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How to Create and Download Custom Entry Reports

Nucleus provides a range of Reports to assist Admins in extracting data in formats that support a variety of processes. Entry Reports allow Admins to create flexible, tailored reports using a combination of system fields and Entry data across one or more Awards.

Admins can define how data is grouped into columns, including combining multiple fields or questions into a single column. This provides greater control over how data is structured in the exported file, making Entry Reports a powerful tool for data extraction and analysis.

Before creating a report, it is recommended to consider what data needs to be included. The available options are extensive, and having a clear idea of the desired output will help when configuring the report.

How to Create an Entry Report

To create an Entry Report:

  1. Log into the Admin Interface
  2. Go to Reports
  3. Click on Entry Reports
    • Another way to access this page is to head over the Entry List Table page of any Award, click on the … icon at the top-right of the page, and select Full Entry Data Download. In order to download such report, the form needs to be filled accordingly, selecting the Extended Data Report Templates dropdown list, or Finance and Extended Data if needed.
  4. Enter a Name for the report so that it can be identified later
  5. Select a Report Template
    • The default option is Custom, which allows full flexibility when building the report and supports selecting multiple Awards.
    • Other templates, such as Standard Data, Finance Data, Extended Data, and Finance and Extended Data, automatically pre-populate report columns based on the selected template. When one of these templates is selected, the report is limited to a single Award.
  6. Define whether you’d like to Combine data for linked entries
    • Nucleus allows Entries to be linked so that Admins can review and align responses across related entries. When enabled, combined data for linked entries can be exported in a single row.
  7. Choose the Awards you wish to extract data from
    • Note: Only Awards you have permission for will be available. Awards are displayed using their internal name.
  8. Check the Entry Status as required
    • If none is selected, all will be included
  9. Input the dates as required
    • If none is selected, all will be included
  10. Check the Invoice Status as required
    • If none is selected, all will be included
  11. Once done, unless the Custom template was selected, Admins are able to directly download the report even without saving it first, as a blue button named Download will appear next to Save. This is to allows to look at the template and check if the right information is displayed, if it’s not it is possible to switch templates. It is important to click on Save before exiting, or the report will not appear in the Saved Entry Reports page.

Configuring Saved Report Columns

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

  1. Log into the Admin Interface.
  2. Go to Reports.
  3. Click on Saved Entry Reports, where all created and saved reports are listed in alphabetical order.
  4. 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. Click on the Add button either at the top-right of the page, or below the list of existing columns.
    4. Enter a Column Name, which will be displayed on the downloaded report as a column header.
    5. Select the column Position, which will determine where in the report the column will be located.
    6. To add a Column Value, it is necessary to select items from the below dropdown menus, Fields or Questions.
      1. Fields are default value that can be pulled directly from the system, such as information about the Entry or the Entrant. Questions refers to actual questions in the form setup of specific Awards, and the columns are populated with the answer provided by the Entrant while filling the form.
      2. It is actually possible, in case a Custom Report that involves multiple Awards is being made, to select multiple different items from the Fields or Questions lists. Each time the dropdown list is opened and an item is selected, it gets added in the Column Value field. that way, it is possible, for instance, to collect complementary or alternative data.
    7. Click on Save, Back, and again Back.
    8. Reports’ columns can be edited at any time.

Once the desired report’s columns are set up, back into the Saved Entry Reports page locate the relevant report, click on the … icon on the right-hand side and click on Run to export the Report as a CSV file with the data specified in the previous steps. A report can also be deleted by clicking on Delete. Once deleted, the report can’t be recovered.

Organisation Entry Summary

Differently from other report types, the report called Organisation Entry Summary is accessible directly from the Saved Entry Reports page. Its purpose is to show Organisations’ data in relation to the Awards selected in the report, showcasing data about which Entrants belonging to each organisation have created Entries, their details, and how many of their Entries that involved category nominations were created, whether unsubmitted, submitted or approved. This report can’t be deleted from the list, and can be generated for any Award by following the below:

  1. Log into your Admin Interface
  2. Click on Reports on the left-hand side, and then on Saved Entry Reports
  3. Locate the report titled Organisation Entry Summary
  4. Click on the … Actions Menu icon on its right-hand side and click on Run
  5. from the Award dropdown list, select the desired Award. Multiple Awards can be selected
  6. If you wish to include the Entrant Alternate Email in the report, tick the checkbox
  7. Click on Run. This will download the report. A new report needs to be created this way every time, as copies of it are not saved in the list.