Reports Overview

The Reports system is Salesforce functionality and has a number of powerful features.
- Note: the upgrade to Salesforce Lightning from Salesforce Classic introduces a vastly improved reporting and dashboard system.
To use the Reports system effectively, a good understanding of the database objects, relationships and fields is required.
A range of stock pre-configured reports are supplied as part of the Schoolworks package, but it is possible to customise these and add additional reports as required.
Report Folders can be controlled with permissions to restrict Management, Editing and Viewing of the reports within.

Select the “Reports” tab from the navigation bar to open the Reports system.
The system will always load with a view of the user’s Recently Viewed reports.
Reports are organised within Reports folders.
To find a specific report, navigate to All Reports and use the search function, or navigate to All Folders to browse the contents of each folder.

If you cannot find a report you know exists, check with the report owner to see if it contained within a folder you do not have permissions to access.

Click on the Report Name to open the report.
This will load the report as configured.
- The first 2,000 rows will appear on screen. To view further records if they exist, it is necessary to export the report.
When viewing the report, always consider the filters that are applied to understand the data that is being presented.
- Open the Filters panel on the right hand side by clicking the Filters icon:

Doing this will help to build an understanding of the objects in Schoolworks and the type of filters that are applied to present the appropriate data.
Also consider the Report Type the report has been built with, viewable above the Report Name:

In this example, the Report is showing a list of Booking records, filtered by Course and Individual Tuition types which do not have a Cancelled, Provisional or Deleted status and where the Booking Start Date is Next Week.
Reports can be based on Relative or Absolute dates, so in this case, the report will always show Bookings starting Next Week.

Typically, a school will create a set of agreed reports for all to use, then lock them down so they cannot be changed.
If a new report is required, it’s best to find a similar report to use as a base, make a copy and then adjust the filters/fields as required. This preserves the structure of the original report.
Please see this article for more information on creating reports.
On some reports, it is possible to adjust the filters in the right-hand panel without editing the report itself.
Please note these changes will be preserved the next time a user accesses the report.