Reports
By creating a new report or running a saved report, a user can pull data fields they care about to, for instance, quickly identify upcoming deadlines and meetings, track a set of >grants< you care about, or understand the status of all >grants< that are part of your portfolio.
Countries will have reports pre-created for them. However, building your own reports allow you to get the most out of Cycles. To start viewing existing reports or building new reports, navigate to the Reports tab.
Note: you may have to select “More” tab on the navigation bar, and select Reports in the dropdown.
Useful links
Create a report
Run a report
Report hierarchy
Create a report
To create a new report from scratch, navigate to the "Reports" tab, and select “New Report”.
Do not select “New Report (Salesforce Classic)".
Select your report type. This is the kind of information you are running your report on. For example, if we want to run a report on projects, we would select “Projects” as our report type. Then, click "Continue".
There are several features that allow you to customize the report you are building. See the diagram below for an explanation of Report Builder pieces.
Report title — this is the name of the report. You can change this by selecting the pencil icon to the right of the title.
Report type — this indicates the kind of information you are reporting on (such as organizations, projects, contacts, etc.). You select this when you are creating a new report (see Create a report section).
Outline — this allows you to define what should show in your report (groups and columns).
Groups allow you to aggregate your data by columns and rows. For example, if in the first column I would like to see all the records for a particular donor before seeing the records for a different donor, I would group by Donor: Organisation Name.
Columns allow you to select the fields you would like to see in your report. For example, if you were to create a report of donor organizations, you may want to include name, organization acronym, type, website, and NRC Institutional Partner Adviser as your columns.
Report preview shows you a sample of what your report will look like when you run it. It does not include all data in the real report.
Detail toggles allow you to see (or remove) more granular aspects of your report, such as subtotals and row counts.
Chart toggle button allows you to toggle on and off a chart.
Note: If you do not have any groups you will not be able to create a chart because the chart needs at least one piece of information to aggregate.
Run button allows you to see your full report. If you are satisfied with your report, you can also click “Save” or “Save & Run” to save your report before running it.
Filters allow you to define which records you would like to see (for example, “All Organizations” or “My Organizations”). Filters allow you sort records out by dates and any fields on the record (such as "Show my all Organizations with Type = Institutional").
Select “Filters” and apply any filters relevant to your query. If you would like your report to apply to all projects, select “All Projects” and click “Apply”.
Click "Outline", and in the "Columns" section, fill in other fields you would like to see in your report.
If you would like to group your data by a particular field, such as "Donor", indicate this in the "Group Rows" section. You can also toggle on and off details such as row counts, detail rows, and subtotals at the bottom of the report preview.
Give your report a name and description, and select a folder. If you have created this report only for yourself, you can leave the folder set to private reports. Click "Save".
Run a report
You can view your report by clicking “Run”.
Report hierarchy
Several default reports exist in a hierarchy in the system that you can “Save As” and modify to meet your needs. Template reports fall into the following categories:
Financial reports
Opportunity reports
Proposal reports
Contract reports
Project reports
Deadline reports
To use one of these template reports, navigate to the "Reports" tab, and select “All Folders” from the menu on the left side of the screen.
Select the folder topic in which you are interested (i.e. Contract reports). Within each topic folder, you will see folders for global reports and region reports.
Within each region-based folder, you will see reports for that region, as well as folders for each country within that region. Region reports show data for the entire region; country reports show data for that specific country.
Select the report you would like to view or modify. If you would like to modify the report, select the dropdown arrow next to “Edit” and click “Save As”.
Name your report and select a folder. If you are only creating this report for yourself, you can leave the folder as “Private Folder”. Click "Create".
You can now select “Edit” to modify the report and customize it to your needs. This will take you to the new report creating page.
