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Create a Report

Amy Carr
Amy Carr
  • Updated

The Reports Tutorial in the Athennian Academy provides a full review of Report creation, or to understand the layout of a Report, it can be helpful to review Understanding: Reports.   

Creating a new Report focuses on three essential areas:

  • Create and name the Report
  • Add Filters to specify which Entities should be included in the results
  • Add Data Columns to the results of the Report 

Note: only users with permission to Edit data in Athennian can create a new Report.  However, it is good to note that Read-Only users can Run and Export existing Reports. 

Create and Name a New Report

  1. On the main menu bar on the left, click the Reports icon 
  2. If no previous Report detail appears on the right side of the screen, proceed to step 4
  3. Or, if the detail from a previous Report appears, click Action and select New from the dropdown
  4. Select the appropriate Report Type tab at the top of the screen, to select the data that will be available for the Report
  5. In the Report Name field, type the name of the Report being created
  6. Click the Save button to see the Report in the list on the left

Add Data Filters 

Each Filter will include three parts:

  • Field Name - field name from the Entity record
  • Qualifier - show where this data "is" or "is not" or "is greater than"
  • Data to Search For - show there the data is "Confirmed" or "Pending" or "Closed"

The default Filter shows as above, update the fields to include the information required. 

  1. Click the Field Name to open up the dropdown list of all the available data fields 
  2. Select the specific Data Field from the dropdown list, and the Search field can help find fields quickly
  3. Click the Qualifier to select the appropriate option
    Note: the options available in the Qualifier box will change based on the type of data field. 
    For example, Text fields, like Entity Name, will have different options from a dropdown Status field, or a Date field. 
  4. Click the Data to Search For field and populate the specific data to be included 
    Note: the format of the specific Data entered will change based on the type of data field. 
    For example, Text fields will have an open text field to type in the data, while Status has a dropdown list, and Date fields will provide a calendar.
  5. Add additional Filters as required using the + OR or + AND buttons
  6. Click on the Action dropdown, beside the Report name, and select the Update button

Add Data Columns to the Results

The columns that appear in the results section can be edited to show the data required.

  1. Click on the Run Report button in the top right
  2. The Results section at the bottom will populate the first column of data, showing a list of all the Entities that meet the criteria of the Filters
  3. Click Edit Columns at the right side of the Results section 
  4. The Edit View window will pop up, where columns of data can be selected to add to the Report Results 

    Note: in the Entity Details section, it pulls up only column titles relating generally to the entity, while the Compliance tab pulls up column titles relating to entity compliance information only- selections can be made from both tabs
  5. On the left, navigate through the available tabs where Entity data is stored 
  6. In the middle section, check the boxes for the desired columns
  7. On the right, the Selected Columns will appear, click and drag the columns to change the order
    Note: Columns listed here from top to bottom, will appear as left to right in the Report Results.
  8. Once done, click Apply Changes to save the updates
  9. The columns will now appear in the Results section of the Report
  10. Click on the Action dropdown, beside the Report name, and select the Update button

Reports Tips and Tricks

  • Entity Shortcuts - from the Report Results, the Entity Name will appear in blue, these are links that can be clicked to immediately access the Entity record
  • Protect Reports - Reports are designed to be shared by everyone using Athennian, if you don't want anyone else to edit your Report, click on the Lock toggle near the Entity Name 
  • Export Report - above the Report Results, on the right side click on Export and select either Export to XLSX or Export to CSV to download a copy of the Report to the web browser