Frequently Asked Questions

What is the difference between Ad Hoc and module-specific ("Canned") reports?

Ad Hoc is a framework for creating customized reports around specific requirements and data sources. Canned reports provide a pre-built solution for common reporting metrics within specific First Due modules, such as structure fire incident breakdowns from Incident Documentation, or inventory items nearing expiration from Assets.

Can multiple data sources be combined in a single Ad Hoc report?

Yes, Ad Hoc data sources with natural relationships between each other can be combined. From the Data Source Configuration tab, select the primary source you wish to build the report from. If a source can be joined with others, an "Add Child" button will appear that will provide a list of available sources that can be joined. Columns from all sources can then be utilized in the report.

How do Filters differ from Criteria, and can they be used simultaneously?

Reporting logic specified in the Criteria tab of an Ad Hoc report is foundational to the report itself and is executed each time the report is generated. Filters provide options for additional data manipulation after a report is generated.

For example, imagine a department with a scheduling report that should always return data associated with certain Work Types, but is used to look at data from varying date intervals. The restriction on Work Types is an unchanging parameter and is best handled in the Criteria section of the report. Since date ranges can vary – or not be applied at all – it is best handled by a filter, which gives the user running the report the ability to specify the parameters without having to edit the report Criteria itself.

Can Ad Hoc reports be sent via email on an automated schedule?

Yes, this can be done through the Report Schedule tab in Ad Hoc. This feature provides the ability to set the report to a recurring run schedule, and the CSV output file can be sent to one or more email addresses. Scheduled reports can be configured to execute within a specific date range, after a certain number of occurrences, or run indefinitely.

What are the reports in my Ad Hoc list that have titles beginning with "FDR"?

"FDR" stands for First Due Reports. These are globally applicable reports that are placed in each client's account by the First Due Reporting & Platform team, with a goal of providing easy access to completed and vetted reports on common topics of interest. Please visit the First Due Report Knowledge Base article for more information.

Can I edit existing First Due Reports that are close to what I need?

Some FDRs – ones that were constructed using the native functionality in Ad Hoc – can be cloned and modified to better suit local needs (adding additional columns, filtering on specific fields, etc.). More complex FDRs may have required custom development outside of Ad Hoc and cannot be modified.

What options do I have for complex reporting needs that exceed Ad Hoc capabilities?

The first step will be to contact your Implementation or Client Success specialist. They will review the requirements and help troubleshoot potential issues you are encountering. If confirmed that the desired report output exceeds Ad Hoc's native functionality, First Due's Reporting & Platform Team will work with you to identify a solution from a menu of custom reporting options.

Can I hide First Due Reports for modules I don't use?

First Due Reports are global, ensuring all customers have access to them since you may eventually include other modules. A folder system is available to help keep irrelevant reports out of sight. Additionally, all Ad Hoc reports have unique URLs, allowing you to use your browser's bookmark system to organize your favorite reports for quick access.

Where can I pull community engagement data from?

In Events & Activities, you can document the number of young children, school-aged children, adults, and seniors per Event. This data can be collected to analyze the number of people impacted by your programs. Events can be associated with programs, making this particularly useful for grant applications that require impact data. With upcoming custom questions functionality, you will be able to gather additional data around program efforts to enhance your reporting capabilities.

What is the best way to learn Ad Hoc report creation?

Each tab used in Ad Hoc report creation has its own separate article in the Knowledge Base. We recommend using two screens or a split screen to view the relevant Knowledge Base article for each tab as you work on that particular section of your report.

Why aren't my "Id" hyperlinks working?

Id hyperlinks require several conditions to function properly. The report must be a tabular report — Id hyperlinks do not work in summary reports. Additionally, you must have a supported Id field selected, the appropriate permissions to view the linked record, and the record type must be enabled for deep-link navigation. If any of these conditions are not met, the hyperlink will not render or function as expected.

