The reporting tool was the first reporting feature designed for Smartabase and contains Smartabase’s most basic and general-use reporting features. When you use the reports tool, you choose the event or profile form containing the data you’re interested in, then select whose data you want to see and choose any filtering options you need. The reports tool will then tabulate and display this data for you.

Using the reports tool

An example screenshot from the reports module showing a daily diary report

Here’s a screenshot from the reports tool. On the left is the sidebar for selecting the form, athletes, date interval and other options. Once the report settings have been specified, we used the button beneath to run the report, which tabulated the data we were interested in. Each row of the report shows one daily diary entry for an athlete, including the colour from the relevant performance standard.

When you are looking at the report data, you may have access to the Save, Export and Other menus or the Send Message option. The Save menu will have options for saving and sharing your report. The Export menu contains options for exporting your report data as a PDF or CSV file. If visible, the Other menu contains options for Investigate, Pivot Table and other infrequently required tools.

HOW TO: CREATE A REPORT
  1. Sign in to Smartabase to view your home page.
  2. Open the reports tool from your home page.
  3. Using the sidebar menu, make the following sequence of decisions:
    1. Choose whether you want to create your report from an event or profile form.
    2. Select which event or profile form you want to use.
    3. Use the link showing how many people are selected for inclusion in your report to adjust whose data should appear in the results.
    4. For event forms, choose the date interval which includes the data you want to appear in the results using the dropdown field which defaults to All History.
    5. For event forms, choose the maximum number of results that should appear for each person using the dropdown field that defaults to Include All.
    6. Use the Add Filter button to set criteria for which data should appear in the results.
  4. Use the Run Report button to return your results.

It is helpful to remember that the choices you make to create a report are applied in the order they’re shown in the sidebar. So, for example, if you choose a date interval of the last 16 weeks and a filter, the results will first be restricted to records from that time period and then filtered to meet the criteria you’ve set.

Similarly, if you set a date interval with a specific start and end date, then set a maximum record number of 4, you’ll get the 4 most recent records for each athlete from within that time period.

Note that because profile forms are not recorded chronologically like event forms, there is no option to choose a date interval or number of results when you run a report about a profile form.

Saving a report

The option to save a report is very useful function because it means that you can set up reports with complex settings and run them again in exactly the same way. Saving a report stores the settings used to create a report, not necessarily the exact results you saw when you first ran the report. If subsequent data are recorded, that information will be included if a saved report is run again (unless the saved date filters exclude it).

To access a saved report, open the reports tool and select the Clear button. This will bring up all of your saved reports. A saved report can also be set to appear on your home page for easy access or, with appropriate permissions, can be sent to the home pages of other users.

HOW TO: CREATE A SAVED REPORT
  1. Sign in to Smartabase to view your home page.
  2. Open the reports tool from your home page.
  3. Create a report using the form, date interval, filters and fields you need.
  4. Use the Run Report button to return your results.
  5. Select the Save option from the Save menu.
  6. Enter a report title and click OK.

You can access your saved report from the reports module if you want to run it again or make changes. If you already have a report open in the reports module, select the Clear button to remove the report and show you all of your previously created reports. Reports are grouped into front page reports and regular reports. To remove a saved report, select the trash icon next to the report on your list of reports.

HOW TO: CREATE A FRONT PAGE REPORT
  1. Sign in to Smartabase to view your home page.
  2. Open the reports tool from your home page.
  3. Create a report using the form, date interval, filters and fields you need.
  4. Use the Run Report button to return your results.
  5. Select the Send To Front Page option from the Save menu.
  6. Enter a report title and click OK.
  7. Refresh your browser to see your new front page report.

You can access your front page report from the reports tool if you want to run it again and make changes. If you already have a report open in the reports module, select the Clear button to remove the report and show you all of your previously created reports. Saved reports are grouped into front page reports and regular reports. To remove a front page report, select the trash icon next to the report on your list of reports.

If your front page report doesn’t appear on your home page after you’ve refreshed your browser, it may be the case that your page layout doesn’t accommodate front page reports. You will need to speak to the Smartabase contact person at your organisation to discuss modifications to your page layout.

Adding extra information to a report

If you want to append additional information to a report with details not included in the form you’re using, there are three types of options available in the Advanced section of the sidebar.

