Creating Custom Reports
Create multiple custom reports on your platform to pull data from a variety of data sources. Reports can be filtered to specific time frames, events and pages and scheduled to send to you on a regular frequency.
The Data Exports module allows you to create multiple reports to pull data on your fundraisers, donations, transactions, teams and more.
This article will run through:
The Data Exports module on your platform allows you to create multiple customised reports that can be downloaded at any time, or sent to you on a specified schedule.
To create a new report, navigate to Data Exports in the black left-hand navigation, and click on +New Export to begin. Give your report a name, choose a data source and save. You can then make edits within your Exports Details tab to refine the data you receive.
Data Source
The first thing you need to choose is your data source. Each data source has differing fields available, relevant to that data source. For example, the Shop Sales data source will have products, costs and stock quantity relating to the products available for purchase within your Shop module. Whereas the Fundraisers data source contains fundraising specific information relating to your entrants.
There are thirteen data sources to choose from. Fundraisers, donations and transactions are the most commonly required.
Transactions: This will pull data relating to transactions that have been processed through your platform. This could include registration fees, donations, and merchandise.
Fundraisers: This will provide data on your entrants registered in your events, such as their personal details, fundraising target, and amount raised.
Donations: This will pull data relating to your donations, including donor info and the member/team/event that was sponsored.
Teams: This provides a topline overview of your teams such as captain, the total amount raised, and number of members.
Shop Sales: This details out information collected for shop sales such as the purchaser, shipping details and costs.
Shop Stock: This provides an overview of shop product stock levels.
Raffle Sales: This lists out purchases of raffle tickets and the numbers of tickets per purchase. Within your Raffle module you can download a detailed report of one ticket number per line.
Events: This provides a top line overview of your events, such as date, time, number of entrants, amount raised in donations and amount in registration fees.
Ticketholders / Guests: This is used for ticketed events and captures the details of the ticket purchaser and the details of the ticket holders entered on the multi-entry step of registration.
Scheduled Donations: After the first donation of a scheduled donation has been made, the subsequent scheduled donations will appear in this report once paid.
Scheduled Donations Errors: This will list out any errors (if any) when a scheduled donation is processed.
Organisations: This provides a topline overview of your organisations such as captain, the total amount raised, and number of members.
Report Frequency
If a report is set to Active, then you can specify it to send to certain email addresses on a set schedule. Simply choose the Active radio button and save. If set to In-Active, it simply means it's not being emailed directly to you.
Once set to Active, you can choose your Delivery Frequency and Delivery Day.
You can also choose your Data Type:
- New Records Only: This will only email you new records since the last send. For example, if it's being sent daily, then the records sent will be the new records in the last 24 hours since the previous send.
- New & Updated Records: This will send you new records as above, but also any records which have been updated in that send period.
- All Records: This will send you all records.
Note - when you download a report directly from the platform using the green Download button, this will always download all records.
Scroll down to the bottom of the page, and you can then specify who receives the report. Multiple emails can be added, a time of day chosen, a subject line for the email and password protection added to the report.
Data Filtering
Depending on the data source, your reports can be filtered by:
- Date range
- Event Name
- Event Type
- Page Name
- DIY Theme
- Charity (if multi charity module is being used)
For example, you may want to download donations, but only between two specific date ranges. These can be set, the report saved and then downloaded.
Or, you may want details of your fundraisers, but only from two events. You can choose these events using the Event filter.
Report Fields
Once saved, you can move to your Export Fields tab. Here you can select the fields you'd like to pull, name, and order them.
Select +Additional Field to add as many fields to your report as you wish. Specify the field name, then select the data this should correspond to from the Field Value drop-down. If importing the data into a CRM we don't integrate with, you can name your Field Names to match your CRM, such as fname for First Name.
Please note there are some data sources with multiple field values with similar names, make sure you are selecting the right field value for what you require by selecting the field value under the appropriate heading.
For example, In a donations report, there is First Name under Donor Info, this will collect the first name of the donor. Under Member Info is First Name but this will collect the name of the person the donation is sponsoring.
When naming your fields, it's important to ensure they are unique. You cannot have two fields with the same name. However, you can have two fields pulling the same data.
Syncing Data Fields
For import purposed into external tools, if your report must contain fields not captured by your platform, simply add the field name and then select Custom from the top of the Field Value drop-down. This will create a field within your report, but it will be blank. If this field needs to be populated with something specific, add a value into the Default Value field.
Send History and Admin Logs tab
If your report is set to Active, then the Send History tab will detail out all the times it has been sent. Who it was sent to, the date and time and the number of records.
The Admin Logs tab will record each time a report is saved and edited and by which admin.
The reports created within your Data Exports module can provide you with a wealth of data about your events, fundraisers, and transactions. Once downloaded, they can be analyzed and manipulated to review insights and trends to better understand your data.
If you'd like further support, please pop in a support ticket from your platform and our team will assist you.
