Reports, How to Use
There are two kinds of reports:
- Search and Report on Results
- Report Results based on pre-determined criteria called a FILTER.
Search boxes are labeled with which field you can search for, such as First Name, Last Name, ClientID (sometimes called Case Number, or Borough or Date. Usually, no entry is required, in which case ALL records will be displayed based on the purpose of the report. You can also search for any combination of these fields to limit the scope of the report. The Date field will have additional information about what date is being used as the criteria: it may be the Acceptance Date or Submission Date (of a form). Sometimes you can search for a range of dates, a date that is Greater than an early date AND less than a later date.
The results of the search may appear below the search boxes or on a separate page. If there is a separate page, it will have a link to Search Again.
You can’t specify the filter, but the criteria used is explained at the top of the results page. If you need reports based on different criteria, you should request that from your database/Caspio programmer.
Groups in results
Where there is a lot of data to be totaled, averaged, etc., it can be useful to group the data by, say, borough or date or gender. The reports that use grouping are shown fully extended, but if you press the little “–” sign, the group collapses to just its totals. Conversely, pressing the little “+” sign, expands the group. In the example below, the first two Agency contributions are “collapsed”; the third is expanded to show their contributions.
Some Results Pages allow you to change the data being displayed. At the end of the row, you will see edit or delete or Details. Or, above the results, you may see Grid Edit which allows you to edit the data in a spreadsheet like format, more than one at a time. The Details link takes you to a separate page with fuller details about that client. For example, here is a portion of the Update Client Details page. Use the Details link to edit all the information about an individual client:
Or, you can use Grid Edit to assign a Bridge Fund worker to each case, change the status, or add phone or email contact information for several clients at once.
If you change results or delete results, a notification message will be sent to a manager with all the fields in that record so that if a mistake was made, it can be fixed.
Search and Send Reports
Both types of Surveys (Quarterly and Post-Assessment) sent to existing clients, are filtered reports that show the clients’ email addresses in the results. When you click on the email link, a pre-formatted email appears with a message to that client with a link to the survey to be completed. The link has the client’s ClientID, first and last name so that when the client submits the survey form on line, the answers will be stored with the proper client identity. So, don’t mess with the link. You can alter the words of the message.
Controlling the Ouput
At the bottom of the results, you can set how many records you want on each page. And, you can navigate to the next or previous page. You can click on column headings to sort the information up or down.
At the top of the results, you can Download the Data to a file that can be used by EXCEL. This can be useful if you want to add other calculations such as MEDIAN that EXCEL has, but Caspio does not have (yet). MEDIAN is useful for Median Rent or Median Income; it is better than AVERAGE which can be distorted by outliers.
If a report is very wide, you will see a scrollbar at the bottom. Very wide reports have also been designed to keep the first couple of columns fixed, so that when you scroll, they stay in place and the other columns scroll, preserving your view of the case number, name, etc.
Reports with Charts
Two reports, Ethnicity by Borough and Gender by Borough include a bar chart above the results. In the upper right corner of the chart is a menu button that enables you to download just the chart as a png or jpg graphic file for use in a report. These are just samples of what can be done; suggestions are welcome.
The report comparing answers to the Quarterly survey, makes the comparison between each client’s current survey answer to questions about rent, income, and credit score and those in the Pre-Assessment survey. If more than one survey has been submitted, you can see the changes from quarter to quarter. Then, a series of questions regarding actions the client has taken, such as # job applications or interviews, or workshops taken, are added up to give a “score” of the number of pro-active actions taken, the last column in the report.
The Pre-Post Survey Analysis makes the comparison between each client’s Post Assessment survey answer to questions about rent, income, and credit score and those in the Pre-Assessment survey. Here, though, because each client has answered only one Post-Assessment survey, we can compute the average changes for the entire group of clients. The answers to the ratings are also averaged: a positive change means the average rating went up the scale of satisfaction. Suggestions for other analytics are welcome.