Purpose Statement

The Basic Information tab is the first step when creating an Ad-Hoc Report in the Reports module.

This tab allows users to name and organize the report by entering basic report details, including the report name, description, and module association. Completing this section helps ensure reports are clearly identified and easy to search within the department’s report library.

Background Information

The Basic Information tab serves as the foundation for an Ad-Hoc Report.

This tab is used for report organization and identification before configuring data sources, columns, filters, criteria, grouping, or scheduling. The module association field acts as a tagging tool to improve searchability and does not affect which data sources are available in the report.

Some agencies may also see additional regional agency options depending on their account setup. The Regional Agencies drop-down is only visible to parent agencies in a parent/child relationship account setup.

Required Permissions

To access and complete the Basic Information tab, users may need the following permissions:

• Reports Module access
• Ad-Hoc Reports permissions
• Report creation permissions within their assigned role

Permission names may vary based on agency configuration. If Create Report or the Basic Information tab is not available, contact a system administrator to verify the user’s Reports and Ad-Hoc Reports permissions.

Video

Step-by-Step Guide

1. Access Ad-Hoc Reports

   Navigate to the Reports module.

   Select Ad-Hoc Reports from the menu.

   The Reports List will open.
   
   
   
    

2. Create a New Report

   Click Create Report to begin creating a new report.
   
   
   
    

3. Open the Basic Information Tab

   The first tab is Basic Information.

   This is where the report setup process begins.
   
   
   
    

4. Enter the Report Name

   Enter a name for the report in the first field.

   Use a clear name that identifies the report’s purpose.
   
   
   
    

5. Add a Report Description

   Enter a description for the report.

   This field is optional, and additional report details can be added or updated later.
   
   
   
    

6. Select the Module Association

   Select the module you want to associate with the report.

   This field is used as a tagging field to make the report easier to search later. The module association does not affect the data sources available for the report.
   
   

7. Configure Regional Agency Settings, If Available

• Only parent agencies in a parent/child relationship account setup will see the Regional Agencies drop-down option.

• If this option is available, select only your agency or all agencies you have access to, based on the report’s purpose.
  
  
   

8. Proceed to the Next Tab

Click Next to move to the next tab.

You can also select the next tab directly.



 

9. Continue to Data Source Configuration

The next step is Data Source Configuration, where the report data source is selected and configured.

Best Practices

Report Naming Guidelines

• Use descriptive names that clearly identify the report’s purpose.
• Follow your department’s naming conventions when available.
• Avoid vague names such as Report 1 or Monthly Data.
• Include useful identifiers such as the module, timeframe, or audience when appropriate.

Description Recommendations

• Add a description even though the field is optional.
• Keep descriptions concise but informative.
• Include the report’s purpose, intended audience, or frequency of use when helpful.
• Update the description if the report is cloned or repurposed.

Module Association Strategy

• Choose the module most closely related to the report’s primary focus.
• Use consistent module associations for similar reports to improve searchability.
• Remember that module association is for organization only and does not limit available data sources.

Regional Agency Selection

• Use the Regional Agencies option only when reporting across parent/child agency data.
• Select the appropriate agency or agencies based on the intended report scope.
• Confirm the selected agencies match the report’s purpose before continuing.

Troubleshooting & FAQs

Can I change the Basic Information after creating the report?

Yes. Open the saved report from the Reports List and use the edit option to update the report name, description, module association, or other available fields.

What if I don’t see the Regional Agencies drop-down?

The Regional Agencies drop-down is only visible to parent agencies in a parent/child relationship account setup.

Does the module selection limit what data I can include in my report?

No. The module association is used for organization and searchability only. It does not restrict report data source options.

Is the description field required?

No. The description field is optional, but it is recommended to help with report organization and team collaboration.

Why don’t I see the Create Report button?

You may not have permission to create Ad-Hoc Reports. Contact a system administrator to review your Reports and Ad-Hoc Reports permissions.

Can I use the same module association for multiple reports?

Yes. Using the same module association for related reports can improve consistency and make reports easier to locate.