Create a Custom Report
In DnA, it is easy to create your own custom report to meet your specific needs. While pre-built reports are also available, this lesson will show you how to create a report in which you specify which columns of data you want to include, add filters if you want to limit data appearing in the report, and more.
There are 2 ways to start a Custom Report:
1. Start via a Student Search
1. Click on the Students tab.
2. Under General, select Search 2.0.
Input any search criteria you would like based on the students you want to appear on your report (Grade Levels, Language Details, Contact, Special Ed, etc.). Click Search.
1. Once you click Search, your list of students will generate at the bottom of the page.
2. From here, select Make this a report.
This will bring you to the Custom Report editor, from here proceed as outlined below beginning at 'Filtering Data' or 'Adding Columns'.
*Note: You will be able to delete any columns of data that the student search provided at this point, just like any other custom report.
2. Start from scratch
1. Click Reports.
2. Under General, click Create a Report.
Enter Report Information
The more specific you get in this area, the easier it will be to find your report later.
Enter a Title (1). The description (2) can contain any information you find helpful such as the purpose of the report, what you plan to do with the report, a particular student group that is included in the report, etc. Add tags (3) for easy searching when trying to locate the report. After you enter all the information you would like in addition to Title, enter Submit (3).
Filter Data (Optional)
You will see a list of data categories from which to choose data sets. You may opt to use no, one, or multiple filters to more easily find the data you are looking for (particularly if you have a long list of assessments, demographics, etc.).
If you want to filter your list to more easily find what you need:
1. Simply click any desired descriptors of your data. For example, you could select "Assessment," Grade "3," and "English Language Arts" if you wanted to find data on a 3rd grade English Language Arts assessments. To deselect any criterion, simply click it again so that it is no longer highlighted in blue.
2. After all your desired criteria is selected (and thus highlighted in blue), click Update.
Add Columns
1. Click on any data category to expand it.
2. Once clicked, the category will open to display all of its data in the 'Matching Columns' section. Note that in both the 'Categories' section and 'Matching Columns' section, you can actually search within those categories/columns for the information you are looking for. Simply start typing the info you are looking for (ex. Contact), and only contact data will show up.
2. Note the data is listed in alphabetical order from top to bottom. To add any piece of data to your report (you may choose as many as you like):
3. Click on the title of the data in the 'Matching Columns' section to add it to your report, as shown above. Any selection you make will automatically become a column of data in your report and will be added into the 'Selected Columns' section at right.
Note: Be sure to add student information, like name and grade, to your report. This is usually found in the data category called Students or Students: Demographics.
Make as many selections as you like and expand as many data categories as you need to make additional selections.
As you make selections, note that a running list appears on the right side of your screen. To delete a data category, click the red minus (-) next to it (on the left side of the title) to remove it.
When you are finished making your selections, click Save. This takes you to the Manage Data Columns tab.
Change Column Title
You can easily retype any column title to suit your needs. This change will be saved if you later hit Submit.
Change Column Data Format
You can change the way that data is displayed in any column. Simply use the drop down menu featured beside your column to change the way a number is rounded, the way a date is displayed (such as changing a 01-02-2010 date to Jan 2, 2010, etc.) the way boolean columns are featured (e.g. as Y/N or TRUE/FALSE rather than T/F), etc.
Hide a Column
You might choose to hide a column so that is remains in your report (e.g., for an easy "unhide" later) but is not displayed. To do this, simply select the box (to the left of the column you want to hide) underneath the Hide? heading. This change will be saved if you later hit Submit.
Move or Delete a Column
To move a column, click on the up/down arrow (1) icon and drag the column to its desired location.
To delete (2) a column, select the box to the right of the column you want to delete. These changes will be saved when you click Submit.
Adding Filters
If you want to narrow down the data that is featured on your report you may add filters to your data columns. To add filters to any of your data columns, select 'Filters' from the menu at the top of your page.
Now you need to specify how you want to narrow results.
1. To add a filter, click on the green + sign.
2. Select the data column you would like the filter to apply to.
3. Select an appropriate Filter Operator from the drop down menu.
4. Enter a Filter Value to be used in conjunction with the Filter Operator you selected (above). For example, if you only want your reports to list students with a particular proficiency level (such as 4/Proficient and above), you would select 4 here.
5. Click Save Filters.
You will now see your filter displayed with your columns. You may repeat the above steps to add additional features if you desire. To go back to your data columns, select Manage Data Columns.
Any column with a filter applied to it, will display this scope symbol on your Manage Data Columns page.
Click Submit and View to see your report.
Next Steps
If you are ready to share this report with others, you may advance to the Share tab. See the "Share with Others" lesson for more details.
Check out the following lessons for additional reporting options: "Create a Form Letter Using from Custom Reports", "Use Charts in Custom Reports," and "Mail Merge."