> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/reports/building-a-data-table.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

A data report holds one or more data tables. Each data table reads one data source, such as
applications or assessments, and shows the columns you tick as a grid of rows.

Source and column names use your organisation's own terms if you've renamed them.

## Before you start

You need `Can create and update reports` to create a report. To see a data table's rows you also
need `Can generate reports`.

## Create a data table

1. Go to `Data reports` and select `Create a Data Table`.
2. Enter the `Report name`.
3. Enter the `Data Table name`.
4. Choose the `Data source`. A source your organisation does not have is shown as
   `(not available)` and cannot be chosen.
5. For `Assessments`, choose the `Assessment Round` too. Tick `Assessment Form Data` to include the
   assessment form's answers, and then `All Data` if you want every answer.
6. Under `Columns`, tick at least one column. Use `Search columns` to find one quickly: every word
   you type is looked for in the column's name, its form and section, and its tag's definition.
   Form field columns show the form and section they come from. A tagged column with a definition
   has an info button beside it; point at it, or tab to it, to read what the tag means.
7. Select `Create`. The new report opens. It is filed under `No Folder` and you are its owner.

Select `Cancel` to go back to `Data Reports` without saving anything.

If a name is left blank, you see "Name can't be blank" and nothing is saved. If no column is
ticked, you see "Select at least one column." The data source and round of a data table can't be
changed later: add a new data table instead.

On the `Assessors` and `Admins` data sources, `Sign In Count` under `General` shows how many times
each person has signed in to Backed. Counting started on the day the column was released, so
earlier sign-ins are not included. The count belongs to the person, not the organisation: someone
who belongs to more than one organisation shows the same count in each.

## Read a report

The report's name is at the top left, with the selected data table's name just below it. When a
report has more than one data table or combined data source, select its name to show its rows.

The grid shows 50 rows a page. The footer says which page you are on and how many rows there are
in all; use `Previous` and `Next` to move between pages.

`Data as at` shows the time the rows were read. Select `Refresh` to read the same page again with
the latest data.

If you have `Can create and update reports` but not `Can generate reports`, you see the column
headings and the message "You need Can generate reports to see rows." instead of the rows.

## Draft a summary

If your organisation has `Administrator drafting` switched on and you can edit the report, a data
table offers `Draft summary`, a paragraph written from the table's totals. `Accept` puts it in a
`Summary` box where you can change it. The summary is not saved with the report, so copy it to where
you need it.

## Add another data table

A report can hold several data tables, each reading its own data source. You need
`Can create and update reports`; without it, the plus button (`Add a data table`) and
`Append Data Sources` are not shown.

1. Open the report and select the plus button, `Add a data table`.
2. Enter the `Data Table name`, such as `DS2`.
3. Choose the `Data source`. For `Assessments`, choose the `Assessment Round` too, and tick
   `Assessment Form Data` and `All Data` if you want the assessment form's answers.
4. Tick `Include test data` to include records marked as test data.
5. Under `Columns`, tick at least one column.
6. Select `Create`. The new data table is listed after the others and shown.

## Append data sources

`Append Data Sources` combines two or more of a report's data tables into one combined data source,
with the rows of each one after the other. Columns with the same name line up in one column; a
data table without a column shows a blank there.

`Append Data Sources` is available once the report has at least two data tables. Until then it is
shown unavailable with the reason "Add another data table to append data sources."

1. Select `Append Data Sources`. The `Append Rows` dialog opens.
2. Enter a `Name`, such as `Combined DS`.
3. Select `Add Data Source` once for each data table you want to combine, and choose a data table in
   each one. Select `Remove` to take one out.
4. Select `Create`. The combined data source is listed after the data tables, marked `Combined`,
   and shown.

If the name is blank you see "Name can't be blank". If fewer than two different data tables are
chosen you see "Add at least two data sources". You can also use Field Tags to combine fields from
different templates into one column.

A combined data source is worked out again each time you show it, from its data tables with their
own saved filters. You can sort it, group it, refresh it and export it, but not filter it or change
its columns: do that on its data tables. Sorting and grouping a combined data source is never
saved. When two of its columns come from the same field under different names, only the first can
be sorted or grouped: the second shows a plain heading.

## Filter the rows

A data table has two sets of filters, and a row shows only when it matches both:

- **Saved filters** are kept with the data table, so everyone who opens the report sees the same
  rows.
- **Temporary filters** are yours alone and are not saved. They narrow the rows further, on top of
  the saved filters.

`Filters` shows how many are in force across both sets, such as `Filters (2)`.

To add temporary filters:

1. Select `Filters`.
2. Under `Temporary filters`, select `Add filter`, then choose the `Field`, the `Operator` and the
   value. You can filter on any column the data source offers, not only the columns in the grid.
   For a list of choices, such as `is any of`, tick each value you want.
3. Select `Apply`. The grid runs again with only the matching rows, on the same page.

`Clear filters` removes your temporary filters. The saved filters stay in force.

If you have `Can create and update reports`, you can change the saved filters under
`Saved filters`: add, change or remove rows, then select `Save filters`. Without it, you see the
saved filters as text and cannot change them. If you do not have `Can generate reports`, there are
no temporary filters, only the saved ones.

A saved filter on a field that is no longer available, such as a deleted field tag, is shown as
unavailable. Select `Remove unavailable filter` on each one before you select `Save filters`.

## Manage the columns

You need `Can create and update reports` to change a data table's columns. Without it,
`Manage columns` is not shown.

1. Select `Manage columns`.
2. Tick a column to add it and untick one to take it out. Under `Selected columns`, move a column
   up or down to change the order, or remove it from the list.
3. Select `Save`. The grid runs again with the new columns.

A data table needs at least one column: with none ticked you see "Select at least one column."
A column you are not allowed to see stays in its place when you save.

## Sort and group the rows

Select a column heading to sort by it in ascending order. Select it again to sort in descending
order, and a third time to go back to the data table's own order.

Choose a column from `Group by` to group the rows under a heading for each value, with the number
of rows and the totals of its money and number columns in each group. Choose `No grouping` to show
the rows ungrouped. The grid's footer shows the totals for all the rows. A column that names a year,
a version or a round number isn't totalled.

If you have `Can create and update reports`, the sort and grouping you choose are saved with the
data table. Otherwise they are yours alone until you leave the report.

If someone else changed the report after you opened it, you see a message and nothing is saved.
Reload the page and try again.

## Export the rows

You need `Can generate reports` to export. Without it, `Export` is not shown.

1. Select `Export`.
2. Select `CSV` for a comma-separated file, or `XLS` for an Excel workbook.

The file holds every row that passes the filters in force, across all pages, in the order the
grid shows them, with the grid's columns. Your temporary filters, sort and grouping are included.

A file of up to 50,000 rows downloads straight away. A larger export is built in the background:
you see "We'll email you when your export is ready." and you get an email with a link to download
it once it's ready. The link works for 24 hours.

An XLS workbook holds at most 1,048,575 rows. For more than that, export as CSV or add filters.

To send a report on a schedule rather than export it yourself, see
[Schedule a report](scheduled-reports.md).

## See also

- [Schedule a report](scheduled-reports.md)
- [Reports FAQ](faq-reports.md)