Note: This tool is only available for Apricot 360 databases
This article provides an overview of the main elements available in the Aggregate Report Builder. For more detailed information on specific features there are many resources available in our Knowledge Base, including the following list of articles:
Creating a New Aggregate Report
Advanced Aggregate Report Options
Copy Aggregate Grids and Reports
Definition: Feeder Reports = A feeder report is just a standard report found within your Apricot. While working with aggregate reports any standard report that is found in your “My Reports” area that is used in an aggregate report will then be considered a feeder report. More details are found within this article.
An aggregate report takes data, usually grouped results or totals, that has been collected in one or more “feeder reports”, and allows you to view it in one place. These reports eliminate row-level or individual record level information, but provide you with the ability to manipulate high level data into grids that can highlight different data points.
Many aggregate report grids, each highlighting a different kind of information, can be created from one standard Apricot report. Or several standard reports can be fed into one aggregate report to provide a view of data that has been gathered in multiple forms within the same Apricot database.
Tips on Creating a Feeder Report to Use with Aggregate Reports
The aggregate report builder creates grids in which each cell can represent the result from an individual feeder report. These results can be related to each other; for example, every number in a row can come from the same report. Or they can be unique, and each cell can come from a separate report.
For the aggregate report builder to work, however, you must first create a feeder report that can be aggregated. If you need help building a new standard report, or feeder report, click here.
Creating a Feeder Report
Because an aggregate report can contain its own filters, in some cases, it may be easier or more appropriate to create a very general report before adding it as a data source in an aggregate report.
The report section in the example above contains fields from one form. No filters or global values have been added. Filters will be added in the aggregate report builder after this report section has been added to a grid.
The number contained in the "total rows" box in the lower right hand corner is the number that will show up by default in the aggregate report grid.
Creating a Report with Filtered Results
In some cases, it may save time to create a feeder report that has been filtered prior to feeding the results into an aggregate report.
Several filters have been added to this report.
The "total rows" is significantly smaller because the results have been filtered.
These filters cannot be removed or altered from the aggregate report builder.
This same report, after it has been added to an aggregate report grid with extra columns, rows, and filters.
Grouping and Grouped Results Will Not Carry Over
The report in the example above has "grouping" turned on to show the number of people in each program. Grouping is one feature of the standard report builder that will not carry over into an aggregate report.
The only number from this report that will be displayed in an aggregate report section will be the "total rows".
The example above shows the same report section after it has been added to an aggregate report section. The grouping is not represented.
You can create an aggregate report section that shows similar results by adding new columns (or rows) and filtering each to show the number of participants in one program.
What an Aggregate Report Looks Like
Each section of an aggregate report contains one grid, like the one in the example above. These grids can contain information from one or from several standard Apricot reports.
The last row and the last column are not based on information aggregated from the underlying report. Instead they are calculations that display the sum of the information in each row and column.
Creating a Feeder or Foundation Report for an Aggregate Report
Each Aggregate Report is built by using information from one or more than one underlying Apricot reports. We call these "feeder reports" because they feed their results directly into an Aggregate Report.
The report section in the example above contains all of the fields from one form. You can choose to build your feeder reports without filters and add the filters in the Aggregate Report Builder. Or you may find it easier to filter the feeder report before adding it to the Aggregate Report Builder. It will work either way, depending on the results you are looking for. In the example above, the feeder report contains no filters; we will add filters when we create the aggregate report grid.
The number contained in the "total rows" box in the lower right hand corner is the number that will show up by default in the aggregate report grid. You can adjust this number in the Aggregate Report Builder by adding filters.
Create a New Aggregate Report Category
To create a new Aggregate Report, select the Administrator tab at the top of the page.
In the left hand menu, select Aggregate Reports.
In the right hand palette, select Create New Category.
Name the category that will contain your Aggregate Report.
Printing/Save as PDF
To print an aggregate report or export it to a PDF file, use your internet browser controls and
Access the Print function
From here you can preview the report to print or change the Destination to save as PDF.
Hints and Tips
By default, only Administrators can access Aggregate Reports (that includes editing them and running them).
If your organization needs the ability for Standard Users to access to Run aggregate reports please contact the Ongoing Support Team for additional information.
The Ongoing Support Team only has the ability to grant access for Standard users to Run reports, please note the Drill Down will not work for Standard users.