You can run reports on the subjects and orders in your job's by going to the Reports tab. There are a number of pre-built reports for you to pick from in the Saved Reports dropdown. The default reports you can choose from are:
- All Subjects
- Subject Order Summary
- Subject Order Details
- Photographed Subjects
- Unphotographed Subjects
- Job Order Summary
Each of these reports can be customized to display the data in the way you want. Click on Report Settings and a list of options will show up. Here you can customize the name of the report which will change the name of the CSV or PDF you generate.
The core of a report is what data set it is generated from. The data set options are:
- Subject Details: List each subject as a row
- Subject Order Summary: List each order as a row
- Subject Order Details: List each ordered package as a row
- Job Order Summary: List all sold package and units, how many were sold, and the prices for each
All of the subject data sets will have each subject field listed as a field you can display, sort on, or filter on. The field will show by the label you set in the job's Project Template. They will also have a list of special fields you can use in reports:
- Subject Name: Last Name, First Name
- Photos: Number of photos in that subject
- Subject ID: PLIC's unique identifier for this subject
- Order Count: Number of orders for that subject
- Subject Created At
- First Photo Uploaded At
- Last Photo Uploaded At
Both the order summary and order details reports have a number of special fields:
- Order #
- Order External ID
- Direct Shipping: Yes/No
- Shipping Address: Combined display of all shipping fields
- Shipping Line 1
- Shipping Line 2
- Shipping City
- Shipping State
- Shipping Country
- Shipping Zipcode
- Order Date
- Product SKUs: List of product skus
- Product Names: List of product names
- Product Descriptions: List of product descriptions
- Order Photos: List of ordered photo names
- Ordered Backgrounds: List of ordered background photo names
- Order Subtotal
- Order Taxes
- Order Shipping
- Order Total
- Order Payment
The order summary has some additional special fields:
- Packages: List of package skus
- Order Price: Price of packages and not what the customer actually paid
The order details has some additional special fields:
- Package: Package SKU
- Package Price: Price of package and not what customer actually paid
Choose the list of fields you want to be in the report. If you want to change the order of the fields, go down to Preview Data and drag the column header to be in the order you want it to be. To change the sort, click on the field you want to sort. Click again to change to descending sort. Click a third time to remove the sort. Multiple sorts are supported, and the order the fields are sorted in is shown by the circled number next to the field header.
Group By Fields
When creating PDF reports, all of the rows are listed in one giant table by default. If you want to separate different sets of data from each other, you can change the group by. The subject order details report for example by default is grouped by Subject ID so each subject's orders on separate pages. When generating CSV reports the rows are still grouped together, but there is no separation between groups.
NOTE: If you want to group by subject, you have to group by Subject ID and *NOT* Student ID or by name. If you group by Student ID, all of the subjects without a Student ID in the data will be grouped together. If you group by Subject Name, any subjects with the same name will be grouped together. Only the Subject ID is guaranteed to be unique between subjects.
If you are grouping by a field, you can customize the PDF report to have a different header for each group's table. This allows you to display more columns since you don't need the subject name to be repeated on every row when they all are the same subject. This will not work correctly unless your data is grouped by the same criteria. You can have any subject field as a header if you are grouped by the Subject ID.
Report filters are listed separately from the rest of the Report Settings. To get started, click on the Report Filters to open up this section of the settings. Click Add Filter to get started. You can filter on any of the fields which can be displayed. We currently support the following filter conditions which are done case insensitive:
- Does Not Equals
- Does Not Contain
- Starts With
- Ends With
- Greater Than
- Less Than
- Is Blank: Is blank text or 0 in the case of numbers like Photos
- Is Present: Not blank text or 0 in the case of numbers like Photos
You can match a single field against multiple values by clicking on the plus icon to the right of the filter. You can use this to check for Grades equaling 07, 08, or 09 for example. You can also mix and match filter conditions and search for a Subject Name of "Jones, Bob" or containing "fore".
Below the list of active filters you can click Add Filter to add another AND filter condition. You can remove any unneeded filter conditions by clicking on the red x to the far right of the filter. There is no limit on how many filter conditions you are using at a time. You will see a preview of the results of your filter below.
You can save reports that you will be using a lot for later use. After setting up the report the way you want, click on Save Custom Report. This button will only be available if something has changed about the report since you last loaded/saved it.
Saved reports are name specific. You can only have one report of the name "All Subjects" for example. If you load the All Subjects report, make some changes, and click on Save Custom Report, it will overwrite the All Subjects report. If you don't want to overwrite the existing report, change the name first!