The 'Forms / Story Generator' section of your business management area contains a 'Report' tab. This tab contains general reports supplied by Do Some Good as well as a custom report for every one of your active or ended forms.
Like all reports in Do Some Good, the default time range is either the past 1 year, or, if you have set your fiscal year in your profile settings, the default date range will be the current fiscal year to date.
Your reports can be downloaded as a comma separated value (CSV) file. These files can be opened by any spreadsheet program where you can further analyze and evaluate the data you have collected.
Do Some Good Universal Reports
Approved Submission Summary
This report will give you a snapshot of how much money has been approved and/or paid out through all of your programs. It will list every submission, which organization (if applicable), the original request amount and the approved amount broken down by monetary and in kind values. All submissions for all (not archived) forms where the submission entered into its current approved state within the specified date range.
This report is perfect for keeping an eye on overall budgets or total giving per organization across all of your programs.
Form Activity Summary
This report will give you the exact same dashboard information as your 'Forms' tab with a summary of the submission counts, approvals and amounts. The only difference from the forms page is that you can select and date range you wish.
Any submissions that has had its current state (including unprocessed new submissions) will be included in the tally for each form. Only forms with active submissions in the date range will be included in the report.
Custom Reports For Your Forms
Every published (not draft) form belonging to your business, whether it is actively accepting submissions or if it is closed and ended will have a corresponding report available on your 'Reports' tab.
If a report is Archived, the report(s) created for that form will be removed from the report tab, all data for submissions to that form will be removed from dashboards and summaries. They will only be accessible from the form details page.
What Is Included in Your Custom Report
Do Some Good system fields will make up the first several columns in every report:
- ID: The unique system id for the submission.
- Submitted: The date and time the submission was made.
- State: The current state of the submission (in-review, approved, denied etc).
- Submitter: The Do Some Good user account used to submit the form.
The remainder of the report is made up of data from your form submission. Every field that has the 'Include in Reports' property set in Form Builder will be a column in your report. The columns will be in the same order as they appear on your form. You have have the option in Form Builder to set the column name in the report, otherwise the column name will be the question/label for the field. The majority of fields in the form builder have the 'Include in Reports' property set by default.
Fields Requiring Confirmation
Fields that have the 'Requires confirmation on state change' are often monetary 'Tally' fields as well. These monetary fields are handled with special care during the approval workflow by your team and correspondingly, there is special handling in our reports as well.
Each 'Requires confirmation on state change' field can optionally be updated by your review team. Because of this we represent each of these fields with TWO columns in the custom report. The first value us the original submitted value, the second column will have the words (Confirmed value) included in the column header and it will contain the current value of the field. The column will always contain a value, if the original value was never updated, the original submitted value will appear in the 'confirmed' column.
When your form is first published a brand new report is generated for your form. Every time you make an edit that would change the format of a report a new version is generated. The kinds of things that will cause a new custom report to be generated are:
- Removing a field that is included in a report or removing the 'Include in reports' property from a field.
- Adding a new form field to be included in the reports.
- Changing the custom reporting name in the properties for a field, or if the custom name is not set, changing the wording of the question or label for the form field.
The types of things that will not cause a new custom report to be generated are:
- Changing text, images or design elements.
- Making changes to or adding / deleting fields that do not have the 'Include in reports' property selected.
- Changing the multiple choice or selection options available in a particular field.
When a new version of a report is generated, the card on the 'Reports' tab is updated with a dropdown list to indicate the newest version number for the report.
If you click anywhere in the form name, you always run the most recent version of the form. You can however select the dropdown list and run an earlier version. This is useful if you have removed a value from your report. The only way to view that field from legacy submissions will be to run an older version of the report.
When the report is run, it will show the date stamp of when the custom version of the report was created. If a report is showing a column for a field that did not exist on a legacy submission, the value will be blank. If an old report is being run on new submissions with fields that did not exist in the old report, the columns for those new fields will be absent from the report.
Why Is My Report Version Not The Same As The Number of Edits I Have Made?
You may notice, if you are making many edits to a form that the report version does not increment each time you save a new form version. That is because, after a report is updated, it only needs to be kept permanently when a submission is received. So, if you are on version 1 of your report, you make 100 edits to your form you will still be on version 2 of your report as long as you do not get a submission during that time. As soon as you get a submission, version 2 must be kept forever and your next form edit will cause version 3 of your report to be created.