Using "New-Style" Reports

This article will explain how to create a report using the newer style of reports on LocataPro - known as "Generic List Reports".

TABLE OF CONTENTS

• Creating a report 
• Save Report
• Open an existing report
• Using reports to prepare and send bulk correspondence (Bulk Mailing)  

Creating a report 

Sometimes you may need to create a report from scratch to capture certain information, to do this follow the steps below:

1. Click 'Reports', then 'Generic List Report'.
2. Choose from the dropdown what you would like to report on, this will determine which questions you are able to select for the report. You can only report from one area at a time, for example you cannot report on Applications and People together.
3. Within the "Filter" that has appeared on the screen, choose which type of question you would like to filter on.
4. In the "Filter Question" box, you can search for the question you would like to use in your filter by typing the name of the question or its unique identifier (Code)
5. Choose a "Filter Type". Further detail on what each filter type does is available further in down this article. 
6. Click "Add Filter" to add additional filters and narrow down the data you will be reporting on further. Repeat step 4. 
7. Once you are happy with the filters, click 'Run Report'.

Did you know: 
Just display - The data held against this question will be displayed within the report without any filter associated with that question. 
Has a value - this question has been answered.
Does not have a value - this question has not been answered.
Is true - the question's answer is "Yes". (In a Yes/No question)
Is false - the question's answer is "No". (In a Yes/No question)
Is not true - the question is either answered "No" or unanswered.
Is not false - the question is either answered "Yes" or unanswered. 
Is - choose one option from a list of answers to filter data on. 
Is not - choose one option from a list of answer to filter data on.
Is one of - you can select multiple options from the list of answers and the report only returns.
Is not one of - you can select multiple options from the list of answers. 

Save Report

To save a report template that you have created so it can be used again in the future, follow these steps:

1. Click the 'save this report' icon. 
2. Name the report and select who will be able to run the report. Select the folder you want the report template to be stored in. 
3. There's also the option to save the report template to the dashboard. 
4. If you want to make changes to the folders where the reports are stored, click 'Edit Folder'. 
5. Click 'Save changes' at the end.

Open an existing report

To open a report template that is already saved on the system, follow these steps:

1. Click the 'open an existing report' icon 
2. Select the saved report template you wish to use from the relevant folder and click 'Open Report'. There is also the option to delete the report template here should you want to. 
3. The report filters should show and all you need to do now is click 'Run Report'. 
4. The report will display and you have the option to click 'Download', this will create an excel spreadsheet of the data from the system.

Using reports to prepare and send bulk correspondence (Bulk Mailing)  

To send correspondence in bulk to all the accounts on a report after it has been run, follow these steps:

1. Click the 'send mail to the accounts on this report'.
2. Select a correspondence template and click 'set up bulk mail'.
3. Select the frequency, the date and time you would like the correspondence to be sent out and the action upon completion.
4. Click 'Save changes'.
5. You will see the job list. You can download it if the job has been run. You can run the job. There are also the options to edit or delete it.