Using the Calendar Events ReportBuilder

The AWARDS Calendar Events ReportBuilder, located in the Reports module, allows you to run reports on each event in the Calendar. You can report on attendees, status, whether documentation is present (for program appointments), recurring information, future events, and more. 

To create and save a Calendar Events ReportBuilder report that can be run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps:

1. Click the Reports icon on the side global navigation menu:

2. The Reports index will display:

3. Select the Program from the drop-down menu in the upper-right corner. You can also select "All" or a custom grouping in this same menu.
4. If you previously bookmarked the Calendar Events ReportBuilder it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click All or ReportBuilders under "Show Reports."
5. Click the Calendar Events ReportBuilder from the index. The ReportBuilder Settings page will display:

6. Because many calendar events can contain multiple attendees, there is flexibility in how many times a given appointment/event is displayed on the report. Specifically, click one of the Display One Row Per radio buttons to indicate whether there should be a separate row for each event or attendee:
   1. Event - Each appointment/event will only be listed once in the report, no matter how many attendees are set for it. 
   2. Attendee - Each appointment/event will be listed multiple times in the report - one row for each attendee. 
7. If the "Display One Row Per Attendee" option is selected, the report's scope can be narrowed by configuring the following additional fields/options:
   1. Limited by Client/Worker - By default the report contents include all client and/or worker attendees. This option can limit the contents to a specific client and/or worker. 
   2. Client/Worker Date Range - By default, the report contents include appointments/events scheduled for any client or worker active as of today's date. This option will adjust the range of dates to include events for discharged clients and/or former employees, make changes to that default date range using the available From and To fields/date pickers. When doing so, please keep in mind that a two-year period of your choosing is the maximum length of time that can be used for this date range.
   3. Client - This option allows you to narrow the report content to a selected individual client. 
   4. Worker - This option allows you to narrow the report content to a selected individual worker. 
8. By default, the report contents include appointments/events scheduled for today and any of the next seven days. Adjust these dates as needed. When doing so please keep in mind that a two-year period of your choosing is the maximum length of time for which the report can be run.
9. By default, the report contents include one row for each client-specific appointment event and excludes non-client events such as staff trainings and staff events. To adjust this default to include ALL events in the report, regardless of whether they involve clients, click the Include Staff Events and Trainings checkbox.
10. Leave the Provide ExportBuilder Options checkbox unchecked. It is NOT relevant to report generation.

NOTE: This option provides access to an ExportBuilder corresponding to this ReportBuilder. AWARDS ExportBuilders are designed for use by individuals who are familiar with export files and formats, their design, and setup.  With ExportBuilders, you can create customized data reports as you would with the ReportBuilder itself, and from those reports generate export files of several 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. To learn more about using ExportBuilders, click here. 

11. If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages 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. 

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.

12. Use the Select a saved report format option 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:
    1. Use a previously saved format - With this option, you can immediately generate the report without changing any settings. Alternatively, 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.
       1. Note: The saved report format list includes several built-in formats made available by Foothold Technology. These formats - each prefixed by "Foothold -". Specifically, available formats include:
          Foothold Report - Client Summary Report - Displays a summary table listing, per client, the number of program appointments in the selected timeframe and their statuses,
          Foothold Report - Staff Summary Report - Displays a summary table listing, per staff member, the number of program appointments in the selected timeframe and their statuses.
          Foothold Report - Progress Note Summary - Displays one row per program appointment scheduled in the selected timeframe, including the client, staff, program, date, start time, and whether documentation is present.
    2. 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.
13. Click Continue.
14. 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.
15. In all other instances, the Options page is displayed.

16. This Options page contains a list of checkboxes representing data collected for appointments/events, grouped by type. Click the checkbox next to each variable for which data is to be included in the report, and/or use the available Check All options as needed. 

Note: Data variables with an asterisk (*) next to them are those for which there may be multiple values for an individual appointment/event. Corresponding results will be displayed in a comma-delimited list on the report.

17. Click Continue. The Report Options - Continued page will display.
18. 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 how the contents are displayed.
19. 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 will display. 
20. Configure the fields and options as needed. 
21. Click Save Report Format. 
22. Click Display Report. The report is generated and displayed on the ReportBuilder page.

23. 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 the following:

• When the report includes multiple value characteristics (those with an asterisk next to them on the initial Report Options page), the individual detail for each appointment/event includes a list of the values separated by commas. Additionally, because each appointment/event may have more than one value, the summary table totals information for any multiple-value data variable may not add up to the total number of appointments/events.
• 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.