Data reports

Data Reports lists the Reports you can see. A Report holds one or more Data Tables, each built from a data source such as applications, assessments or contracts.

Before you start

You need Can generate reports or Can create/update reports. Without either, Data Reports is not in your menu.

Can create/update reports also lets you create Data Tables, manage folders, assign Reports to folders and delete any Report you can see. With Can generate reports alone you can open Reports and delete the ones you created.

Find a Report

Go to Report > Data reports.
Reports are grouped under their folders, in folder name order. Reports in no folder are listed last, under No Folder.
Select a Report's name to open it.

Who sees a folder

Each folder has one visibility, shown as a badge beside its name. Its Reports follow it.

Visibility	Who sees the folder and its Reports
`Private`	Only the Administrator who created the folder
`Organisation wide`	Every Administrator with a report permission
`Restricted to specific Admin groups`	Members of the Admin Groups you select
`No Folder`	Every Administrator with a report permission

You always see the Reports you created, whatever folder they're in.

Restricted to specific Admin groups is offered only once your organisation has an Admin Group besides the Default Group.

Create a folder

Go to Report > Data reports.
Select New folder.
Enter a Name. Each folder in your organisation needs its own name, up to 100 characters.
Choose who can see it under Visibility. For Restricted to specific Admin groups, tick at least one Admin Group.
Select Save.

The new folder is listed in name order, empty until you assign Reports to it. Folders are one level deep: a folder can't hold another folder.

Edit or delete a folder

Go to Report > Data reports.
Select Edit beside the folder's name to change its name, visibility or Admin Groups, then select Save. A change to who sees a folder applies to all its Reports.
Or select Delete beside the folder's name, then Delete to confirm.

Deleting a folder never deletes its Reports. They move to No Folder, where every Administrator with a report permission can see them.

You only see New folder, and a folder's Edit and Delete, if you have Can create/update reports.

Assign a Report to a folder

From the list:

Go to Report > Data reports.
Select Assign to Folder on the Report's row. On a phone or tablet, open the row's menu first.
Choose a folder, No Folder, or New folder to create one here with its name and visibility.
Select Save.

From inside a Report, select the folder name under the Report's name (No Folder if it has none). The same choices open. Once you save, the new folder name shows in its place.

Without Can create/update reports, the folder name inside a Report is shown but can't be selected, and Assign to Folder isn't in the row's menu.

Create a Data Table

Go to Report > Data reports.
Select Create a Data Table.

You only see Create a Data Table if you have Can create/update reports.

Start from a Standard Report

Standard Reports, below your folders, lists five ready-made recipes. Each card shows the data source, the columns and the grouping it uses:

Standard Report	What it shows
`Application volume`	Applications by grant, with category, current status and submission date
`Funded amounts`	Approved and paid amounts by grant category, approved Applications only
`Assessment outcomes`	One assessment round's assessments, grouped by status
`Portfolio status`	Contract and payment status, with approved, paid and remaining amounts
`Gaming trust grants`	Each approved grant with its recipient, purpose, approved amount, decision date and payment dates; see Report the grants you made in a period

Go to Report > Data reports.
Under Standard Reports, select Use this report on a card.
For Assessment outcomes, choose the assessment round, then select Use this report.

Gaming trust grants needs a question on your application form tagged purpose; until one is, Use this report on it is refused and says so.

The new Report opens. It's your own copy: it sits in No Folder, and you can change its columns, filters and grouping like any Report. If you already have a Report with the same name, the copy is numbered, for example Funded amounts (2).

A card whose module is turned off says which module to turn on, and Use this report can't be selected. You only see Use this report if you have Can create/update reports.

Built-in reports

Built-in reports, on Report > Data reports, holds the reports Backed draws for you rather than from a Report you build. Budget opens the budget report: committed, paid and remaining against each grant's or program's budget, for a financial year or custom dates. See See committed, paid and remaining against each budget. Roll-up reports, shown if you have Can generate document reports or Can create/update document reports, makes a portfolio report, one report per source of funds and a reconciliation across a program, chosen rounds or every round. See Report on a portfolio by source of funds with roll-up reports.

Edit a Report

Go to Report > Data reports.
Select Edit on the Report's row. On a phone or tablet, open the row's menu first.

You only see Edit on a Report you're allowed to change. Select the Report's name to open any Report you can see.

Delete a Report

Go to Report > Data reports.
Select Delete on the Report's row. On a phone or tablet, open the row's menu first.
Select Delete to confirm, or Cancel to keep the Report.

Deleting a Report also deletes its Data Tables. This cannot be undone. You only see Delete on a Report you're allowed to delete.