Build and filter a report

The Reports screen builds one table from your chosen information. Start with Category and Information, then choose the fields and conditions for the question you need to answer.

Choose the information and columns

1. Open Reports. You need Reports read access and access to the source information.
2. Select Category, then Information. For the illustrated example, choose Participants > People. Use Shifts > Worker assignments for assignment records, or Shifts > Progress notes for authorised note history.
3. Select Fields. Use Search fields to find a column and tick it. Untick columns you do not need. Up to 50 can be selected; at least one is needed to run.
4. Open Filters to reveal the guided condition editor. The editor uses available filterable columns from your selection. A condition already present remains editable if you later untick its column.

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Add a condition

Choose the field, comparison and value in the compact editor. A finished condition reads like Where Participant is [name]. Available comparisons depend on the field: text can use contains; numbers can use is at least; dates can use is between. Choose a suggested value when appropriate or enter an ordinary text value. A name suggestion is not a promise that it lists every person.

Complete both values for a range. Blank, zero and false are different values. Remove an unwanted unfinished condition instead of leaving an empty value in the draft.

Use the single AND/OR choice for the whole optional condition list. AND requires all conditions; OR admits a match to any condition. Required date and protected people scopes can keep AND fixed. You cannot mix different connectors between individual conditions.

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Date conditions

Dates use the calendar picker and display as DD-MM-YY in completed chips. For a timestamp field:

• is includes the whole selected business day.
• is before excludes the selected day.
• is after starts after that selected day ends.
• is between includes both selected dates.

Shift service-date information follows the shift’s saved service dates. Check the intended period rather than relying on your computer’s timezone to reinterpret the result.

Availability information requires a bounded date range of at most 93 days. Current pay estimates requires one Monday-to-Sunday week. Complete these required date chips before running. Use Finalised payroll information when you need frozen history instead of a current estimate.

Run, sort and arrange

Select Run table. Invalid or incomplete conditions show a message and keep the editor open. Correct the message and run again. Editing controls alone does not fetch a new set of rows.

After a successful run, click a supported column header to sort all matching rows, including later pages. The applied sort is used for export. A header that cannot sort is disabled. Drag a header’s text to move its column; the insertion line shows where it will land. Keyboard users can use Alt plus an arrow key or the header context menu. Column movement changes presentation and export order immediately.

Changing fields, information or filters keeps the old result on screen until the next run. Sort applies to that displayed result, even if you have an unfinished different report drafted above it. Check the controls and run before exporting your new question.

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Clear optional filters

Select Filters again to close the editor and reset optional conditions. For the same applied information, the table refreshes without those optional filters while retaining valid required dates, its applied fields, sort and header order. If you drafted a different information choice, closing filters resets that draft without applying it to the previous table.

Review progress notes safely

Choose Shifts > Progress notes. It starts with no date restriction, all authorised people and all note statuses; opening Filters adds no restriction by itself. Add service dates, participant, worker or status conditions when you need them, then run.

Open an eligible row to inspect its note. Read any scope warning and omitted-record count. Choosing one participant can exclude mixed or group narrative that cannot safely be attributed to that person. Choosing all participants can include an authorised group record once with its scope warning. Office report history is separate from which information a worker may see on their phone.

Photos and related incidents need their own access. Approved notes require the matching office approval, not just the word submitted. Keep these distinctions when using a report as evidence.

If results are missing or change

Check the chosen information, required dates, conditions, source access and workspace features. If your account or access changes, the displayed sensitive result can clear. Rerun only an available selection. If current pay inputs change or the week becomes finalised during calculation, run the appropriate current or finalised report again.

Next: Download report data.

Worked example: active participant records

Choose Participants > People. In Fields, keep Participant, Status, Current plan funding and the current plan dates. Open Filters, choose Status, select is and choose Active from the offered values. The completed condition should read as a finished statement, rather than Choose field or a blank value.

Select Run table, then compare the returned Status values and count with that question. To narrow it to Mavis, add a Participant condition and keep AND so both the person and active-status conditions must match. OR would also admit other active participants, so it answers a different question. After editing, run again before downloading; the table you can still see may belong to the previous question.