Template:TracCloudReportsDescriptions

This template is used to provide descriptions throughout the TracCloud Reports guide. If you've ended up here by mistake, click here to return to the Reports wiki.

Every description can potentially be used across multiple Report articles. Do not use specific examples on this page unless needed, and add "_ReportName" to differentiate them in those cases.

Transclude sections like this: {{#lst:Template:TracCloudReportsDescriptions|TimeFrame}}, replacing 'TimeFrame' with the relevant description code below.

Centers

• Centers

Filter report data by center. You can select all centers or only a specific few to narrow down your results. At least one center must be selected.

TimeFrame

• Time Frame

The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.

SecondTimeFrame

• Secondary Time Frame

An additional date range for data comparison.

ChartType

• Chart Type

This allows you to select the format of the chart. Pie, bar, or line.

Increment

• Increment

Select your preferred time increment. I.e., separate results in increments of 1 hour, 30 minutes, or 15 minutes.

ShowBarChart

• Show bar chart

Adds a visual bar chart to your report data.

ShowTotalsChart

• Show Totals Bar Chart

Adds a visual bar chart of totals to your report data.

DataTableTotals

• Show data table with totals

Adds a data table to the report, listing out the results separately from a bar chart.

InPersonOnline

• In-Person/Online

Filter the data in this report to only include In-Person or Online records. Defaults to All.

ShowOnlineSpecifically

• Show online locations specifically

If unchecked, the 'Location' for online Appts/Visits will be displayed as simply 'Online.' If this option is checked, it will display the specific online location (e.g., 'https://zoom.us/123456789').

OutputFormat

• Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

DeliverTo

• Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

ShowSummary

• Show Summary

Only show data totals, excluding details of individual records.

ShowWorkVisits

• Show Work Visits

Include consultant work visits in report results.

CalculateTotals

• Calculate Totals

Include data totals in report results.

SortBy

• Sort by

Choose how the selected data is sorted.

ChartBy

• Chart by

Choose how the selected data is sorted in charts.

GroupBy

• Group by

Group records by the selected field. Some reports allow you to add secondary and tertiary groupings as well.

SearchGroup

• Search Group

Filter results based on your search in this group. For example, if you're grouping by Student Major, you can put 'Mathematics' in this field to only show students assigned to that Major.

AdditionalSearch

• Additional Search

Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.

AdditionalFieldsToShow

• Additional fields to show

This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.

VisitTimeFormat

• Time Format

This determines the format of duration, a 90-minute session could display as 1.50, 01:30:00, or 01:30.

DecimalAccuracy

• Decimal Accuracy

This determines the decimal accuracy of duration data. Defaults to 2, showing a 1-hour session as "1.00".

IgnoreCenterCourseListSubject

• Ignore Center Course Lists for Subjects

Ignore the selected centers and show all specialties regardless of center for subject.

IgnoreCenterStaffReason

• Ignore Center Staff Link for Reasons

Ignore the selected centers and show all specialties regardless of center for reason.

IgnoreSectionForSubj

• Ignore Section for Subjects

Only view specialties by subject, rather than subject + section.

ShowOnlyActiveSections

• Show Only Active Sections

Only include active sections in this report.

SelectTerm

• Select Term

Only show records for the selected term.

ShowWhichSpecialties

• Show Which Specialties

Only show sections that have already been Assigned to a consultant, or view Sections that are still Unassigned. Defaults to 'All'.

ShowAttendanceHourDayWk

• Show Attendance by Hour by Day of Week

This will include an additional graph displaying how many visits took place per day of week in addition to the hour-by-hour breakdown.

GroupByStudent

• Group by Student

This option will group individual records by student name.

ApplyDateRange

• Apply Date Range to

Choose what your selected date range is in reference to. Defaults to any matching date range.

ShowEmail

• Show Email

Include email address in results.

ShowNotes

• Show Notes

Include the contents of the Notes field in report results.

ShowPhone

• Show Phone

Include phone number in results.

ShowDescription

• Show Description

Include record description in results.

ShowVisitDetails

• Show Visit Details

If checked, the Subject, Reason, Consultant, and Center of the visit will be included in the results.

