To set the parameters for a new report on users:
- Log in as an authorised Committee member
- Reports Management
- Create Users Report (blue button, upper right)
- Fill in the form
- Hit ‘Create Report’
After you have created the report, use ‘prepare report‘ to set the date range and run the report.
Report Name
We recommend that you enter a report name that reflects the report’s parameters e.g. ‘Life Members, postal addresses, PDF’. This will make it easier for other Committee members to know what your report covers.
Select view of user database
Usually, you will select ‘Current view’. If your report is going to cover members whose membership has expired, select ‘Past View’.
Select leaders, roles or status changes
Here you can select leaders, or roles such as Guest or Life Member, or status changes.
You can tick more than one box in a column e.g. Member and Life Member.
Some examples of how you can use status changes:
- if you wanted a list of new members who were born after 1980, you would select ‘From received or in progress, to Approved’ here and also select, further down the page, year of birth between 1980 and the current year
- if you want to follow up guests who did not apply for membership and members who let their membership lapse, you would select Status = ‘From Approved to Expired, and still Expired now’
Detailed information on the effect of selecting each type of status change is available.
If you see a red circle when you try to tick, for example, ‘Guest’, you need to hit the option at the top of the list e.g. ‘Users with any of these roles’ first.
Select these users
Here you can select users with various attributes (gender, age, Wednesday walkers). You can tick more than one box. Note that users are not required to fill in gender, age, or vehicle data on their application forms, so reports using those parameters will be incomplete.
You don’t need to make a selection here; if you want all users regardless of attributes, skip this section.
For each selected user, display
Here you can select the data to display for each user in your report. We recommend that you select at least Name and Role. If you select the ‘All data’ option, your report will include 54 fields for each user; depending on your other parameters, an ‘all data’ report may be a large file.
If you are using Create Users Report to create an email list, you should select ‘Email1’ here.
Sort the list by
Your report will be more comprehensible if you include the sort data in ‘For each selected user, display’. For instance, if you want to sort by postcode, include ‘Postal Address’ in the data to display for each user.
Alphabetically by name
In Reports Management (unlike in User Management), the System combines First Name and Last Name into one field, and thus the primary sorting data is First Name. It would have been better to have First Name and Last Name in separate fields and to sort alphabetically by Last Name, but we did not notice this until very late in the project and we decided it was not worth holding up the project to fix it.
Postcodes
The postcode sort works well for Australian postcodes. You will find overseas postcodes usually sort at the beginning or end of the list.
Year of birth
Note that year of birth is not mandatory data – users who have not entered a year of birth data will sort at the top of the list.
After you have selected your parameters, hit ‘Create Report’ (the blue button at the foot of the page).
FAQ
Q. After I hit ‘Create Report’ I see some computer code, headed ‘Array’. Is that ok?
A. Yes, this happens if you have a slightly slow internet connection. It’s fine – after a few seconds it will disappear.
