Getting the Right Report Results

Contents

Thinking about Reports
Adding Criteria
Understanding Search Operators
Utilizing Groups
Using Search Groups for Individual/Organization Type or Individual/Organization Custom Fields
Selecting Columns
Navigating Report Results
Exporting Report Results
Related Guides

Thinking about Reports

Think about running a NeonCRM report as a simple process with a lot of choices.

  1. Pick the right kind of report (understand the difference between account based vs. transaction based reports)
  2. Filter the results using Search Tabs and Search Criteria
  3. Add in the types of data you do want to see by Selecting Columns

Adding Criteria

When you start running reports, you will undoubtedly want to refine your searches to drill down on specific kinds of information. The type of report you choose to run defines the scope of the report and which options are available for drilling down.

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For example, if you run a membership report, you will be able to refine your search using the basic constituent information, their membership information, and your custom fields. Instead, if you run a soft credit report, you will have basic constituent information and soft credit data available to you.

You can collapse or expand each field category by clicking on it, or if you know the name of the search field you would like, just start typing it in and NeonCRM will search for it in each category.

Note: In some reports, you will see these three fields are set by default. This means that your report will not include the deceased and those who do not wish to be contacted.

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These are the available search criteria categories within NeonCRM’s reporting module:

Basic

This category is available on all reports. It lists fields from individual and organizational accounts.

Communication

This category is available in the Mailing and All Accounts Reports and lists Material Tracking information.

Membership

This category lists fields from membership transaction information.

Note: Start Date and Enrollment Date are often confused. Start Date refers to the date this member’s term begins. Enrollment Date refers to the date the record of the payment was entered.

Custom Fields

This category consists of custom fields you have created. Depending on which report you pick, you may see categories for Account Custom Fields, Individual Custom Fields, Donation Custom Fields, etc.

Donation

This category lists fields from donation transaction information.

Relation

This category lets you search for constituents linked in NeonCRM by a specific type of relationship.

Wealth Screen

This category lets you filter your results by wealth screen data.

Soft Credit

This category lists fields from transaction information for soft credits.

Email

This category lists fields from Email Campaign information such as name and sending details.

Pledge – For Pledge Payment Reports

This category pulls Pledge transaction information.

Transaction

This category lists fields from all transaction data in the system – memberships, donations, event registrations, and store purchases.

Tip: Item Type actually refers to the type of transaction you’re searching for.

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Product

This category lists fields from store transaction information.

Campaign

This category lists fields from campaign information such as name, code, date, and goals.

Event

This category lists fields from event information such as name, code, and date.

Event Sessions

This category lists fields from event session information such as name, code, and date.


Understanding Search Operators

Now that you know which fields are available, we’ll show you how best to search them.

Each New Report will open up a new Search Criteria screen, and each Search Criteria screen will contain default Search Criteria as well as default Output Columns (both of which can be edited).

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After you click Edit for the search criteria, you will notice several drop down menus associated with each type of data like “Name,” “Account Type,” “Email,” etc. Below are explanations or examples of how you would use these dropdown parameters.

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Blank

This simply means that you’re looking for a blank field. You cannot use this, however, to find a record that doesn’t exist! For example: you might think you could find people who have not donated to your organization by searching “Donation Date = Blank”. Instead, your results will show you a list of people who have donated, but somehow failed to specify the date of their donation.

Not Blank

This means, “show me all results that have something entered in this field”.

Equal

This means “show me everyone who matches my criteria exactly.” For example: if you specify “First Name Equal to John”, then you will only see results for people whose first name equals “John”, exactly how you spell it.

In Range Of

This works very much like Equal, but for more than one option. It’s like saying: “Show me results equal to this or this or this, and nothing else.”

For example, you are searching again for John (above) but realize that perhaps his name is Jim, too, or it could be James. Using this option will open up a new window, and you would search for a Jim, John, or James as shown in the picture.

Note: You may be tempted to use this to create a range of dates. In Range Of will not enable you to accomplish that. You must use the "Advanced" setting.

Not in Range Of

This is the opposite of In Range Of. Use this to exclude specific things.