ShowApptDetails

• Show Appointment Details

If checked, the Subject, Reason, Consultant, and Center of the appointment will be included in the results.

ShowApptVisitDetails

• Show Appointment/Visit Details

If checked, the Dates/Times, Statuses, Consultants, and Centers of the appointments and visits will be included in the results.

ShowAvails

• Show Availabilities

Include availability times in the report results.

ShowReserved

• ShowReserved

Include blocked or reserved schedule time in the report results.

ShowCanceledAppts

• Show Canceled Appointments

Include appointments that have been canceled in your report results.

ShowDeletedAppts

• Show Deleted Appointments

Include appointments that have been deleted (i.e., have a status of "Canceled - Deleted") in your report results.

ApplyDatesToLastMod

• Apply Dates to Appointment Last Modified

Your time frame choice is in reference to the date of the appointment that was booked. By checking this box, you will instead search for appointments that were last modified in the date range you provide.

ShowFacultyInfo

• Show Faculty Name and Email

Include Faculty Name and Email address in report results.

ShowStudentID

• Show Student ID

Include Student ID in report results.

ShowStudentEmail

• Show Student Email

Include Student Email in report results.

StudentsWithoutVisits

• Include Students without Visits

Include all students in report results, even if they don't have any visit records.

StudentsWithoutVisits_VisitsSummary

• Include Students without Visits

By default, this report will only include students with visits. You can change this preference to also include active students without visits, or go further and include all students without visits.

ShowReason

• Show Reason

Include Reason in report results.

ShowSubject

• Show Subject

Include Subject in report results.

ShowLocation

• Show Location

Include Location in report results.

ShowStatus

• Show Status

Include appointment status in report results.

ShowAllConsultants

• Show All Consultants

Include all consultants in report results, regardless of if they're assigned to relevant records.

ShowConsultantEmail

• Show Consultant Email

Include the consultant email address in report results.

ShowOnlyAppts

• Show Only Appointments

Only show appointments in report results, excluding availability data.

ShowOnlyAvails

• Show Only Availabilities

Only show availabilities in report results, excluding appointment data.

ShowAllDates

• Show All Dates

Display all dates in report results, even if there are no relevant records on those dates.

ReasonSearch

• Reason

Only show results for the specific Reason.

ReasonCatSearch

• Reason Category

Only show results for the specific Reason Category.

Workshop

• Workshop

Only show results for the specific workshop, by name.

InstructorSearch

• Instructor

Search by the linked faculty/instructor.

AssignmentSearch

• Assignment

Search by the linked assignment.

StudentListTemp

• Student List

Search for the name of the student list you want to filter by.

SubjectSearch

• Subject/Course/Section

Only show results for the specific Subject, Course, or Section.

SubjectSearchCRN

• Subject/Course/CRN

Only show results for the specific Subject, Course, or CRN.

SkillsSearch

• Special Needs / Skills / Accommodations

Only show results for a specific Need/Skill/Accommodation.

SearchApptStatus

• Search Appointment Status

Only show results for a specific appointment status.

IncludeMissed

• Include Missed Appointments

Show Missed appointment records in the report results as well.

IncludeAsync

• Include Asynchronous Appointments

Show Asynchronous appointment records in the report results as well.

IncludeCanceled

• Include Canceled Appointments

Show Canceled appointment records in the report results as well.

ShowAutoCancel

• Show Auto Canceled Appointments

Include appointments that were automatically canceled in the report results. More information.

AddUnattendedSession

• Additional Unattended Sessions

Specify additional unattended SI sessions to account for in results.

IncludeTotalApptType

• Include Totals by Appointment Type

Enabling this checkbox adds additional columns to the report results displaying the total visits that were linked to group appointments, 1-on-1 appointments, and drop-ins (no linked appointments).

QuestionsKey

• Questions Key Option

This allows you to add the written questions to the top or bottom of report results. By default, only the question number is visible as the column name.

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Report-Specific Descriptions

ViewBy_StudVisitApptBy

• View by Visits or Appointments

This is one of a few reports in the system that can be generated using different methods. View by Visits will search for Visits first, and can also display information about related Appointments. View by Appointments will do the opposite.

