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Transcript

The Sky is the Limit:Advanced Reporting with eTapestryPRESENTED BY KIMBERLY HAMMER

Agenda

• Explain the difference between queries and reports.

• Identify the different types of reports

• Describe the components of a custom report

• Discuss common report issues

• Create custom reports using Summary Fields and

Aggregates

• Create relationship reports

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Query vs. Report

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Query (the funnel) Report (the output)

An advanced search engine that locates

a group of accounts or journal entries,

based on criteria that those entries

share.

A tool used to allow you to select the

fields you want to display or use about

the account or journal entries in a query

Fixed preview Customizable

Must be ran through a report to export

results

Must be ran with a query

The “who” The “what”

Types of Reports

1. eTapestry Standard Reports

• Reports that are pre-defined in the system and cannot be edited. More advanced

functionality than custom reports.

2. eTapestry Benchmark Reports

• Benchmark reports compare your organization's data against the benchmark data

that eTapestry compiles from participating customers.

3. Custom Reports

• When you need data from eTapestry that is not available on a standard report, or

you need additional data in a specific format, you can use custom reports.

• Custom reports allow you to extract information you track in eTapestry in the order

that you need.

4. Custom Relationship Reports

• Relationship reports allow you to create reports that contain information about both

sides of a relationship, along with data stored on the relationship itself.

Report Categories

• Report categories allow you to organize your reports

• Today we will all create a category for the reports we are going to build

together

1. Click Reports

2. Under the Tasks menu, click New Category

3. Enter a Name

4. Click Save Category

• Tips

• Use category and report names that help you stay organized

• Delete old/unused reports

• Utilize the Find feature

Custom Report Components

1. Name

2. Description

3. Grouping Options

4. Report Options

5. Available Fields

6. Select Fields (columns in the report)

Custom Report Launch Screen

Section 1 – Query

• Choose the category and the query

you want to use with your report

• Have the system remember this

query

Section 2 – Export As

• Decide which Persona(s) you want

to pull

Section 3 – Delivery Options

• Choose a report format and how

you want to receive it

• Set the email options if applicable

• Run the report or schedule it for

later

Common Report Issues

• Information is not displaying in some of the columns

• Collapsing reports that contain columns like Date, Fund, Campaign, etc.

• Sorting a report by Last Name

• Visibility

• Renaming report columns

Let’s Build Some Reports!

Summary Fields vs. Aggregates

• Summary Fields always look at the entire account

• They cannot be isolated by what’s in the query results

• Aggregates only look at what’s in the query results

• Make sure the data return type is set properly on your query

Scenario #1 – Summary Fields

We want to create a report that pulls the following

information for all of our constituents:

• Name and address information

• Giving information for 2011, 2012, 2013, and 2014

• Date and amount of their last donation

Scenario #2 – Aggregates

We want to create a report that pulls the following

information about our General Fund:

• Name of the donor

• Amount donated to the General Fund in 2011, 2012, 2013, and

2014

• Lifetime giving total to the General Fund

Scenario #3 – Summary Fields & Aggregates

We want to create a report that pulls the following

information:

• Name and address

• Lifetime giving to our organization

• Lifetime giving to our New Building Campaign

• First donation amount and date to the New Building Campaign

Scenario #4 – Relationship Reports

Our couples are tracked as separate accounts, linked

together in a relationship and we want to see the

following information:

• Husband’s name

• Wife’s name

• Address information

• Year to date giving total

Summary Fields always look at the entire account

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Reminder

Aggregates only look at what’s in the query results

Recap

• Explained the difference between queries and reports.

• Identified the different types of reports

• Described the components of a custom report

• Discussed common report issues

• Created custom reports using Summary Fields and

Aggregates

• Created relationship reports

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Answers!

