The ClassReach Documentation for admins

Creating a Custom Report – Walkthrough

The Custom Report Feature (all the reports found in the left column when creating a new report) uses the advanced custom reporting engine for ClassReach. This allows these reports to be completely customized as far as what data is pulled from the ClassReach system. This document will walk through creating a basic Users report and explain how to manipulate the options to get the information you would like to see. By the time you reach the end, we will have a report that lists every student and teacher in your ClassReach system by birthday.

Instructions for Walkthrough:

  • To get started, navigate to the Reports tab and click the green + Report button to start a new report.
  • This screen allows you to choose the type of report you would like to create. For more information about each specific type of report, refer to the Custom Report Types page in the documentation.
  • Select the radio button next to the custom Users report type and click the Next button to proceed to the next screen.

This is the report filter screen.

The default filters are a bit different between each of the report types. When creating a custom user report, both Active Status and Roles are already provided as default filters. Clicking on the Add a Filter… button shows another default filter, the By Academic Level. The last option is to Create Advanced Filter, which is an available filter type for all custom reports. These filter rules dictate what information will appear in the report that is generated. Only results that match each and every filter rule will make it to the actual report. If you run a report and unexpectedly have no data appear, the first place to check is the filter rules that are in place.

The Advanced Filter can do a multitude of tasks to help you get what you need. You can create a rule regarding almost any information field that is found in the ClassReach system. For example, you can filter to find all users with birthdays in November, the last name that starts with A, primary phone numbers that contain a 903 area code and much, much more.

  • Mark the option for Active in the Active Status field and then mark Student and Teacher for the options in the Roles field. Then click the Next button to proceed to our next screen.

You have arrived at the Column Display screen.

This is where you build the columns of your desired report and decide what information will be displayed on the generated output. If you want a list of Guardians and their contact information, you would select the First and Last Name, and the Email and Phone Number fields as your columns.

Important Note: The maximum amount of columns you can have in a PDF or Printable Web Page report is 8. If you would like more columns to display than that you will have to set the report to be a CSV. The CSV file can then be imported into a spreadsheet application such as Excel or Google Sheets to be viewed and manipulated.

You have the ability to rearrange columns after adding them to the report by dragging and dropping the property fields around. Do this by clicking and holding the three bar icon on the left-hand side of each field. You can also remove the report’s columns by clicking the trash icon on the right-hand side of each item.

The Show only one result per page? is useful when you need to print off individual sheets or separate the report into pieces. Instead of creating a table or spreadsheet, an entire page will be used for one result. This is very useful when you want something like a medical form that can be filed away for each student.

  • Using the Select a property to display drop-down box, select the following three fields; First Name, Last Name and Birthday.
  • Leave Show only one result per page? set to No, and click the Next button to proceed to the next screen.

This is the Sort By… Screen.

This screen will allow you to choose how your table is sorted. The Select a property to sort by drop-down can be used to choose the target field to sort by and then once selected, you can choose Ascending or Descending order from the drop-down that appears. You also have the ability to select multiple properties to sort by following the same process for additional property drop-downs.

  • Click on the Select a property to sort by and choose the user’s Birthday property. After selecting birthday, you can then choose to sort results in Ascending order.
  • In the 2nd Select a property to sort by choose the Last Name property and then just leave it in Ascending order as well.
  • Then click the Next button to continue on to the next section.

You should now see the Format Screen.

This next screen allows you to choose the format you would like your report to display in. If you want to know more about the possible formats you can choose then follow this link to information regarding the report formats.

  • Mark the radio select option next to Printable Web Page and click the Next button to proceed to the last screen.

You’ve made it to Final Details!

On this final screen of the report building process. You can see a preview of your report and enter a name for it. We always recommend being overly descriptive in your report titles. We find it is common practice to have a dozen very similar reports with the only difference between them being academic level. At this time you can also choose to either Save and Run or Run without Saving this report.

  • Now is the time to get personal and name your report, I named mine School Birthdays. Then select the Save and Run option so that we can use this report again and click the Save and Run button at the bottom right to generate your custom users report.

Important Note: Most ad-blocking software will prevent ClassReach from opening your report. You can disable the ad-block for ClassReach altogether. Don’t worry, we do not have any advertisements or pop-ups. This is only so you can view your hard earned reports.

Voila! You now have a custom report for your users that lists all active students and teachers in your school and is sorted in chronological order according to when their birthday occurs.