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How to Create Custom Entry Reports

Nucleus has a range of different Reports designed to assist Admins in extracting the data they require in a format that suits multiple processes. The Cross Awards Report allows Admins to create a completely bespoke Report using a range of special values and Entry Data from multiple projects. This Report is unique as data are taken from multiple questions and can be combined into one column. Admins can choose the column in which data is exported – (note that in all other Reports data is exported in the order that the Questions appear on the Entry Form). This makes the Cross Awards Report a powerful tool that will export data as Admins require.

In order to use this feature, Admins must first create a Report. Before this is actioned, it is recommended to consider what needs to be included in the Report. The range of options is wide and this will give Admins a better starting point to creating the Report.

How to Create a Bespoke Report

To create a bespoke Entry Report:

  1. Log into the Admin Interface
  2. Go to Actions>Misc
  3. Search for Cross Awards Report in the Report section
  4. Enter a Name for the report so that it can be identified later
  5. Choose the Awards that you wish to extract data from and be included in the Report. Please note that you will only be able to see and select the Awards you have permission for. Awards will be displayed with their internal name
  6. Check the Entry Status as required. If none is selected, all will be exported
  7. Input the dates as required. If none is selected, all will be exported
  8. Check the Invoice Status as required. If none is selected, all will be exported
  9. The next screen is a table where you build the Report. Click Add
  10. Define the Column name, this will appear in the first row
  11. For Column Value you can select from Fields (Data that sits outside of the entry forms such as Entry ID) or Questions. There is no limit to the amount of fields and questions that can be selected but consider the data set you wish to be exported in each column in the file. It is also possible to include free text in this field, for example, [Question_1] and [Question_2]
  12. If you have set up multiple columns then the Position dropdown can be used to change the position of the column. Admins can also change the order by dragging and dropping on the Table.
  13. Click Save & close
  14. Repeat Steps 7 – 12 to complete the report

Note – If multiple Awards have been selected then all exportable questions will appear in the Question dropdown. If internal question names match, then the name will appear only once and data will be extracted across all Awards. There is no need for Admins to rename questions across Awards to match the same name as the columns on the export allow Admins to enter multiple questions. Different questions for different awards will then appear in the same columns.

How to Manage a Bespoke Report

Once a Report has been created, it will be listed in the Custom Reports section where it can be run, edited and deleted.

  1. Log into the Admin Interface
  2. Go to Actions>Misc
  3. Click on Custom Reports in the Reports section
  4. On the next page all the custom reports will be listed. These reports a recreated using a variety of mechanisms
  5. Search for the name of the Report you created and choose one of the options
    1. Edit – Allows admins to edit the Report name and the Awards that are used in the Report
    2. Edit Columns – Admins can edit the column data
    3. Run – Exports a CSV file with the data specified in the Report
    4. Delete – Deletes the Report – this action cannot be undone