Here’s the overview of the items in this wiki:
Grid Report Overview
Grid Reports are reports built directly in the database. These are essential when a report requires complex data fetching or calculations that cannot be handled by the standard Report Builder.
Requests for Grid Reports need to be submitted to our support team. For complex reports, there is typically a charge for development. Simpler reports are usually created free of charge.
Your instance also includes a set of generic reports that are available by default for reporting purposes. If you would like to modify any of these existing reports, please contact our support team to lodge a request.
For very simple reports—such as fetching enrolments with basic details like ID, name, and programme name (without any complex calculations)—you can use the Report Builder.
Please note that the Report Builder is limited in functionality and is best suited for straightforward data extraction. For anything more complex, such as calculations or data from multiple sources, a Grid Report may be required.
Grid Reports can be accessed by navigating to Reports in the top navigation bar and selecting Grid Report from the dropdown menu.
You will be directed to a page listing all available Grid Reports in your system. As mentioned previously, your instance will come with pre-built Grid Reports that are ready to use.
To access a Grid Report, simply click on the report name, which is displayed as a hyperlink.
You can manage access permissions for Grid Reports by clicking the blue Manage button. A pop-up window will appear, allowing you to assign access to specific user roles.
Grid Report Filter
There are different types of filters available in Grid Reports, each with its own characteristics:
Dropdown – Displays a list of valid values from the system. By default, all values are shown unless a specific condition is applied (e.g., show only active values).
If you have a lot of options then simply type in the search bar to filter the options:
Free Text (Like) – Allows partial matching using keywords. Useful for searching names, titles, or codes. This is not case sensitive.
Date – Enables filtering by specific date range. Select the first date and then select the second date. A range of date must be selected for the filter to work. You can change the month and year by clicking on it.
Boolean – Lets you filter by yes/no values.
Each filter type serves a specific purpose and helps refine the report output according to your needs.
Grid Report Export
To export a Grid Report, you must first run it to display the data on the screen. Once the report has been generated, simply click the purple Export button to download it.
You will receive the exported Grid Report via email. If it doesn’t appear in your inbox, please remember to check your spam or junk folder.
Grid Report Subscription
Grid Report subscriptions are useful when you want to receive regular updates without manually running the report each time. You can choose how often you’d like to receive the report—daily, weekly, monthly, or yearly.
Setting it up is simple:
- Name the subscription.
- Choose your desired frequency.
- Set a start date and time
Once saved, the report will be emailed to you automatically based on your selected schedule.
Below is an example of how a subscription might look:
Deleting a Grid Report Subscription
To delete an existing subscription, simply go to your profile page. From there, you’ll find a list of your active subscriptions, where you can remove them as needed.