As a real-world example, if Sam Smith has a missed appointment (i.e., no visit record), that information won't display if you View by Visits, but it will if you View by Appointments.

ViewBy_UsageSnapshot

• Report Option

Usage Snapshot will display visit data for all Snapshot Fields in the date range specified and includes a pie chart view for each field.

Date Comparison does the same, but for both of your selected date ranges, allowing you to compare attendance from two periods in a single report. Keep in mind that certain fields can change for students over time, and all reports (including this one) will only show the current state of these records. This report option should be used on static/unchanging fields like the visit's subject, center, or reason, and not on fields like the student's class or GPA as those may have changed since the date of their visits.

Custom Field Multi-Check Tally will provide the total times each multi-check custom field from a visit record was checked, as opposed to the total times every combination of options was chosen (i.e., counting instances of A, B, and C individually rather than A, A + B, A + C, A + B + C, B, etc).

UtilizationPastDue_Resources

• View Utilization or View Past Due

Utilization will show all checked out resources and the individual checkouts. Past Due will only display overdue checkouts, items that were not returned soon enough, filtering out checkouts that were returned in time.

ShowOnlyStudentsApptStatus_ApptStatCrosstab

• Show only students with these appointment statuses

This will filter the list of students to only those with appointments that match the statuses you specify in the box beneath.

FieldsToShow_UsageSnapshot

• Snapshot Fields

Use this to add fields to your report. Add Location to see location usage, consultants to see who has met with the most students, etc.

ShowStudents_VisitsCleanup

• Show: All Students or Students that Visited

Show all students in this report, or only those who visited. 'Students that Visited' is default.

IncludeFillInEssay_SurveyReports

• Include Fill-in & Essay Answers

These options will include the answers that were written manually during the response process (as opposed to checkbox/multiple-choice answers).

Survey_SurveyReport

• Survey

Export responses from this selected survey.

ShowHours_ConsCertification

• Show Hours

Include certification hours in results.

CertType_ConsCertification

• Certification Type

Filter results to only certifications of a specified type, defaults to 'All.'

ShowExtra_ConsCertification

• Show Extra Field

Include the certification 'Extra Field' value in results.

ShowOnlyConsCerts_ConsCertification

• Show Only Consultants with Certifications

Check this to exclude consultants without certifications from your results.

SearchOptions_Resources

• Student ID, Resource Type, Resource Title, Barcode, Keywords, Profile

Search by Student ID, Resource Type, Resource Title, Resource Barcode, Keywords, or the Profile of your resources.

SearchOptions_Resources2

• Resource Type, Resource Title, Barcode, Keywords, Profile

Search by Resource Type, Resource Title, Resource Barcode, Keywords, or the Pofile of your resources.

ShowReservations_Resources2

• Show Current and Future Reservations

Include current and upcoming reservations in report results.

ShowInactive_Resources

• Show Inactive Resources

Include resources in results that have a status of 'Inactive.'

OnlyTable_Q2

• Show Only Table Visits

Only show Q2 Table visits specifically, exclude center visit records.

NotesFields_ApptRequests

• Show Looking-for Notes, Found Notes, Followed-Up Notes

Checking any of these three boxes will include the related 'Notes' field content to your report results.

ActiveReferral_SAGESnapshot

• Show Only Active Referral Types

Check this to exclude inactive referral types from your results.

PageBreak_GroupRoster

• Page Break for Center, Consultant, Class/Group

Check the relevant box to add a page break for each of the related records. This only applies when printing the report.

Also used for Referrals by Students and Appointments/Visits
RefType_SAGERefBy

• Referral Type

Only show referrals of a specific type.

Also used for Referrals by Students and Appointments/Visits
RefStatus_SAGERefBy

• Processed

Filter referrals based on status, Processed or Not Processed. Defaults to 'All.'

Also used for Referrals by Students and Appointments/Visits
RefReasonRec_SAGERefBy

• Referral Reason, Recommendation

Filter referrals by the selected Reason and/or Recommendation.

RefDelimit_SAGERefBy

• Reason/Recommendation/QA Delimiter

If multiple Reasons/Recommendations are chosen for a single referral, you can decide how to separate them with this option. E.g., Comma delimited, Pipe delimited, etc.

