Building a Report
  • 5 Minutes to read
  • Dark
  • PDF

Building a Report

  • Dark
  • PDF

Article summary

The MainEvent Report Builder allows you to construct a comprehensive amalgam of your event data. Reports allow you to view the progress of your program in real time, to see what’s working, what isn’t and where to go next.

Getting Started

To start the reporting process, click on the navigation tab Reports and select Custom Reports List.

This will open the reports index. Here all previously created reports that you are able to access will be listed with their name, report owner name, and last date modified. To create a new report, click New Report.

You will now enter the report building interface. Step one is to add the identifying details for the report. Here you will add the Report Name, select the reports table you wish to display (what type of data you wish to use for the report), and an optional description. The options for Primary Table are: Events (most common), Venues, Markets, Expenses, Staffing Users, Dyn Report Schedules.

Once you have made your selections, click Next. This will take you to Step 2 - Add Columns. You don’t actually add columns here. All you do is click Next. 

You will now be viewing the reports interface. This is where you really start to get into building. The first step on this page is to click to enter Advanced Edit Mode.

This change will allow you to update the table and add columns and filters to your report. If you want, you can also select Automatically Refresh Results to automatically update the report to reflect any changes or additions you make.

Now let’s get to building. A report needs the table to be built out first, and then you may add specific columns. The table is the foundation for your report while the column is specific data fields. To start building out the table click Edit Tables.

This will open the table popup. In this example, we are building an Events report so it is the events table that is displaying. Click on the + next to the table name to expand the table options.

Click the checkbox next to each section that you may wish to include columns from in your report. Each table section will include specific data related to your events. The most commonly used fields are: Events Venues (location based data), Events Statuses, Events Staffing Day Positions (staff user information for a specific shift), Events Checkins (check in information if using Check-in features on staffing sites), and Recap Responses (recap questions and received responses by event). Once you have made your selections, click Send.

Now that the table is built, it is time to start selecting which columns you want to add to your report. Click Add Column. This will open the column popup, first displaying all the table selections you made.

Certain tables will require additional expansion of the tree structure. Recap Responses, for example, requires this expansion. Click the button next to the table you wish to expand.

This will open a new selection of options within the Recap Responses table to select.

Click the checkbox next to any of the options you wish to use. If you are creating a report that will rely on recap response data (the most common reporting use), make sure you select any type of recap form that you will be selecting responses from. If your recaps only use Simple Forms, you may only wish to select Recap Response Data (Simple Forms). If your recaps make use of Product Forms or Survey Forms as well, make sure you select those options as well so they can be included in the report.

Once you have made all your selections, click Send.

To add columns, click the + next to any of the tables to expand. We’ll start with Events. Clicking the will display all fields available for selection. You will have the option of selecting all or selecting none of these fields with the buttons on the left side of the window. You may also select fields individually by clicking the checkbox field next to each. The most commonly used fields for the Events table: ID (event ID), Name (Event Name), Start Timestamp (start date and time), End Timestamp (end date and time). Make your selections and click Save.

Your selections will now display on your report.

At this point, you are able to continue adding additional fields or edit and configure those you added to meet your reporting needs. Click on the pencil icon to edit the field.

Change the header name, add notes, hide and delete the column from this interface. Click Apply Changes to save. Drag and drop any column within the report to move it to a new location. Reorder by clicking the up or down arrow buttons.

To add additional columns, click Add Column again. You will follow the same process for each of the tables you added to the Events table tree.

For tables that you expanded (such as Recap Responses), you will follow the same process. Click next to Recap Response Data (Simple Forms). This will open up the column options for recap data tied only to the simple forms on your recaps.

This interface offers the option of selecting all fields in a recap, all fields on a page, or all fields on a form. You may also click Select None to deselect all choices. From this page, you will have access to all recap fields on all simple fields from the client. Once you have made all your selections, click Save.

As with the previous columns, recap fields can be edited or moved as needed. All headers for recap fields will include the recap name, form name, page name, and question name by default.

Adding filters

Once you have completed the report itself, you may wish to add filters. Filters allow you to display data that fits within set parameters within your report, such as a date range, a specific response on a recap field, or event ID. This allows you to limit the size and scope of a report as needed.

To add a filter, click Filters in the configuration menu.

This will expand the Filters section.

Click the Add Filter dropdown. This will display all the filter options (which will be your report columns). Select what you would like to filter your report by. For this example, we will use Start Timestamp.

This will expand to display the new filter selection and the additional settings to set your specific filter.

Click on the first dropdown menu (here labelled Is In the Date Range) to see the filter conditions.

The dropdown next to it contains limits for the conditions.

The Viewer Filter and Advanced checkboxes let you decide who can access the filter (not the report). Viewer Filter allows all viewer of the report to use the filter. Advanced only allows specific roles to view the filter. Default will always be to Viewer Filter.

You may also rename the filter if you wish. It will default to being named after the column you are filtering by. To save your filter, click Save Changes. Add as many filters as needed.

Click Attributes to edit the report name, add user roles to view the report, and adjust viewable data.

Once you’ve made the assignments and click Apply.