Kavi Help CenterKavi® Members Help
| Chapter 53. Run a Report | ||
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Part VII. Kavi Members Reports | 
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Table of Contents
Use the Run a Report tool to generate reports for your organization with up-to-the-minute content from the Kavi Members database. Set your search criteria then view the displayed results. If the download option is available, download the report to your computer to view the complete results.
There are four subheadings under the Reports and Download section of the Report Tools menu. Reports are grouped under these headings according to the type of data used in the report. The way that information is displayed in the report results reflects the focus of the report.
- User Data
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Reports focused on user data display one user record per row. A company name will often appear in multiple records, once for each user who belongs to the company. If the report includes individual memberships, the user's memberships are presented in a single field as a series of comma-separated values.
Column headings (i.e., field names) for user data are prepended with the user_' prefix in report results, to distinguish user data fields from company or membership data.
- Individual Membership Data
Reports focused on membership data display one membership record per row. A user may appear in multiple records, once for each membership that belongs to them (including past memberships). Although some membership information may be included in User Data reports, reports under the Individual Membership Data heading should be used when detailed membership information is required.
- Company Data
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Company Data reports display company records in one company per line format. Since a company can have multiple users or memberships, these are grouped in a single field as a series of comma-separated values.
Column headings (i.e., field names) for company data are prepended with the 'company_' prefix in report results, to distinguish company data fields from user or membership data.
- Company Membership Data
Reports focused on membership data display one membership record per row. A company may appear in multiple records, once for each membership that belongs to it (including past memberships). Although some membership information may be included in Company Data reports, reports under the Company Membership Data heading should be used when detailed membership information is required.
In report results, column headings (i.e., field names) are prepended with a prefix to distinguish different types of data fields that have the same name in the database. For example, companies, users and membership tables in the Kavi Members database each contain a 'status' column. Since reports can draw data from more than one database table, such as Company Data and User Data, the same report can contain multiple status columns and it's important to know which is which. A report like the example mentioned here could contain 'company_status' and 'user_status' fields.
If you are planning to use report data to prepare files for upload through the Upload Data tool, be sure to use the CSV templates provided through the Upload Tool. You must use the column headings provided in the CSV template, rather than the prefixed version used in the report. You may delete unneeded columns, but don't add any columns to the CSV file. For more information, see Upload Data.
Reports include custom fields, which are displayed in the context of their data type (company, user or membership).
Tips for running reports:
Searches that return a smaller set of results are quicker to process and are less taxing on system resources than searches that return a broad set of results. For optimal tool and site performance, practice the art of devising elegant search criteria that return the report results you need, but contain few extraneous records. When the database is small the savings in system overhead may be almost undetectable, but every user on the site may be aware of the drain on system performance when a search with broad criteria is performed on a database with a large number of records.
If more than 15 columns are displayed on the Results step, the columns aren't sortable.
Check box fields don't have operators that you can set. If you select more than one checkbox, the search returns values for each box that was checked (i.e., an 'or' operator is implied).
Some reports don't include a search form. Simply click Run Report to generate this kind of report.
Some reports are designed to be viewed on the Results step only—the Download button and select list aren't displayed because the results aren't downloadable.
There are four default reports that cannot be deleted. Each report appears under a different Report Type heading and is designed to be as inclusive and flexible as possible.
The same report may include user, company and membership fields. For definitions of each of these fields, see the Guide to Predefined Data Fields. You will notice that there is a difference between the field names in the report and the field names in the guide. The guide provides the column names as they appear in each table. These are also used for the Upload Data tool. The column (i.e., field) names used in reports include a prefix that identifies the type of data (i.e., company_, user_ or membership_). The Guide to Predefined Data Fields is organized by data type, so to look up a report field in the guide, click the type of field in the following list, then search or scroll down until you find the field.
In the database, every company record, user record and membership record contains an 'Item Key' (i.e., 'item_key') field. If you wanted to see the definition for a company item key, you would use the Company link to go to the company section of the guide and read the definition under 'Item Key'. If you wanted to see the definition for a user item key, you would use the User link instead.
Note
Your organization's reports may include custom data fields that aren't documented here.
- User Data Report
This default report provides the broadest set of fields of any report: including user, company and individual membership data fields. Use it to access information about a specific user or group of users stored in the Kavi Members database. If your report includes a large number of users, it may take some time to retrieve the results from the database. Results are displayed as described in User Data.
- Company Data Report
Results are displayed as described in Company Data.
- Individual Membership Report
The Individual Membership Report tool is used to create customized views and reports of individual membership type and state information according to search criteria input by a Report Admin. The report will list all individuals with membership attributes meeting the search criteria. Results are displayed as described in Individual Membership Data
- Company Membership Report
The Company Membership Report tool is used to create customized views and reports of company membership type and state information according to search criteria input by a report admin. The online report will list all companies with membership attributes meeting the search criteria. Download the report to view all available membership data for these companies. Results are displayed as described in Company Membership Data
Set criteria to select the records you need or run the report without setting search criteria. Depending on the type of search field, you may be able to specify field values and set operators to determine whether the results include the specified value, exclude the value, etc. If this is a date field, operators such as 'is before' or 'is after' allow you to set date ranges. Field types are described in the following list.
Field types
- check boxes
Click one or more checkboxes to set search criteria. An 'or' operator is implied, so if you select multiple boxes, the results will include records that match any of your selections. If you select all checkboxes (or none of them), the results will be unrestricted by values in this field.
- text box
Enter the search value in the text box and select your operator from the pulldown list. Available operators: is, is not, contains, does not contain.
- list box
Select the search value from the pulldown list, then select your operator. Available operators: is, is not.
- date
Set the Month, Day and Year, then set your operator. Available operators: is, is not, is before, is after.
- Boolean pulldown list
Boolean values consist of a pair of mutually exclusive states, such as 'Active' or 'Inactive' status, plus a value that returns either status. Select the search value from the pulldown list, then select the operator. Available operators: is, is not.
Report results are displayed (providing the report has been configured to present viewable results). If the Download button is displayed, you may download the results. The number of columns included in the viewable results tends to be limited by space considerations, so it is usually necessary to download the report to view the complete results.
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| Part VII. Kavi Members Reports |  |
Chapter 54. User Activity History |