Also used for Referrals by Students and Appointments/Visits
RefCons_SAGERefBy

• Assigned Consultant

Filter referrals based on the assigned consultant/advisor.

ShowWithoutHours_Payroll

• Show Consultants without Hours

Display all consultants in payroll report, those without work time will simply display as having 0.00 hours.

Recompute_Payroll

• Recompute Data

This will recalculate your consultant work times to retrieve the most up to date information, but can slightly slow down processing time.

DailyTime_Payroll

• Show Daily Payroll Hours

Shows a day-by-day breakdown of work hours within the overall date range that you selected.

MailboxNotes_Payroll

• Show Email, Mailbox, Notes

Additional consultant fields that can be included in report results if needed.

ShowFund_Payroll

• Show Funds

Include fund source in results.

GroupFund_Payroll

• Group by Fund, Reason, Center

Group payroll report results by Fund, Reason, and/or Center.

ShowVisits_Payroll

• Show Work Visits

Include data on the individual visits in the report itself. If enabled, you will also be able to include notes from the work visit record in the report results by checking Show Work Notes.

Round_Payroll

• Round to Nearest & Round individual visits first

Round total visit time to the nearest X-minutes. You also have the ability to round individual visit durations first.

StudentVisit_Payroll

• Show Student Visits

Include Student Visit data in report results, to view who the consultant was working with during their work hours.

PageBreak_Payroll

• Page Break

Separate consultants onto different pages when printing the HTML version of this report. Requires 'Group by' options to be unchecked.

SelectSessions_SISession

• Select Sessions

Include all sessions, or only visited.

NumGroupings_SISession

• Number of Groupings

The maximum number of groupings. Use this to add totals to different levels of the report (i.e., total visits on this date, in this center, for this reason).

ExcludRegGrade_SIComp

• Exclude Registrations Without a Grade

Exclude ungraded registrations from report results.

412ptGPA_SIComp

• Compare 4-point and 12-point GPAs

Adds a 12pt GPA column for comparison.

GradeDefs_SIComp

• Passing/Failing/Withdraw Grade Definitions

Add Grade values here, delimited by a comma, to designate them as Passing, Failing, or Withdraw Grades.

NameGroup_SIComp

• Name of Group

This determines the phrasing of your 'Visited' group of students. Typically SI, Visited, or similar.

VisitBreakdown_SIComp

• Affects of SI on Visits & Withdraw Visits Breakdown

Use this to determine how you would like to breakdown the SI Group comparisons. For example, students who have visited 1-4 times vs those who visited 5-9 times. Separate ranges with commas.

SessionLength_SIComp

• Length of Typical Session

Specify your average/expected session length here.

ShowVisitsDate_RegBy

• Show Visit Date/Time

Choose whether or not visit data is displayed in the report.

ShowVisitsInLine_RegBy

• Show Visits In-Line

Keep visit records in the same registration line, rather than duplicating registration information for each visit.

ShowReg_RegBy

• Show Registrations

Show registrations specifically with or without related visit records. Defaults to 'All.'

LinkToAdvisors_VisByAdvisor

• Link to Advisor's Email (Required) and Name (Optional)

Select the student custom field that contains the advisor email address. Optionally, you can also specify which student field contains the advisor name if it has been set up.

SuccessPlan_PlanType

• Success Plan

Select the Success Plan type that you want to show results for.

SuccessPlan_InactivePlans

• Include Inactive Plans

Inactive plans are hidden by default, this option allows you to include them in report results.

SuccessPlan_Faculty

• Faculty Name

Filter by assigned faculty name. Expected format is "Last, First".

SuccessPlan_StepDetails

• Show Step Details

If enabled, student progress on individual steps and a visual timeline of step due dates will be shown.

WorkPlan_PlanType

• Work Plan

Select the Work Plan type that you want to show results for.

WorkPlan_Supervisor

• Faculty Name

Filter by assigned supervisor name. Expected format is "Last, First".

WorkPlan_StepDetails

• Show Step Details

If enabled, consultant progress on individual steps and a visual timeline of step due dates will be shown.

