Have valuable data about your forms and submissions at your fingertips! Do Some Good provides you with detailed reports to inform decision-making and keep your senior leaders updated.
To view reports for your forms and submissions, head to the "Forms / Story Generator" page in your left-hand navigation and click on the "Reports tab".
This tab contains universal reports supplied by Do Some Good as well as 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, 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.
Every published 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 and all data for submissions to that form will be removed from dashboards and summaries. To view data for an archived form, use the filter on your "Forms" tab to search for archived forms, and then click the 'Manage' button next to the form, the report will be available on the Form Details page.
What Is Included in Your 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, declined, 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 your form's report:
- The first column contains the value of the original submitted amount.
- The second column contains the value of the current amount (updated by an admin) and will have the words 'Confirmed Value' in the column header.
- If the original value was never updated, the original submitted amount will appear in the 'Confirmed Value' column.
Every time you make an edit to your form, we store the new version of the form but we only store a new version of the report if the change affects the data that will be reported on. The kinds of things that will cause a new 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 field to your form.
- Changing the column name for reports in the properties for a field, or if the column name has not been set, changing the label for the form field.
The types of things that will NOT cause a new 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 form is generated, the card on the 'Reports' tab is updated with a dropdown list to indicate the newest version number for the form that is being reported against.
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 a report against an earlier version of the form. 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 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.
What Does The Version Number Of A Report Mean?
The version number of the report is actually the version of the form that the repot is run against. Every time you edit a published form, even for trivial changes that will not affect the output of the reports, Do Some Good stores that form version in our database. If the change results in a new report version to be generated, that report has a version number that is the same as the latest version of the form.
Since you can make form changes that do not need a new report generated, you may see gaps in the report versions, this is to be expected.
What Happens To A Report When I Add Or Remove A Form Field?
Removing Fields: If you remove a field from a form, all future submissions will not contain that field. Correspondingly, that field is no longer included in the latest report. When running the latest report, it will NOT include a column for the removed field even if a submission in the report has data for that field. Should you wish to see data for the deleted field in older submissions, an older version of the report will need to be run.
Adding Fields: If you add a new field to a form, all future submissions can contain that field. Correspondingly, that field will have a column to host the data in the new report. Should the latest report be run, older submissions will not have any data for the new field. Should an older report be run, the column for the new field will not exist.
Do Some Good can create custom reports for you if you have specific needs. Just email us at firstname.lastname@example.org, but note that custom development costs would apply.