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Editing our flexible reports

This is where our reporting functionality really comes into its own. Here you can tailor our flexible reports to give you the information you need, in the format you need it in.

We’ve picked out a few of the key tasks you’re likely to want to carry out. But it’s worth having a play around. Try a few things and see what works for you. Don’t worry, you can’t break it or delete any data. And if you really get stuck, you can call our help desk team on 03456 01 10 45 or email

Getting started


If you can see the blue ‘Create reports’ tab, here’s how to get started:

Step 1
Tick the box next to the flexible report you want to edit (this highlights the row).
Screenshot - Flexible reports interface
Step 2
Click on the ‘edit’ icon for that report – this opens the ‘Flexible report editor’ screen.

The columns we’ve already set up are displayed on the right hand side.

The ‘Available fields’ box on the left shows the additional data we’ve made available for this report.
Step 3
The ‘Flexible report editor’ screen includes a sample of your data to help you visualise what you’re designing, but if you click on the ‘Toggle’ button the report will show all data for the selected period, click it again to return to the sub-set view.
Step 4
You can run your reports using the 'Run ' icon. The report will be generated in a different window.
Step 5
To return to 'edit' mode, close the window from Step 4.

Data filters


Please note, the first time you edit a flexible report, there’ll be limited data displayed. This is because the data filters default to showing just one day of data, for simplicity.

Here’s how to change the filters to show a wider range of data:

Step 1
Click on the 'Change filter' icon. 
Step 2
This will launch the filter options for this report, click on 'OK'

Saving changes


It’s important to save any changes you make so you can reuse that version of the report whenever you want to.

Step 1
Click the ‘Save report as’ button.
Step 2
A pop-up will ask you to name this version and say where you want to save it (the original name will appear but you can change this to whatever you want).
Step 3
Click on the ‘Browse’ button to display the folders in ‘My charity’s reports’ where you can save your report.
Step 4
Once you’ve decided where you want to save the report, click the 'save' button.

We recommend saving your flexible and customised reports in ‘Report templates’ within ‘My charity’s reports’ – this will keep your templates separate from any scheduled outputs and make things easier for you.

Removing columns


To remove a column simply ‘drag and drop’ it into the ‘Available fields’ box on the left hand side. Here’s how:

Step 1
Click on the column you want to remove and hold the left-hand mouse button down.
Screenshot - Removing columns
Step 2
Drag the column over to the ‘Available fields’ box.
Step 3
Release the button when you’re ready to drop the column.

Alternatively, right-click on the column and select ‘Remove from table’. Removed columns appear in the ‘Available fields’ box and can be reselected at a later date.

If you want to select more than one column at a time, hold down the control key (Ctrl) while you ‘drag and drop’ the columns.

Changing the column order


Select the column you want to move and ‘drag and drop’ it where you want in the report.

Alternatively, move the column one position at a time by right-clicking on it and using the ‘Move left ←’ or ‘Move right →’ options.

Adding a subtotal

Screenshot - Adding a subtotal

Right-click on the column you want a subtotal for, and then click on the ‘Add summary’ menu option.

This defaults to a ‘sum’ of the column values. However, you can change this to make other calculations like ‘average’, ‘minimum’ and ‘maximum’ just by right-clicking on the total and selecting the ‘Change function’ menu option.

Changing the data format

Screenshot - Changing date format

We’ve provided the data in a format to suit many charities, but you may want to change the way it’s formatted e.g. to see dates or add currency formatting.

Simply right-click on the column to be changed and then select the ‘Change data format’ menu option. This will bring up the alternative formats.


Adding a data item


To add a data item simply ‘drag and drop’ it from the ‘Available fields’ box to the right hand side.

Here’s how:

Step 1
Click on the data item you want to add and hold the left-hand mouse button down.
Step 2
Drag the column over to the right hand side. The item will go brown when it’s okay to release the button.
Step 3
Release the button when you’re ready to drop the data item in.

The data item will automatically be added to the report.

Alternatively, a data item can be added to the end of your report by clicking on the small arrow to the left of the data item.

Grouping data


Grouping the data within a report allows you to organise the information into sections, with clear breaks in between, and add subtotals for each of these sections. You can also create sub-groups to divide up the information even further.

Here’s how to group data within a report:

Screenshot - edit flex reports drag
Step 1
If the field you want to group by is in ‘Available fields’, simply ‘drag and drop’ it on the ‘red arrow’ above. (If the field is already in the report, you’ll need to ‘drag and drop’ it from the report into ‘Available fields’ first.)
Step 2
If you want to create sub-groups, simply repeat Step 1. The subgroups will follow the order you create them in. To change the order, you’ll need to ‘drag and drop’ the fields back into ‘Available fields’ and group them again in the order you want.

To remove a grouping, simply click on the bold group heading and select ‘remove from table’.

Our reporting tool works best with Internet Explorer 7 or higher, or Firefox 3 or higher. You can find out which browser version you are using by clicking 'Help' on the toolbar at the top of your browser and then 'About Internet Explorer' or 'About Firefox'.

To upgrade your browser use the links below or speak to your IT department.
Update Internet Explorer
Update Firefox


Header - Last updated 
9 July 2012 

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