FormBuilder ReportBuilder

Updated March 18, 2025 21:21

The FormBuilder ReportBuilder feature enables users without access to the FormBuilder functionality to create ad hoc reports from any form built using the FormBuilder.

NOTE: During the process of adding fields to a form, you may have chosen to make one or more fields available when using related ReportBuilders. If so, you can also generate reports of form data using those ReportBuilders. When doing so, keep in mind that if more than one value exists for a form field during the report date range used, only the latest value is included in the related ReportBuilder's contents. To see all values entered in the form over a specified period of time, use the FormBuilder ReportBuilder instead.

TIP: For client forms, the FormBuilder ReportBuilder tool can be accessed from within the FormBuilder feature, or directly from the Outcomes module. (The first of these two report access points is limited to use by staff with FormBuilder access, while the second is designed for use by anyone with Outcomes module access.) For employee forms, this tool can be accessed from within the ReportBuilders component of the Human Resources module, or from within the FormBuilder feature. For forms of either type, the FormBuilder ReportBuilder is also accessible from within the Reports module, where it can be bookmarked for easy access.

Required Permissions

Permissions required to use the FormBuilder ReportBuilder feature are as follows:

Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Outcomes Button

NOTE: Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.

Click-by-Click Instructions

Viewing a Form Report

The FormBuilder ReportBuilder feature enables users to create ad hoc reports from any form built using the FormBuilder and, when applicable, to see a historical overview of form values.

To generate and view a form report, complete the following steps, complete the following steps from the AWARDS Home screen:

Open the FormBuilder ReportBuilder from one of the following locations, based on your level of access within AWARDS. All locations can be used to generate reports of client or employee forms.

Reports > FormBuilder ReportBuilder

Charts > Outcomes > FormBuilder ReportBuilder

Administration > Builders & Tools > FormBuilder > FormBuilder ReportBuilder

The initial ReportBuilder Settings page is displayed.

Click the Program drop-down arrow and select the program or group of programs for which the report is to be viewed.

TIP: This selection is not applicable when accessing the FormBuilder ReportBuilder via the Human Resources module.

Click Form drop-down arrow and select the form for which the report is to be viewed.

NOTE: The form selection list is limited based on:

Point of Access - Form selection varies depending on the location from which the ReportBuilder was accessed, and may contain only client forms, only employee forms, or a combination of the two (see step 1 for details).

Program - When working with client forms the selection list is limited by program - the list only contains forms available for the selected program, or for at least one of the programs if a program group was selected.

Permission - In order for a form to be included in this list you must have permission to access the portion of AWARDS in which that form is located.

TIP: The location of each form is listed next to it in parentheses to assist you in identifying the necessary form.

By default, the report will include only those forms whose data dates and due dates fall within the last 30 days as indicated with the Form Date Range on this page. In this context, the "form date" varies based on the location of the form you have selected.

When the form location is:	The "Form Date Range" looks for forms where:
Face Sheet or Intake/Admission linked form	The client was active within the date range
Charting Timetable	The due date or the scheduled event falls within the date range
Discharge	The discharge date falls within the date range
Service Plans and Progress Notes	The date of service falls within the date range
Single-Step Admission embedded form	The admission date is within the date range
All Other Locations	The date the form was created falls within the date range

If necessary, make changes to that default range using the available From and To fields/date pickers.

TIP: Future dates are allowed in the report date range to accommodate things like chart events which may be completed but have done dates in the future.

NOTE: In the event that you are creating a new report that will be saved, or if you will be using an existing report format that was saved previously, please be aware that the form date range is not saved with reports. You must set it each time the report is run.

Leave the Provide ExportBuilder Options checkbox unchecked. It is NOT relevant to report generation.

NOTE: This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working. AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs. With ExportBuilders, users can create customized data reports as they would with the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML. Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed. Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use.

The instructions provided in this document detail use of the Income Verification ReportBuilder only, not the corresponding ExportBuilder. For more information on using ExportBuilders, please click here.

If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages module upon its completion, click the Send in AWARDS Message checkbox. When this option is selected, you need not wait for the report to generate, and can navigate away from the ReportBuilder after finishing the configuration process (in step 8 or 15) - this can be a time-saver, especially when working with reports containing large amounts of data that might otherwise take a while to display in AWARDS.

NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted. (The exact date of deletion will be displayed in red at the top of the report message for your reference.) If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.

Use the Select a saved report format drop-down options at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved format. Available choices are to:

Use a previously saved report format - To generate the report using a previously created and saved format, select that format from this drop-down. When using this method, you can immediately generate the report without changing any settings. Alternately, you can first review and modify the settings of the format by checking off the available Provide option to modify settings of saved report format checkbox.

NOTE: The report format selection list is limited to those formats saved for the specific form selected in step 3.

Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.

NOTE: If you (or a System Administrator) have previously saved a default report format for this ReportBuilder and program, that format is pre-selected here. Make changes to the selection as needed, or leave it at its default value.

Click CONTINUE.

If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page. Continue with step 16.

NOTE: If you chose to send the report to yourself via the Messages module (in step 6), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete and then proceed with step 16. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.

In all other instances, the FormBuilder ReportBuilder Report Options page is displayed. Continue with step 9.

The Options page contains a list of variables grouped by type, and includes sections for "Demographics," "General," and "Household" (client forms only), as well as sections for each portion of the selected form. Click the checkbox next to each variable to be included in the report, and/or use the available Check All options as needed.

NOTE: Form fields are listed on this page in the order in which they are found on the form itself.

Click CONTINUE. The Report Options - Continued page is displayed.
Configure the options in the "Filter Options" portion of the page as necessary to adjust the scope of the report contents. Set the "Show Individual Detail" and/or "Summary Tables" options to adjust the way in which the contents are displayed.

TIP: Individual detail report options and/or summary table selections must be set before the report can be generated. For more information on using the various report options, please click here.

To save the report settings so that this report can easily be re-run in the future, click SAVE REPORT FORMAT. The Save Report Format dialog box is displayed.

TIP: If it is not necessary to save the report format and you wish only to view the report contents, please skip to step 15.

Configure the fields and options on this dialog box to indicate the specifics of how the format should be saved.

TIP: For more information on using the save report format options, please click here.

Click Save Report Format. The report format is saved and the Report Options - Continued page is re-displayed.
Click DISPLAY REPORT. The report is generated and displayed on the ReportBuilder page.

NOTE: If you chose to send the report to yourself via the Messages module (in step 6), a notice is displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete, and then proceed with step 16. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.

At this time individual detail and/or summary table content can be hidden or sorted as needed. The report can also be printed or exported to Microsoft Excel. For more information on working with ReportBuilder report contents, please click here.

NOTE: When working with report data, please keep in mind that when a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page. Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page.

TIP: To view a printable version of the complete form from which a specific row of report data was pulled, click the preview icon to the right of the row in question. The form opens in a secondary window. Be sure to close that window when viewing is complete.

The process of generating a FormBuilder ReportBuilder report is now complete.

Frequently Asked Questions

How do I review data for an assessment administered several times over the course of a year?

Use the FormBuilder ReportBuilder feature and select a date range for the report that covers the full year. When running the report, you'll see the progression of the administered assessments over the time period specified. You won't be limited to just seeing the latest values for the assessment as you would were you to use other report functionality such as the Demographics ReportBuilder.

Is FormBuilder data entered for discharged clients available on FormBuilder ReportBuilder reports?

Yes. Please note though, that if you're running the FormBuilder ReportBuilder for a form located on the Charting Timetable, the due date of the scheduled for must fall within the Form Date Range.

What "form dates" is the settings page looking at?

By default, the report will include only those forms whose data dates and due dates fall within the last 30 days as indicated with the Form Date Range on this page. In this context, the "form date" varies based on the location of the form you have selected.

When the form location is:	The "Form Date Range" looks for forms where:
Face Sheet or Intake	The client was active within the date range
Charting Timetable	The due date or the scheduled event falls within the date range
Discharge	The discharge date falls within the date range
Service Plans and Progress Notes	The date of service falls within the date range
All Other Locations	The date the form was created falls within the date range

Why are future dates allowed in the date range for form reports?

Future dates are allowed in order to accommodate things like chart events which may be scheduled with future dates but be completed now.

Why is a form I completed as part of an incident not showing up in assessment reports?

When a consumer is not included as a participant in an incident, any form associated with that incident is not available on assessment reports where one would otherwise expect to see it.