> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/reports/data-reports.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.

`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

1. Go to `Report > Data reports`.
2. Reports are grouped under their folders, in folder name order. Reports in no folder are listed
   last, under `No Folder`.
3. 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

1. Go to `Report > Data reports`.
2. Select `New folder`.
3. Enter a `Name`. Each folder in your organisation needs its own name, up to 100 characters.
4. Choose who can see it under `Visibility`. For `Restricted to specific Admin groups`, tick at least
   one Admin Group.
5. 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

1. Go to `Report > Data reports`.
2. 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.
3. 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:

1. Go to `Report > Data reports`.
2. Select `Assign to Folder` on the Report's row. On a phone or tablet, open the row's menu first.
3. Choose a folder, `No Folder`, or `New folder` to create one here with its name and visibility.
4. 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

1. Go to `Report > Data reports`.
2. 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](gaming-trust-grants-report.md) |

1. Go to `Report > Data reports`.
2. Under `Standard Reports`, select `Use this report` on a card.
3. 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](budget-report.md). `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](roll-up-reports.md).

## Edit a Report

1. Go to `Report > Data reports`.
2. 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

1. Go to `Report > Data reports`.
2. Select `Delete` on the Report's row. On a phone or tablet, open the row's menu first.
3. 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.

## See also

- [Portfolio](portfolio.md)
- [See committed, paid and remaining against each budget](budget-report.md)
- [Report on a portfolio by source of funds with roll-up reports](roll-up-reports.md)
- [Schedule a report](scheduled-reports.md)
- [Frequently asked questions about reports and exports](faq-reports.md)