Why are automatic time calculations null or different than expected?

Automatic time calculations depend on the underlying timestamp fields being populated. If a required timestamp is missing or null, the calculation will return null. In some cases, the system may use fallback logic when a preferred timestamp is unavailable, which can result in values that differ from what you might expect based on the visible data.

Why is my time difference custom column negative?

This typically means the input fields are in the wrong order. When creating a time difference custom column, the start time should be in the first position and the end time in the second. If these are reversed, the calculation will produce a negative value. Swap the two fields to correct the issue.

Why did my summary rows change after I added grouping?

When grouping is added to a report, you need to revisit the Summary Rows configuration. Summary rows can be set to calculate totals for the entire report or within each group. After adding grouping, check your Summary Rows settings to ensure they are calculating at the level you intend — either at the report level or within each individual group.

Why don't I see a field available as a filter?

Only fields from the configured Data Source(s) are available as filter options. If you don't see the field you need, check your data source configuration to ensure the appropriate source or child relationship is included. Additionally, summary rows can now be used as filters, which expands the available filtering options for aggregated data.

Can I change the colors of chart components?

No, chart colors are system-default and cannot be customized by users. The color palette is applied automatically based on the chart type and data series.

How do I permanently change column order?

Dragging columns in the results view is a temporary change that only lasts for the current session. To permanently change column order, you must go into Edit mode and reorder the columns in the Columns tab. Changes made there will persist each time the report is run.

What is the difference between emailing a report and scheduling it?

Emailing a report (Send Now) is a one-time action that immediately generates and delivers the report to specified recipients. Scheduling a report creates an automated, recurring delivery on a defined cadence (daily, weekly, monthly, etc.) that will continue to run within a specified date range, after a set number of occurrences, or indefinitely until manually stopped.

What happens if a scheduled report times out?

If a scheduled report exceeds the allowed execution time, the process stops and the report delivery does not occur. If you experience timeouts, consider simplifying your report criteria, reducing the date range, or removing unnecessary columns or data source joins to improve performance.

Why can't other users see my report?

Report visibility is controlled by sharing settings. Check that the report's visibility is configured to allow access for the intended users or groups. Additionally, verify that those users have Reports module access and that the report is not stored in a folder with restricted visibility.

When should I use Inclusive vs Exclusive relationships?

Inclusive relationships return the parent record if any child record matches the specified criteria. Exclusive relationships require all child records to match. Use Inclusive when you want broad results (e.g., "show me incidents where at least one apparatus was an engine"), and Exclusive when you need strict matching across all related records.

When should I use a Summary report vs a Tabular report?

Use a Tabular report when you need row-level detail — each row represents an individual record. Use a Summary report when you need aggregated metrics such as counts, sums, averages, or other calculations grouped by specific fields. Summary reports are ideal for high-level overviews, while Tabular reports are better for detailed data exports or record-level review.

What is the 20,000 row display limit?

The Ad Hoc report viewer in the browser caps the display at 20,000 rows. However, email delivery — whether through Send Now or a scheduled report — has no row cap and will include all results that match your criteria. If your report exceeds 20,000 rows and you need the full dataset, use the email delivery option to receive the complete CSV output.

Best Practices

• Start with simple reports before attempting complex multi-source combinations
• Use Criteria for unchanging report parameters and Filters for variable user inputs
• Leverage First Due Reports as starting points when they align with your needs
• Organize frequently used reports using browser bookmarks for quick access
• Group reports run together onto a Dashboard for simultaneous viewing
• Reference Knowledge Base articles for each Ad Hoc tab during report creation

Troubleshooting

• If you cannot combine data sources, verify that natural relationships exist between them
• When FDR reports cannot be modified, check if they require custom development
• For missing permissions errors, contact your administrator to verify reporting access
• If scheduled reports fail to send, verify email addresses and check spam folders
• When reports run slowly, consider simplifying criteria or reducing date ranges