Overview

Within the Search & Reports tab, you can select different layouts for your reports to visualize your data in a variety of ways, such as a search grouped on a specific field or a summary report. Read on below to learn more about each results display type:

Click here to watch a video tutorial on how to use Search & Reports.


How-To: Change Results Display in Search & Reports

After you've entered your search criteria and hit Search, you will be able to click the blue Change Display/Columns button in the upper right of the page. This will open the Results Display window.

Within the Results Display window, there are four different results displays to choose from, as described below. You can also add additional fields to display as columns in the report. Click the blue Apply button to submit your changes.

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List

The List results display is the default view of your search results. The contact name and a few default columns will display depending on the criteria used to build your report. Any additional columns added within the change/display columns menu will also display.

Please note: At this time, you cannot change the order of the displayed columns. However, you can sort any columns that have arrows displayed in ascending or descending order. If you would like to rearrange the columns in your report, you can use the green Export button in the upper right and then manipulate the columns in Excel/Google Sheets/etc. - click here for more information.

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List with Groupings

The List with Groupings results display allows you to group the list of contacts in your search by the options of a single field.

Some examples include grouping by Grade, Athletic Interests, Current School, or Contract State. Please note: Some field types, such as text fields, cannot be used for grouping.

The field options will display as headers with the associated contacts listed below them, and a total count of contacts per field option will display in the header.  

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Summary Report

The Summary Report results display shows a total count of contacts meeting one or two criteria (fields). It provides individual counts for each field's options as well as total counts of each field's options across rows and columns. A row heading is required on the summary report, but adding a column heading is optional.

Please note: This is a numerical report and does not display contact names. Below you can see a report when one field is selected and when two fields are selected. 

Example using one field (row heading only):

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There's an individual count displayed for each enrollment type option along the right of each row, and a total count for all contacts with either enrollment type included at the bottom in the total row.


Example using two fields (row heading and column heading):

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There's an individual count displayed for each contract state and grade, and a total count for all contacts with that contract state along the far right. In addition, there are total amounts calculated for each grade, and a combination of these totals near the end of the total column.

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Graph

The Graph results display will show you the number of contacts for each option of the field you select. This provides a visual representation of your data, as well as calculated percentage values. This is a numerical report and does not display contact names.

Please note: If there is a long list of options for the field, such as a long current/previous school list, it may not display properly. It is better to use a summary report or list with grouping results display for fields with longer option lists. 


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