The ClassReach Documentation for admins

How to Filter Like a Pro Pt 2-Example

We are going to make use of some of those advanced filters that were discussed in part 1 of How to Filter Like a Pro. In this section of the documentation, we will create a custom Users report that will make use of those advanced filters to create a parent/teacher directory which includes phone numbers and emails. We want to have a full directory of information, so we are also going to build 2 reports just to find out who doesn’t have this information filled out.

Who doesn’t have a phone number on file?

  • Navigate to the Reports tab and click the + Report button to start a new report.
  • Select the Users report type on the left under the Custom heading.
  • For this example, set Active Status to Active. This will only get the users who are currently at your school and will skip over users that have been archived.
  • For Roles, select GuardianTeacher and Admin. This will grab all the non-student users in the system.
  • Click the Add a Filter… button and select Create Advanced Filter. In the Select a property to add a rule for drop-down select Cell Phone. In the conditional check drop-down, change the selection from Is Equal to to Is Empty. This filter will now find all guardians, teachers and admins that do not have a cell phone number on file. Click the Next button to proceed.
  • In the Select a property to display drop-down, First Name, Last Name, Email, and Home Phone would be useful fields. Click the Next button again.
  • On this screen, select Last Name and then choose ascending order since this would be the standard way to sort anything user related. Since we can expect to have multiple users with the same last name, it is a good idea to add another sort property, First Name and by ascending order as well. Click the Next button when you’re ready.
  • For ease of use, select a Printable Web Page as the report format and click Next.
  • Enter a name for your report, for example: “Users without a Cell Phone Number”. Select Save and Run, and then click the green Save and Run button. Now you have a list of users that do not have a listed cell phone number. You can regenerate a fresh report at any time by just clicking the Run button next to the report. Now to do the same for Email address.

Special Note: We are using two separate reports to find this information because of how filters work. If we tried to set up a single report to check for empty phone number and empty emails at the same time, it would only return users that are missing both phone number and email. This could be useful though if you would like to check to make sure each user has at least one form of contact on file and want a report to tell you who is lacking both. You’d simply set up both of the example advanced filters together on the same report.

Who doesn’t have an email address on file?

For this report, we are going to edit the first report we made instead of making an entirely new one.

  • Navigate to the Reports tab and find the Users without a Cell Phone Number report we just made. You can click the Users button on the left side to filter down to a list of only Users reports. Click the purple Edit button at the far right for our report.
  • Active Status and Roles will stay the same here. Click the red Delete Rule to delete our Cell Phone number filter. In the Select a property to add a rule for drop-down select Email. Set the conditional check drop-down selection to Is Empty again and click the Next button.
  • Use the Select a property to display drop-down to add Cell Phone to the list of fields. Then click the red Trash Icon next to Email to remove it. Click the Next button again.
  • All of our sorting is still good to go, so just click the Next button.
  • Printable Web Page is already selected so click Next.
  • Change the name of your report. I changed mine to Users without an Email Address. Select Make a Copy, which will leave our original “Users without a Cell Phone Number” untouched, and then click the green Save and Run button. Now you have a list of users that do not have a listed email address. You can regenerate a fresh report at any time by just clicking the Run button next to the report.

You now have a way to find all users without a cell phone number and all users without an email address. The next report will be our directory that we originally set out to create.

  • Navigate to the Reports tab and click the + Report button to start a new report.
  • Select the Users report type on the left under the Custom heading.
  • For this example, set Active Status to Active. This will only get the users who are currently using the system and will skip over users that have been archived.
  • For Roles, select GuardianTeacher and Admin. This will grab all the non-student users in the system. We do no need any additional filters for this report so you can go ahead and click the Next button now.
  • In the Select a property to display drop-down, select First Name, Last Name, Cell Phone and Email and click the Next button again.
  • For this report, select Last Name and then choose ascending order and add another sort property, First Name and by ascending order as well. Click the Next button.
  • For ease of use, select a Printable Web Page as the report format and click Next.
  • Enter a name for your report, I choose Parent and Teacher Directory for mine. Select Save and Run, and then click the green Save and Run button. Voila, a complete list of guardians, teachers, and admins that provides the standard contact information.