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Reporting and Record Management

Record management is a fundamental part of the Bilby Management Software system. We can browse our data, create our own reports or export our data into third party systems.

Overview

When creating a report, there are 3 important components that control the data you see; Filtering, Columns and Sorting. To get a good quality report, we will want to configure all 3.

Bilby provides a quick search control at the top of reports. This will perform a partial match on records. For Activities, this will search results matching an Activity title. For Users, this will search results on a Users name.

When the quick search cannot help you find what you are looking for, then use the filter controls to perform a targeted search.

1. Filtering

Filtering allows us to specify conditions on what records we want. Some examples include: User registration month by month; Members that have an expiry coming up in the near future; Activities that are being run in a specific month/year or by a certain User.

To add filters to your report;

  • Click on the ‘Add Filter’ button which will open up a modal
  • Select a field we want to filter (eg: name, created_at, title, status)
  • Select the condition we want to filter
  • Add a value to the filter

You may add as many filters as you would like to a report. When a filter has been accepted, the reporting list will automatically be refreshed.

2. Columns

Columns tell the system which fields you would like to be included in your report. This can be useful when looking for certain information.

To modify the columns that appear;

  • Navigate to a reporting page
  • Click on the ‘Column’ button
  • Toggle any field from the dropdown to show/hide that field

3. Sorting

The sorting section is used to determine how your records will be sorted. This can be especially useful when sorting records by date or a numerical size.

To control the sorting of a report;

  • Navigate to a reporting page
  • Click on a column title
  • If the report allows this field to be sorted you will see buttons to change the sorting

Report FAQs

The report controls are powerful and robust. With great functionality comes great questions! If you have any questions or need help, feel free to visit the Contact Us page and get in touch. Here are some of the common questions we have been asked.

Save your reports

To save your reports, view the Bookmarking Reports guide.

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