SMART: Building Reports

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In this video, we're going to be demonstrating how to use SMART's in-built reporting facilities. The report builder allows you to produce various reports on stakeholders within the system. The report builder is a permission based facility, so if the link for the report builder is not showing up when you're logging into SMART, you will need to request permission to access the report builder from a super user.

Video transcript

The report builder can run reports based on the following data sources within SMART. Organisation reports are based on stakeholders in or linked to an organisation. Stakeholder reports can be based on a tag or a stakeholder list. Tag reports are based on the tags stored in SMART. Event planner reports are based on events in the events planner.

To begin running a report, you must first navigate to the reporting page by clicking on the link at the top of the screen. Once again, if the link isn't present, you will need to request access from a super user.

On the report builder homepage you can view any saved reports that you have created in the past by clicking on the saved reports tab. To create a new report, select a report type using the dropdown menu.

Organisation type reports can be produced on the fly by selecting the setting and clicking the Run button. Alternatively, they can be saved for future and repeated use by making your selections and clicking the Save button. The four tabs on the left hand side of the screen provide the user with a variety of options to tailor the report to their specific needs. On the About tab, under organisation details, you can use the tick-boxes to select which data will be displayed in your report. You may also choose to include the top relationships that an organisation share[s] with other organisations by ticking the Show relationships tick-box. Use the dropdown menus to select how much data is returned and how you want the data to be sorted. You can make the same selections for documents and administration tags.

In the contacts section of the interactions tab, you can select to include the contact history in your report by ticking the Show contacts tick-box. You will then be required to select the amount of data you would like to be included in the report and how it is to be sorted using the dropdown menus. You can select to include former employees by using the tick-box provided.

Use the tick-boxes within the fields section to choose which fields will be included in your report. You can include interactions and tag information in your report by using the tick-boxes. Once again, you can use the dropdown menus to choose how much data you would like included as well as how the data will be sorted.

On the database activity tab, you can tick the Show communication stats tick-box to include information pertaining to communications in your report. The information included is shown in figures one to six. You can select a date range for the communication report stats by using the from and to fields. If you click within these fields, it will open a calendar which you can use to select a date. You can choose to do the same for database stats where the information included is shown in figures one to three.

On the report data tab, use the tick-boxes to select which items will be included in the final report when it is produced. At this stage in the process, you can choose to save your report so that it can be produced many times for different organisations by clicking the Save button, or alternatively, you can click the Run button to produce the report right now.

If you click the Run button, a separate window will open which will prompt you to search for an organisation to report on. Enter the organisation name into the field and click Search organisations. SMART will retrieve all organisations within the database that match the search criteria and list them in an organisation tree below the search field. Use the radio buttons to select the organisation you wish to run the report on and click Run report.

SMART will apply the reporting parameters to your selected organisation and then produce the report in the report preview window, where you can download the report as a PDF or as a CSV file by clicking on the buttons at the bottom of the window.

To create a stakeholder based report, use the dropdown menu and select stakeholder from the selections. There are three horizontal tabs on the left hand side of the screen. You will initially begin on the All stakeholders tab. Enter a name for your report in the Report name field. Enter a brief description of your report and use the dropdown menus to select how many stakeholders you would like to include in the report as well as the sort criteria. When you're happy with your selections, click on the Run button. A separate window will appear which will allow you to use the provided tick-boxes to select which fields you would like to be included in your report. Make your selections and then click the Run button. Your report will appear in a separate window. You have the option of downloading the report as a PDF or CSV file using the buttons provided.

The second tab on the left hand side of the screen allows you to run a stakeholder report based on tags. Type the name of the tag you wish to use for the report and click the magnifying glass icon. SMART will search through the database and bring back all the resulting tags that contain the criteria that you used to search.

Use the tick-boxes to select which tags you want to include in the report and then click the run button. You will once again be provided with an opportunity to select which fields you would like to include in the report using the tick-boxes. Once you have made your selections, click the Run button. As with the previous report, you have the option to save your report as a PDF or CSV file.

The final tab on the left hand side of the screen allows you to run a report based on stakeholder lists. Type the name of the list you wish to use to run the report into the field provided and click the magnifying glass icon. A separate table will appear below the search field containing the results of the search. Use the radio buttons to select the stakeholder list you wish to use for the report and click the run button. Select the fields for the report using the tick-boxes and click the Run button. As with the previous report, you have the option to save your report as a PDF or CSV file.

To run a tag report, select the tag option from the dropdown menu. On the tag report tab, tick the box next to the tag summary report to enable the report. Use the show all tags dropdown menu to select how much data you would like returned in the report and the sort by dropdown menu to choose the sort criteria. Enter a name and description for your report in the relevant fields and click the Run button. SMART will display your report preview in a separate window. As before, you can download the report as a PDF or CSV file using the buttons provided.

The final report that you can run using the report builder is based on the event planner. Use the dropdown menu to select Event planner. On the planner report tab, tick the planner report box to enable the report. Select a month and year to use for the report using the dropdown menus. Enter a name and description for your report in the relevant fields and click the Run button. The report will populate in the report preview window. You will once again be able to download the report as a PDF or CSV file using the buttons provided.

In order to use a previously saved template for an organisation report, click the Saved reports tab. All previously created and saved reports will appear in the table on the Saved report page. From here, you can choose to run a report by clicking on the icon in the run column, the edit icon allows you to go back to the report to edit the parameters that are used to run the report. Finally, any previously saved reports can be removed using the delete icon in the delete column.