Reports

Use reports to analyze aggregated enrollment data. Access to reports is available to users with the Reporting role assigned.

Report Types

A Submission Report generates graphical charts that report on the submission data of a single form.

A Submission Comparison Report generates graphical charts that report on the submission data of multiple forms.

Create Reports

Security Permissions

When creating reports, a form is available for selection if:

• It is enabled for access.
  AND
  • Your permission profile grants you access to the Submission Workspace.
    OR
  • You have the Super Admin role.

When creating reports, a field is available for selection as the Form Field or Segment by Field if:

• It is not a restricted field.
  OR
• It is a restricted field, but your permission profile grants you the Access Restricted Fields general permission.
  OR
• It is a restricted field, but you have the Super Admin role.

Create a Submission Report

1. On the main menu, select Reports.
2. Click Create Report.
3. Enter a unique Name for the report.
4. Select Submission Report as the Report Type.
5. Select the Form for the basis of the report.
6. Select a Form Field. This will be used as the x-axis within the generated chart. Submission count is always the y-axis.
7. Optionally, choose Segment by Field. This will yield separate charts within the report for each unique value in the selected field. A maximum of 50 charts will be rendered. You cannot choose the same field selected as the Form Field.
8. Optionally, choose a Data Filter/Rule.
   1. If you have the Administrator or Configuration role, you can create a new rule. The new rule will be added to the form.
9. Click Save.
10. Choose the chart type from the chart selection icons.

Submission Report Example

Create a Submission Report analyzing zip codes of new high school students broken down by school to better understand where new students reside geographically:

• Form: New Student Registration (2021-2022)
• Form Field: stu_Zip
• Segment by Field: stu_School
• Data Filter/Rule: High Schools

Create a Submission Comparison Report

1. On the main menu, select Reports.
2. Click Create Report.
3. Enter a unique Name for the report.
4. Select Submission Comparison Report as the Report Type.
5. Select at least two Forms for the basis of the report.
6. Select a Form Field. This will be used as the x-axis within the generated chart. Submission count is always the y-axis. The fields available for selection are those that are common across all referenced forms (based on field name and field type).
7. Click Save.
8. Choose the chart type from the chart selection icons.

Submission Comparison Report Example

Create a Submission Comparison Report analyzing the year over year trend of how new student enrollment changes by grade:

• Forms: New Student Registration (2019-2020), New Student Registration (2020-2021), New Student Registration (2021-2022)
• Form Field: stu_Grade

Manage Existing Reports

Report Access

Access to existing reports is based on the creator of the report and the permission settings for the associated form(s). You are only able to access reports that you have created. If a report was created referencing a form that is later disabled or you later lose your permissions to that form, the report is no longer available. Also, if a field referenced in the report becomes restricted and you do not have permission to the restricted fields in the referenced form, you will not be able to view the report.

Update a Report

1. On the main menu, select Reports.
2. Select the report.
3. Choose the chart type from the chart selection icons.
4. Click Edit (pencil) to change the report configuration.
5. Click Save.

Submission records in the Discarded status are automatically excluded from reports.