Search & Reports Results Displays

Overview

Within the Search & Reports tab, you can select different layouts for your reports to visualize your data in a variety of ways, such as a search grouped on a specific field or a summary report. Read on below to learn more about each results display type:

• List

• List with Groupings

• Summary Report

• Graph

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Change Results Display in Search & Reports

After you've entered your search criteria and hit Search, you will be able to click the blue Change Display/Columns button in the upper right of the page. This will open the Results Display window.

• Within the Results Display window, there are four different results displays: List, List with Groupings, Summary Report, and Graph.
• You can also add additional fields to display as columns in the report.

Click the blue Apply button to submit your changes.

List

The List results display is the default view of your search results. It displays your results in a list format with the contact name appearing in the first column.

In addition to the name, you'll see a few other standard columns that automatically appear when you run a search (they depend on what criteria you search by).

Please note: At this time, you cannot change the order of the displayed columns. However, you can sort any columns that have arrows displayed in ascending or descending order. If you would like to rearrange the columns in your report, you can use the green Export button in the upper right and then manipulate the columns in Excel/Google Sheets/etc. - click here for more information.

Adding columns to a search

Use the Change/Display Columns button to pull in additional columns to the list view. Within the pop-up, the List display option is automatically selected since this is the default view.

Fields to Display is where you can select additional fields to pull into the search. (They will display as columns within the search.)

1. Select the Entity. This is how the fields are grouped and it defaults to Contact (information about students.) You can also look for fields related to a student's address or any of their parents.
2. In the Search Fields dropdown, select the field that you'd like to pull into the search.

When you select one of the fields, it will appear in a list under the Selected Fields section on the right. Click the X next to any of the fields you pulled in to remove it. Once you click Apply, the field you selected is added to your search as a new column. As noted above, it's currently not possible to rearrange the order of the columns.

List with Groupings

The List with Groupings results display allows you to group the list of contacts in your search by the options of a single field. Some examples include grouping by Grade, Athletic Interests, Current School, or Contract State. Please note: Some field types, such as text fields, cannot be used for grouping.

When you use this option, The field options will display as headers with the associated contacts listed below them, and a total count of contacts per field option will display in the header.  

In the example below, the List with Groupings option was used to group the students by grade.

Grouping a search

After opening the Change Display/Columns pop-up window, select the List with Groupings option.

In the Group by dropdown menu, select the field that you'd like to group the search by. You can also add additional fields to the search when you use the List with groupings options. See the Adding columns to a search section above for a recap on how.

Summary Report

The Summary Report results display shows a total count of contacts meeting one or two criteria (fields). It provides individual counts for each field's options as well as total counts of each field's options across rows and columns. A row heading is required on the summary report, but adding a column heading is optional.

Please note: This is a numerical report and does not display contact names. Below you can see a report when one field is selected and when two fields are selected. 

Example using one field (row heading only):

In the Results Display pop-up, only the Row Headings option is used.

Here's what that looks like in the search: 

There's an individual count displayed for each enrollment type option along the right of each row, and a total count for all contacts with either enrollment type included at the bottom in the total row.

Example using two fields (row heading and column heading):

In the Results Display pop-up, a selection is made for both the Row Headings and Column headings.

Here's what that looks like in a search: 

There's an individual count displayed for each contract state and grade, and a total count for all contacts with that contract state along the far right. In addition, there are total amounts calculated for each grade, and a combination of these totals near the end of the total column.

Graph

The Graph results display will show you the number of contacts for each option of the field you select. This provides a visual representation of your data, as well as calculated percentage values. This is a numerical report and does not display contact names.

Please note: If there is a long list of options for the field, such as a long current/previous school list, it may not display properly. It is better to use a summary report or list with grouping results display for fields with longer option lists. 

Here's what a graph display looks like in the search.

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Additional Resources

• Office Hours & Past Session Recordings
• Search Overview
• Saving & Exporting Searches