Ad Hoc Report Query Step-by-Step
Ad Hoc Hints on V5
1.
2.
3.
4.
5.
6.
7.
8.
Report Name = How to find it in the inventory of available reports (important)
Title = Words at top of report when it is finally displayed/run/exported
You can’t “SAVE” anything about the report from the inventory page
“Save Favorite” (on the inventory page) just puts this report in the category “Favorite” – it does not save the
parameters you adjust on the inventory page
The View Builder page is the combination of the “FROM” tab and the “SELECT” tab from V4.
Distinct defaults as checked (GREAT NEWS) – leave it
The Query Builder page is the combination of the “WHERE”, “SORT” and “GROUPBY” tabs from V4.
The real work will occur in the back and forth between the view builder and the query builder pages – but the
trick is: you must Save before you leave one page to go to the next. The order I like to use for creating new
reports and then working on them:
View
Builder
•New
•Name
•From (View List)
•Select (Fields)
•Save
Query
Builder
•Group
•Title
•Description
•Category
•Report List
•Save
Toggle
• Details (where
statement,
dates, etc.)
• Save
Page
1
Last Hint: Save your excel files locally before you open them. The days of being able to open excel file after excel file
until you get the right one are gone.
Ad Hoc Report Query Step-by-Step
Start from the HMIS or HMIS Low Volume page
Click on the “Report” module
Initial Ad Hoc Inventory Search
Page
2
1) Click on Ad Hoc
Report / Inventory
2) Select the drop down
box for Category.
3) Click Search. If you
selected “All” – all of
the reports available
to you will be
displayed in the grid
Ad Hoc Report Query Step-by-Step
Checking the boxes on the far left side of the grid and clicking on “Save Favorite” will populate those reports in
the “Favorite” Category for quicker access.
Page
3) Select “Show Report”
3
1) Select the report you wish to view by clicking on the Report Name.
2) Go to “Query Builder” to change any of the current parameters like date range and “Drill Down” or SQL
Ad Hoc Report Query Step-by-Step
Page
4
4) Export to Excel, Word or PDF format if you want to save it to a local file -or- Print if report is
satisfactory
Ad Hoc Report Query Step-by-Step
Format Types for Ad Hoc Reports
a.
Page
5
b.
Ad Hoc Report Query Step-by-Step
c.
Page
6
d.
Ad Hoc Report Query Step-by-Step
Question: How many people served by my program have Earned Income as an income
source?
Report Format:
a.
1. Format
50 Fields List
Go to:
1) Ad Hoc Report
2) Design
3) View Builder
Click on
New
Page
7
Name your Report
Ad Hoc Report Query Step-by-Step
2. ‘From’
In the ‘View Builder‘ – select the appropriate view for your data. You can refer to the Excel spreadsheet: ‘Ad
Hoc View Details’ for a comprehensive explanation of available views.
Page
8
In this example we are using the: vADHOCIncomeDemographics view
Ad Hoc Report Query Step-by-Step
3. ‘Select’
Select the Fields (columns) you want to appear on your report by highlighting them in the grid on the left and
using the arrow
To move the field into the grid on the right
SAVE
Special Note:
Page
9
You MUST Save your View and Fields before leaving the page. If you do not Save – your View and Fields
will be gone and you will have to do it again.
Ad Hoc Report Query Step-by-Step
On the Tree Node - Click on: Query Builder
A summary of your report, based on the Fields you have selected, will appear in the grid. This information is
“unfiltered” and will give you ALL sources of income for this Household. To select only the ‘Earned Income’
you will need to set some parameters.
and add ‘Income Source’ - ‘IsEqualTo’ - ‘Earned Income’
Click on the
to ‘Check Query’. The set parameter will appear below
Page
10
Click on the
Ad Hoc Report Query Step-by-Step
Click on the
to ‘Apply Query - note that the sample information has changed to match your parameters
for ‘Earned Income’ only.
__________________________________________________________________________________________
Go To the bottom of the page under the information grid to set
Title
Date Field (if required)
Select a Field to ‘Group’ by - in this example we chose ID - note that in the grid – the information has shrunk
down to only show the ID column.
11
Drill Down – will give details of your information
Page
Category – defaults to ‘Other’
Report list
Ad Hoc Report Query Step-by-Step
SAVE
Special Note:
Page
Click on ‘Show Report’ -or- ‘Print’ - ‘Show Report’ will allow you to view your report. It will also
allow you to export to Excel, Word or PDF formats.
12
You MUST Save your Query parameters before leaving the page. If you do not Save – your parameters will
be gone and you will have to do it again.
Ad Hoc Report Query Step-by-Step
Page
13
Below is an example of the report of ‘Earned Income’ using the set parameters from above.