Person Summary Extracts
PRINTIn the past when you ran a summary report and wanted to get it into a Excel or Access file for further manipulation it was a several step process. In Toolbox 7.1 we introduce a new category of summary reports that provides a much simpler and straight-forward path for getting complex summary reports into a format that allows for further manipulation.
Find the new Person Summary Extracts category and select one of the reports.
After selecting a summary extract the Report Set Wizard screen will appear. Select the group of people on which you want to report (if you’ve not already set the group in the Person Module) and then click on the Output tab. Use this tab to identify which Assessment(s) or Action(s) you’d like in your summary report. From the “Add Item” drop-down box select the category of item(s) you’d like in your summary extract:
Once the category has been selected, select the specific Action or Assessment you’d like in your report as shown below:
(Note: there is no limit to the number of items you can add to Summary Extracts.)
After selecting the report items click on the Layout & Options tab to set the Grouping & Sorting for your report.
Note: you must specify a Grouping header. Failure to do so will result in the following error message when you attempt to export the data
After specifying the Grouping click the Export button. The list of available fields will be displayed.
- a count of all phone numbers
- count and % of members
- count and % registered to vote
- count and % of card signed
Note: each report has by default several fields. these include
While these fields are in each extract by default, you can remove them from the final report if you chose.
After selecting which fields you want in your report with the Field Picker specify the export format. In this example I’ve specified Excel as the export format but you can select from a number of export formats to meet your needs and experience level.
Now just specify the location you’d like to save the summary extract and click “Go.” Your summary data is now in a format that you can use to generate other reports, charts, and graphs.
See also How to save a file to your computer