  • You can add account-related details for the people shown in your report, such as their date of birth, age or group membership.
  • It’s also possible to append information about the records shown in your report, such as creation date or the date of last update.
  • You can add data from a profile form to a report about an event form. This includes the ability to filter the event form results using data from the profile form.

A screenshot showing the results of using the advanced sidebar options for a report on profile form data.

In this example, we’ve run a report on a profile form and used the advanced option to append the date each person’s profile data was last updated. 

An example screenshot showing the advanced section of the reporting sidebar for an event form report.

In this example, we’ve run a report on event form data (not shown) and added the information from the profile form called Athlete Profile. We’ve also used a filter based on the profile data to restrict which event form data is included in the results. In this scenario, the results that are shown for this report would only include athletes whose nationality is recorded in the profile form as Australia. 

Changing the appearance of a report

When you want to change which performance standard is applied to your report or compare data in your report to a particular person, you can use the Compare To section of the sidebar. This allows you to:

  • Choose different colouration using the Performance Standard option. This is useful if there are multiple performance standards for the form, but in many cases you’ll only see one option here.
  • Automatically create and apply a performance standard based on a specific person’s data using the Athlete option. This allows you to choose one athlete from the report results and compare others’ results to theirs. For this to be useful, the form must be built with certain properties enabled. 
  • Remove a performance standard or athlete comparison from your report using the None option.

Filtering report data

An example screenshot showing a filtered report

If you want your report to contain data from a specific time period or meet a certain criteria, you can use the filtering options to narrow the results. In the example here, we’ve created a report based on a daily diary event form, which is filled out on a daily basis and asks athletes whether they’ve travelled in the last 24 hours.

To be able to answer the question of which athletes have travelled very recently, we set the date interval filter to only show records created today. We also used a data filter to fetch the records where the travel questions have been answered positively.

Grouping report data

An example screenshot showing how injuries can be grouped and visualised

If a form includes a body diagram field, then the reports tool gives you some extra abilities for grouping and visualising the body diagram data. You can use an option field from the form to show which body diagram data corresponds with each of the options. 

In the example above, the injury record form contains an OSICS injury diagram field and an option field for the athlete’s current status. So we’ve grouped the injuries in our report by status, This shows us which injuries the unavailable players have, which injuries the players that require modified training have and so on.

HOW TO: USE THE GROUPING OPTION FOR REPORTS
  1. Sign in to Smartabase to view your home page.
  2. Open the reports tool from your home page.
  3. Create a report using the form, date interval, filters and fields you need, including the body diagram field of interest.
  4. Use the Run Report button to return your results.
  5. Using the dropdown menu above the body diagram results, choose which option field you want to group the results by. 

Using the quick editing feature from the reports tool

If quick editing has been enabled on a form that you include in a report, you’ll see a pencil icon for each row in your report. You can select the pencil icon to access a pop-up screen and quickly update important fields from that record.

A screenshot showing an example of an injury event form with the quick editing feature enabled

In this example, the quick edit feature has been enabled on an injury form. This would help medical staff when they need to efficiently update the injury status of several athletes in one session. The doctor can use the pencil icon to access the key details of each injury and update the necessary information without needing to view the entire injury record. 

A screenshot showing an example of the pop-up screen for making quick edits to an injury record

Once the fields in the pop-up screen are filled out, they can be saved. The information shown in the report will be updated to reflect any changes which have been caused by the quick edit, such as a new status. The doctor can then move on to the next athlete’s injury shown in the report.

Note that quick edits are only able to be saved and closed. If the Save & Lock or Save & Enter Another functions are enabled for a form, you’ll need to open the record to perform these functions.

A screenshot showing an example of an injury record which has been edited using the quick edit feature

HOW TO: USE THE QUICK EDIT FEATURE IN A REPORT
  1. Sign in to Smartabase to view your home page.
  2. Open the reports tool from your home page.
  3. Create a report using the form, date interval, filters and fields you need to see.
  4. Use the Run Report button to return your results.
  5. Select the pencil icon for the record you want to make a quick edit to.
  6. In the pop-up screen, fill out the available fields.
  7. Save the record, which will return you to your report.