With the Report Builder feature you can create reports that collect information from the Constituents grid and the Gifts grid at the same time. This is useful if you need to create a fundraising report for specific date ranges, funds, or other gift-specific information and cross reference this with information only available on the Constituents grid, like custom fields or summary information like cumulative giving amounts.
Most standard fundraising reports can be generated directly from the Gifts grid. For example, a report on revenue for a specific date range or a report on donations to a specific page or fund can be created using the Quick Queries available on the grid. You can also produce summary giving reports directly from the Constituents grid by using the YTD Received Amount, Last Year Received Amount, and Cumulative Received Amount columns.
To begin creating a Fundraising Report, go to the Workspace menu and click on Reports. From the Reports grid, click on +New to create your new report.
On the next page you will complete the report information including:
- Report Name - Enter the name of your report.
- Tags - This is a column available on the Reports grid, so you can apply any desired tags for sorting or filtering the Reports grid .
- Report Folder - This is another column available on the Reports grid, so you can assign this report to a specific folder or create a new one.
- Description - Include a description of your report or its purpose.
- Report Type - choose Fund Raising to be able to cross reference the Gifts grid.
Click Next to proceed to the next step.
On the Report Fields page you will see two columns. On the left are all the columns available on your Constituents grid and the right are those available on the Gifts grid.
You will check the boxes next to the fields you wish to include in your report. Each box checked will include that column on your report and any data that is in that field will be shown on the report.
Click the green Next button to proceed to the next step.
The last step is selecting the Report Prompts. On this page you will select which fields you wish to filter the data by to produce your report. Select the prompt fields from either the Available Constituent Fields column or Available Gift Fields.
The prompts selected are performed in the order that they are assigned. So if you choose Categories first, the data will be filtered to meet the all the Categories you select, then the next prompt will be addressed. These are also additive filters, so each additional prompt you select is an additional filter that must be met in order to be included in the report.
Choose your prompts in the order that you wish them to be performed. Once all your prompts are checked, then choose the criteria in each of those prompts by checking the boxes next to the items. You can select multiple criteria under each prompt.
When your prompts and criteria are all selected, click on Generate to download the Excel spreadsheet.
The report will show all the Report Fields you selected in each column. Only those records that meet the criteria you selected in the Report Prompts will be included in the report.
If you have selected a multi-select field, like Categories, Skills, or Email Lists, the report will include all the items assigned to that constituent, not just those you included in the prompts.
You can go back an adjust the report as needed by using the Previous buttons on the report pages. Once you are finished running your reports, you can click on Done to return back to the Reports grid.
You can rerun the report anytime, but you will need to select the criteria for each prompt again prior to generating the report.