Containing

Use Containing if you know part of the data you are looking for. For example, if you know there is a “Z” in the person’s name you are looking for, just enter “z” in the textbox next to First Name and Last Name, and use the parameter Containing.

Greater Than/Greater & Equal

Use Greater Than and Greater & Equal if you are searching numerical data or date data. For example, use greater than if you are searching donations greater than $50 or Greater & Equal to $50.

Less Than/Less & Equal

Use this in the same way as Greater Than/Greater & Equal but in this case you would be searching for something less than, like all donations less than $50.

Advanced

Use Advanced if you have multiple search parameters you want to use. For example, let us say you want to create a report of all donations less than $50 and all donations greater than $1000. To do this, use the Advanced option. Click the Add Advance Criterion button to add more operators within this criterion, and X to remove them. For a range, you will usually include two operators here.

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This is useful for creating ranges of dates or dollar amounts.

To create a range of dates, you will create one criterion that is "Greater & Equal" to your beginning date, and another criterion that is "Less & Equal" to your end date.


Utilizing Groups

The “Add Group” button that displays to the left of your selected search criteria can be used to add further inclusion in your report. It can link two different search fields with “AND/OR," changing your specifications from requiring ALL search criteria to requiring ANY search criteria.

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For example, if you want to make a list of easy-to-contact users you may want to include accounts that have a phone number and/or email address, but you do not require that an account have both in order to be included in your report. You can create a group and load criteria that requires Phone Number to equal Not Blank, then create a second group and load criteria that requires the same of Email Address. Constituents that fall into either of your groups will appear in your report when you click “Search."

The below search criteria will give you a list of accounts that meet any of the search criteria, whereas if you loaded both search fields in a single group, then the results would only include accounts that met all of the criteria. The results will include accounts that have a phone number and/or an email address.

Your results may include accounts with both an email and phone number, but only one or the other is required to appear in the report.

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Groups can be individually edited and multiple specifications can be selected within each group. Click Add Criterion under each group to add more selections, or remove a group entirely by clicking Delete.

Using Search Groups for Individual/Organization Type or Individual/Organization Custom Fields

The respective "Account Type" criteria is loaded automatically upon loading any of the below search fields in a report:

  • Individual Type or Organization Type
  • Individual Custom Fields or Organization Custom Fields (these types of custom fields are marked as "(org)" or "(ind)" under the Attribute search tab)

If your report searches on individual/organization custom fields or types, you will need to use search groups if you want your results to include both individual and organization accounts.

For example, you would use the below criteria to generate a report of accounts with a specific organization type or individual type.

sponsor_groups.png


Output Columns

Once you've saved changes to your search criteria, you can specify which columns of data you want to see in your report. To do this, click Edit under Output Columns.

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After you click this button, you will see a screen where you can manage the columns of data that will appear in your report. Currently Selected columns will appear on the right; additional Available columns will appear on the left.

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Shift column headings from the Selected to the Available panel to remove them from your report; shift columns from the "Available" to the "Selected" panel to add them to your report.

Shift columns by clicking on them and either dragging them from one panel to the other, or using the appropriate button:

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Note: Clicking the horizontal "double arrow" buttons >> or << will move all columns to the right or left-hand side, respectively.

If you're looking for a specific column, you can type its name or a keyword in the space above the Available Columns to see a filtered list of only the columns that contain it.

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To save your selected output columns, click Select Columns.

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If you'd like to keep your selections for future reports of the same type, check the "Remember these settings" box before you save.

Tip: Your output columns are "remembered" per user, per report type. So for example, the columns I chose above would be the default output only for Mailing Reports run by me.

Navigating Report Results

Once you have run your report and you reach the search results page, you can click into different records by clicking on their Account ID number in blue.

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Once on that record, you can browse through the report results by using the arrows in the upper right corner of someone's account.

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Click the back button to return to the report results.

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Exporting Report Results

From the results page, you can click on the Export Results button to see options for exporting to Excel or CSV.

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Please Note: Custom Field Data will not export if there are 80k+ results in the report. We suggest segmenting your report in order to export this data (e.g. one report for Individuals and one report for Organizations.)


Related Guides

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