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Reports can be saved to our system (Create saved report), or downloaded in a couple of formats.

When you save to our system the reports appear under saved reports.

Downloading Account reports

Both CSV and Excel options give you a plain text file with a .csv extension but the Excel version is tab delimited, which it finds easier to digest. 

If you have sub-organisations then the summary for all organisations option will handily break down the report by sub-organisation for you.

The account reports are currently delivered as a data table, but the format will change in the future to match the resource reports.

Downloading Resource reports

These are a little different from the account reports.

Resource reports can be very large, especially if you have a secondary breakdown, and they can be truly massive if that breakdown is different per-user. Because of this, resource reports have to be downloaded in a flat format rather than pivoted into a table to avoid problems with files having too many rows or columns, or browsers timing out waiting for them. 

Example:

Both CSV and Excel options give you a plain text file with a .csv extension but the Excel version is tab delimited, which it finds easier to digest. 

This format is well suited to use by tools such as Microsoft Power BI and Tableau, and can be easily unioned if you are, for example, downloading them monthly. 

How to make it into a table

Whilst the flat format is great for computers, you may want to view the data as a table with two axes. Most spreadsheet software will do this in a similar way, but we'll use Excel as our example:

  1. Highlight the columns with data

     

  2. On the insert menu or ribbon select pivot table and click on ok in the dialogue box



  3. You'll get something like this:



  4. Drag your chosen dimensions from the fields box to the rows and columns boxes and drag Count to the values box


There's more you can do - have a play around with which fields are in rows and columns, and what happens if you put two in the same box. Pivot tables are a very useful tool to understand and there are many online tutorials that will help you master them.

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