With Custom Reporting, you can preview your report in AMS+ before downloading it. Think of the preview like a rough draft. You're reviewing it to make sure it has the correct data before you download the final version. Once everything is set to your liking, you can save the report to run it at any time. Learn about previewing and saving custom reports in this article.
IN THIS ARTICLE
Previewing report results
When previewing a report, you'll see the first 100 results based on the filters and columns set. The sorting and column arrangement on the preview will reflect the column settings that you used to build the report. You can then download your report as an .xls or .csv file to view and analyze the data.
Note: Result counts in the report preview are estimates and may not mirror the actual results in your download.
If the data isn’t what you expected, select the 'Edit Columns & Filters' button to return to the previous screen where you can make edits.
- If you want to change how the results display on your report, refer to the Adding Columns to Custom Reports article.
- If you want to change the data pulling into your report, refer to the Adding Filters to Custom Reports article.
Saving a report
After previewing your report results, you’ll have the option to save it. Saving the report saves the filters and columns that you used to build it, not the results. A saved report will pull current data every time you run it, even when there are changes to records after its creation. A list of your saved and shared reports is available on the Saved Reports page.
Note: If you want to save the report output, you can upload and assign it as a note or attachment to a record in AMS+.
When saving a report, you'll be prompted to enter a name and description. You’ll also have an option to share your report with your agency. By sharing your report, others will have access to it and can run it.
Saved report options
After saving your report, you can make adjustments to its filters and columns at any time. Just remember to save those updates as well! And if you edit a shared report, you’ll need to save it as a new report to keep the changes. Once saved, you’ll have options to maintain your report.
As shown in the screenshot above, there are three options you can choose from. The table below has more details on each option.
|This option appears after you make changes to a saved report that someone else in your agency owns.
|Edit Report Details
|If you are the report owner, you may change the report name, description, or sharing settings.
|Create a Copy
|You can create a copy of the report when you want a similar report without starting from scratch. If you’re report owner, you may edit or delete any report that you’ve copied.
|You can only delete a report that you are its owner. If you’ve shared the report, others at your agency will no longer be able to access it.
Why don’t the preview result counts match the number of downloaded records?
We remove duplicate records from the result set before downloading, but not necessarily before previewing.
Why do the preview result counts indicate more than 1,000,000 records, but my download only includes 1,000,000 records?
We limit all result sets to 1,000,000 records. If you want to see the remaining records, you’ll need to break up the results into smaller chunks of 1,000,000 each for multiple downloads.
You can do this by adding filters to generate two or more smaller subsets that can be run independently. You can also run the report again after alternating the column sort order.