Scenario #1 – Steps

1. Click Reports

2. Click on the category that you want to store this report in (example: System)

3. Under the Tasks menu, click New Report

4. Name the report Giving information YTD and the last three years

5. Leave the Group Report By set to (Do Not Group)

6. Choose Sets from the available fields and click on Name and Address

7. Choose Summary Fields from the available fields and click on the following fields:

• Three Year Ago Received Amount, Two Year Ago Received Amount, One Year Ago Received Amount,

Year To Date Received Total, Last Received Date, and Last Received Amount

8. If you’d like, arrange the columns into order by clicking on the middle of the field column and

dragging up or down

9. You can also edit the names of the columns

• For example: change Three Year Ago Received Amount to 2011

10. Click Save and Run under the Tasks Menu

11. At the top of the launch page select Base as the category and All Constituents as the query

12. At the bottom of the page choose the Delivery Option Display Results to Screen, Email the

Export file, or Download the Export File

13. Click Submit

Scenario #2 – Steps

1. Click Reports

2. Click on the category that you want to store this report in (example: System)

3. Under the Tasks menu, click New Report

4. Name the report Giving information Lifetime, YTD, and the last two years for a specific

Fund/Campaign/Approach

5. Set the Group Report By set to Account

• Then in the drop-down menu that appears, select Collapse Groups

6. Choose Commonly Used Fields from the available fields and click on the following fields:

• Name

• Received (add this column 5 times)

7. Click on the + icon to the left of the first Received column and set Aggregate to Two Year Ago

8. Click on the + icon to the left of the second Received column and set Aggregate to One Year Ago

9. Click on the + icon to the left of the third Received column and set Aggregate to Year To Date

10. You can also edit the names of the columns

• For example: change the first Received column to 2012

11. Click Save and Run under the Tasks Menu

12. At the top of the launch page select the specific Fund/Campaign/Approach query

• Make sure the query’s Data Return Type is set to Journal Entries

13. At the bottom of the page choose the Delivery Option Display Results to Screen, Email the Export

file, or Download the Export File

14. Click Submit

Scenario #3 – Steps

1. Click Reports

2. Click on the category that you want to store this report in (example: System)

3. Under the Tasks menu, click New Report

4. Name the report Lifetime giving information plus details for a specific Fund/Campaign/Approach

5. Set the Group Report By set to Account

• Then in the drop-down menu that appears, select Collapse Groups

6. Choose Sets from the available fields and click on Name and Address

7. Choose Summary Fields from the available fields and click on Lifetime Received Total

8. Choose Commonly Used Fields from the available fields and click on the following fields:

• Received (add this column 2 times)

• Date

9. Click on the + icon to the left of the second Received column and set Aggregate to First

10. Click on the + icon to the left of the Date column and set Aggregate to Frist

11. You can also edit the names of the columns

• For example: change the first Received column to Lifetime Building Campaign Giving

12. Click Save and Run under the Tasks Menu

13. At the top of the launch page select the specific Fund/Campaign/Approach query

• Make sure the query’s Data Return Type is set to Journal Entries

14. At the bottom of the page choose the Delivery Option Display Results to Screen, Email the Export file, or Download the Export File

15. Click Submit

Scenario #4 – Steps

1. Click Reports

2. Click on the category that you want to store this report in (example: System)

3. Under the Tasks menu, click New Relationship Report

4. Name the report Year to Date Giving by Household

5. Set the Relationship Filter to System - Husband/Wife

6. Leave the Grouping set to None

7. Choose Sets from the available fields and click on Name and Address

8. Choose Commonly Used Fields from the available fields and click on Name

9. Choose Household Fields from the available fields and click on HH Year to Date Received Total

10. Move the second Name column to the top of the report by clicking on the middle of the field

column and dragging up

11. Click on the + icon to the left of the second Name column and set Account to Wife

12. You can also edit the names of the columns

• For example: change the first Name column to Husband and the second Name column to Wife

13. Click Save and Run under the Tasks Menu

14. At the top of the launch page select the relationship attribute query

• Make sure the query’s Data Return Type is set to Accounts

15. Set The results of my query correspond to which half of the relationship? to Husbands

16. At the bottom of the page choose the Delivery Option Display Results to Screen, Email the Export

file, or Download the Export File

17. Click Submit

Questions?

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