CenterGrid_MoreCenters

• Only List Students Visiting # or More Centers

If this report is being run on multiple centers at once, you can use this option to only list students who visited X number of unique centers or more.

Tasks_TaskType

• Select Task Type

Select the specific task type/category that you want to include in this report.

Surveys_ShowCharts

• Show Charts

This field allows you to add charts to the report results. Pie, bar, or line.

Tasks_TaskInfo

• Task Name, Assigned to Name, Student Name, Created by Name

These fields allow you to further filter report results to view the specific tasks you're looking for.

ApptsAvailsByHour

• Visits to Include

You can additionally include the total number of visits on each day. Select between Appointment-related and All Visits. The latter will include drop-ins, batch visits, and other visits that aren't directly linked to an appointment record.

StudentSearchAvail_Include

• Searches to Include

This allows you to filter results to only students who booked or did not book an appointment. Default is all.

RefbyStudentApptVisit_OnlyIncludeSubject

• Only Include Appointments/Visits Linked to Referral Subject

If checked, only visits/appointments for the same section as the referral will be included in the report results.

RefbyStudentApptVisit_PrecedingApptsVisits

• Include Appointments/Visits Preceding Referral Creation Date

By default, the visits/appointments shown will only be those that take place after the creation of the referral. If this option is checked, older records will also be included.

RefbyStudentApptVisit_ShowLinks

• Show Links

This enables a clickable hyperlink in the report to immediately open visit/appointment records. This only applies when running the report as HTML.

RefbyStudentApptVisit_Delimiter

• Details/Reason/Recommend/QA Delimiter

This allows you to choose how appointments and visits are delimited/separated. E.g., Comma delimited, Pipe delimited, etc.

RefbyStudentApptVisit_WhichReferrals

• Show Which Referrals

Filter results to only show referrals with visits/appointments, or without. Default is all.

SecondarySort_StudVisSummary

• Secondary Sorting

Select the secondary field that data will be sorted/grouped by. With a field selected, multiple rows can display visits at once. Use Hide Student Name Repeats to hide the student's name on those rows if preferred.

SortByRec_SurveyResponses

• Sort by Recipient

Sort results by (and add column for) student name, as opposed to ordering results by response date/time.

ForPastDue_Resources

• For Past Due, Show All Checkouts

If this is checked, currently checked out resources will be included in report results. Unchecked would exclude these.

IncludeCheckoutNotes_Resources

• Include Checkout Notes

Adds the checkout notes field as an additional column in report results.

VisitsCleanup_OnlyShowAppts

• Only Show Appointments for Selected Centers

The center selection above only filters visits (the left-column of this report). Appointments from other centers will still be shown. By checking this box, the appointments will also be filtered by your selected centers.

SAGE_ShowActions

• Show Actions

Include SAGE Potential Actions data in report results.

UserDetail_TimeFrame

• Time Frame, Apply Date Range to Last Access, Apply Date Range to Last Modified

Time frame is ignored unless one or both checkboxes are enabled. This allows you to filter results to only staff members who logged in during your specified date range and/or the staff records that were modified during your specified date range.

SIComp_StandardDeviation

• Show GPA Standard Deviation

If enabled, the standard deviation of the GPA fields will be displayed.

PayCode

• Pay Code

Filter report results by consultant pay code.

ShowActiveSurveys_ResponseRate

• Show Only Active Surveys

This option is available if "Include All Surveys" is selected, allowing you to at least filter the results to only active surveys.

DocType_Documents

• Document Type

Optionally filter results based on document type.

InclInactive_Documents

• Include Inactive Documents

If checked, documents that have been deactivated will still be included in report results.

OnlyActiveReg_Specialties

• Only Active Registrations

Only include section specialties for currently active enrollments.

ApptTotals_CenterSched

• Show Appointment Totals

Include the total appointment count for each grouping.

ShowAvailNotes_CenterSched

• Show Availability Notes

Include availability notes in report results.

IncludeEmailInUtil_Resources

• Include Email in Utilization

Include the email address of the user who checked out the item.

Centers_WorkPlans

• Centers

Filter report data by center. This is in relation to the linked centers of the consultants.