Ad-Hoc Reporting: Criteria
Purpose
This article will review how to use the Criteria filtering options when creating an Ad-Hoc Report in the Reports Module. Choosing Criteria for your report allows you to focus on the relevant data in a specific section of your system.
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Video
Instructions
1. We navigated here from the Reports Module > Ad-Hoc Reports > Create Report. The last tab used was Sort. Now continue on to the Criteria tab. You can either click the tab name or click Next at the bottom.
2. Click on the plus icon in the middle of the screen to add your first Criteria.
3. Each Criteria you add lets you select a Data Source field from your original Data Source Configuration. It does not have to be one of the fields you selected as a column. Once you select a field you will select the value of that field that you want to identify or filter.
4. The Value options you have for your Criteria are:
Values:
- Equal - equals one number or field option (limited to one item)
- Not Equal - any value except that one number or field option (limited to one item)
- In - In the value of multiple numbers or items (allows multiple items)
- Not In - any value except the ones chosen (allows multiple items)
- Less - Less than the set value (will not include the set value)
- Less or Equal - Less than or Equal to the set value (the set value and any lower value)
- Greater - Greater than the set value (will not include the set value)
- Greater or Equal - Greater than or Equal to the set value (the set value and any greater value)
- Is Null - this will include any field that is blank (contains no data)
- Is Not Null - this will exclude any field that is blank (this is a great way to filter out incomplete records)
For Text Only field types you may see:
- Contains - contains a portion of text
- Begins With - the text field starts with the entered value
- Ends With - the text field ends with the entered value
For Date fields you may see:
- Before - will include records before the set date
- After - will include records after the set date
- Between - will include records between two dates
5. You can build more parameters for your records by clicking the plus icon again and adding another Criteria. You can also delete a Criteria by clicking the trash can icon.
6. Select how you want your additional Criteria combined with the first Criteria by choosing AND or OR on the toggle between the two fields.
- AND - this means that in order for a record to be included in your report it will have to meet BOTH Criteria in the same record.
- OR - this means in order for a record to be included in your report it will only have to meet one Criteria or the other Criteria, but not both, in the same record.
- AND/OR expression is represented as an expression in the bar below.
7. Once you have added all of your Criteria, you are ready to move on to the Summary Rows tab or the Grouping tab.
8. For a Summary Report go directly to Summary Grouping next.
For a Tabular Report you can add in Summary Rows next or go to Tabular Grouping.
Examples and Use Cases
Training Records -
When you create a Training Record, but accidently exit out, the system will autosave the record. Then you are left with a partially blank training class. Using a Criteria of "Attendee Name = Is Not Null" would filter out any of these incomplete Training Records by eliminating any Training Class that does not have Attendees.
Using a Criteria of "Training Objective = Equals" and then selecting an Objective you want to track, would filter a training report to only that Objective.
Incident Reports -
If you wanted to look at your overall call volume data, excluding your two busiest Engines, you could create a Criteria of "Apparatus Name = Not In" and then select your two Engines from the list. You could reverse that Criteria to only look at the data for your two engines by choosing "Apparatus Name = In" and then selecting those two Engines. If you only wanted to see the data for one particular Apparatus you would use the "Apparatus Name = Equals" and then use the single select.
Finding data for a specific date range can be done by using the Criteria "PSAP Call Date/Time = Between" and then enter the start date/time and end date/time.
ePCR Transmission Attempts -
A report that checks to see if any of your ePCR transmissions are not going through on the first attempt could have a Criteria of "Number of Attempts = Greater or Equal" and then enter the value of "2". This would build a report that would show any transmissions that took 2 or more tries to send through the system.
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