To access the Browse Data function, you must be an Ivo Administrator or have been provided access by an administrator, in the staff settings.
1. Select the Reporting tab.
2. Click on the 'Browse Data' button on the Toolbar.
3. In the 'Select Fields' tab, select the fields you wish to include in the results of the query.
The left side of the screen has four sections for selecting fields -
- Entity fields
- Entity DEX fields - only visible if your organisation receives DEX funding. Note, the fields visible in this list are determined by the administration settings for showing the DEX Partnership Approach fields.
- Activity fields
- File note fields
Click on a section to reveal its list of fields.
4. Double click the fields listed in each group to display them in the 'Selected Fields' table.
Options for selected fields -
5. The "Field Name" can be changed by clicking the cell and typing the new name. See step 9 below for an example of why you might do this.
6. The "Format" column controls how the data in specific columns is displayed. The most common type of data to control the display of is dates. You can find the options for formatting dates here.
7. Tick the "Collated on this Field" column to, well, collate the data on that field. In the above example, the data will be collated on the "Activity Type" and "Gender" columns.
8. Choose a calculation for a field. Calculations are only applicable when the data is collated on at least one field, or your choose the 'Grand Totals' option (see item 4 below, under 'Other Options).
9. Calculations are most often performed on number fields. In the above example, on the left hand side of the screen where you select fields, there aren't options for "No of Clients" or "No of Activities".
For this kind of calculation, where we want to know the "Number of" those items, we use the ID fields from the relevant data fields. So, for "No of Clients", the "Entity ID" field was chosen and for "No of Activities", the "Activity ID" field was used.
The fields were then renamed in the "Selected Fields" table, per step 5 above.
Use the "Filter Operation" and "Filter Value" columns to apply criteria for restricting the data. In the above example, we are using these options to only extract clients that are 50 years or older.
You can use the Ivo Date Shortcuts as special "Filter Values". See the Date Shortcuts article for more details.
10. Once you've selected all your fields, calculations, collations and renaming of any fields, it's time to run the query.
The end result of the above selections is -
Note the data is "collated" on the "Activity Type" and "Gender" columns, and the calculations are applied to the "No of Clients" and "No of Activities" columns.
The results behave like any other query results in Ivo and so you can right-click on any row to get the context menu.
To read about the 'Options' tab where you can further configure your Query settings, please click the link for the article.