Ad Hoc Reporting

NOTE: You can double click on any screen image to enlarge it.  When you want to go back to the blog, click on the X in the upper right corner of the image. 

Many times you will need a report showing fields that do not exist on any pre-written report.  In this case, you  can create your own report.

The first thing you need to do is select the students you want to appear on the report.  You can select them by the first letter of their last name, by their grade, or by entering search criteria in the Search Students box.  You can enter just a partial last name and have the system search for the student you want, or you can enter some kind of search criteria where you search for students that meet your criteria.

In the example below, I am searching for students who have been identified as the youngest in their families.  All students who match the search are listed below the search box.

To create your report, click on the Function drop down box and select List Students.

The List Students function allows you to select up to 10 fields for you report.  If you know the field name on the data base, you can enter it into the field name boxes, but if you don't know the name, you should click on the Fields selection in blue.  Once you do this, the field list box will appear, and you can select the field you want.  Repeat this step for each field you want on your report.

As you can see, the Field list box is very small.  You can expand the size of the box in order to see more fields.  To do this, first put the mouse pointer in the title bar at the top of the Field List box, and click and drag the box to the upper left hand corner.  Next, put the mouse pointer in the bottom right corner of the Field List box, and drag it to make the box bigger.

As you select the fields for your report, they show up in the List Student screen boxes.  You can add a title for your report as well as column titles for the fields you selected.  You can also enter sort criteria for your selected fields.  If no sort criteria is entered, the report will be produced in last name alphabetical order.  In the case below, this report is sorted by grade and then last name.

Here is what the report looks like.

 You can go to file / print to print the report, or you can use the mouse to highlight the entire report, then right click the mouse and hit copy.  Next, open up a blank excel spreadsheet, and right click in the first cell and select paste.  All of the data will appear in column on your spreadsheet.