If your TeamRaiser uses Company Coordinators for groups of teams, click Publish to Company Coordinator from the Actions column of a report on the Report Results list to make the report available to the Company Coordinator.
  • If your TeamRaiser is enabled for Event Management, you can use the Publish to Event Manager to make reports available in the Event Center to event managers who have permissions to view and work with reports.

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