You can use prompts for filters within the Reporting module to determine which
records display in a report. Prompts present individuals running the report a series of
questions that help them determine who or what data is included in their report. One way
to use a prompt is to connect it to a filter. The filters assist with removing extra
data from the report, while the prompt enables the user running the report to specify
which records are included in the filter. For
example, you could create a filter for student last name and attach a prompt to
it. Creating this
filter does not immediately limit which records appear on the report but once users run
the report, they will complete the prompt to determine the records included.
You can only configure report prompts on a user-created report. If necessary, a Skyward report can be cloned in order to make changes to the layout.
Scroll past the video to access the step-by-step instructions.
Before you begin
You must know how to utilize the filter builder.
The report must exist.
Audio
Transcript
When running a report, there are several pieces
that work together to customize how your report displays. Creating a report prompt
allows you to specify which records are included on the report. Connecting a filter to
that report prompt assists with removing extra data from the report. Let's begin the
process by navigating to the Report Manager within the Reporting module. Here we can
locate the report we want to modify. To create a report prompt for a filter, we’ll need
to head over to the Report Designer. We can then identify the details section we want to
create a prompt for. Since a prompt is a user selected filter, we need to begin adding a
new filter. We'll add a new row where we can create this filter and prompt. For this
example, we'll use Last Name, so that we can select a list of last names the user can
prompt or filter for. From here, the Condition Type will determine how the prompt will
work. For example, if List is used, the user will be able to select from a list of
names. If we wanted to specify a high and low value, we would choose Between Inclusive.
For our example we'll stick with List. We can then add a new prompt. The Label will
display for the user when they run the report, and this works for us. Notice that many
of the values default in, which is based on the fields we previously populated. Let’s
update the Requirement Type, so that way users can choose whether they need to enter a
value in the prompt. We’ll choose Optional - All Values. We can see our selected field,
and the Fields to Display will show the actual display text, which can be changed if
needed. We also have the option to prefill a prompt with our last run value. We’ll then
save our prompt, and then save our filter. Once we’ve saved our changes, this report
will be set up for any users that need to run it. Now that you know how to create report
prompts for filters, you can be sure that only the data you need displays on your
report.
When running a report, there are several pieces
that work together to customize how your report displays. Creating a report prompt
allows you to specify which records are included on the report. Connecting a filter to
that report prompt assists with removing extra data from the report. Let's begin the
process by navigating to the Report Manager within the Reporting module. Here we can
locate the report we want to modify. To create a report prompt for a filter, we’ll need
to head over to the Report Designer. We can then identify the details section we want to
create a prompt for. Since a prompt is a user selected filter, we need to begin adding a
new filter. We'll add a new row where we can create this filter and prompt. For this
example, we'll use Last Name, so that we can select a list of last names the user can
prompt or filter for. From here, the Condition Type will determine how the prompt will
work. For example, if List is used, the user will be able to select from a list of
names. If we wanted to specify a high and low value, we would choose Between Inclusive.
For our example we'll stick with List. We can then add a new prompt. The Label will
display for the user when they run the report, and this works for us. Notice that many
of the values default in, which is based on the fields we previously populated. Let’s
update the Requirement Type, so that way users can choose whether they need to enter a
value in the prompt. We’ll choose Optional - All Values. We can see our selected field,
and the Fields to Display will show the actual display text, which can be changed if
needed. We also have the option to prefill a prompt with our last run value. We’ll then
save our prompt, and then save our filter. Once we’ve saved our changes, this report
will be set up for any users that need to run it. Now that you know how to create report
prompts for filters, you can be sure that only the data you need displays on your
report.
Select Menu > Administrative Access > Reporting.
Select Report Manager under Features.
Click the drop-down icon to the left of the report you wish to modify.
If the report has a checkmark under the Skyward Maintained column heading, it cannot be modified.
Select Design Report from the menu.
Click the Filter icon near the top right of
the section you wish to add a prompt for filters to.
Complete the appropriate fields.
Click Add Row near the left of the
window.
Click the Down Arrow icon to the right
of the Select Filter Field.
Double click the field you wish to create a
prompt for.
To select the specific field you wish to filter by, you
may need to navigate through the appropriate folders to locate the field by
double-clicking the folder to view the fields within it. For example, if you
wish to filter the report by last name, you would navigate to the Last Name
field within the Name folder. Alternatively, you can use the search bar and
Magnifying
Glass icon near the top of the window to locate a field and
then click the Select
Field option.
If the Field folder selected at the top of the Select Filter Field
menu has a standard filter associated with it, you see the Select Standard
Filter option. Standard filters, such as Name Ranges, are filters the system
has set up. If the standard filter is selected, the system automatically
builds prompts for the standard filter. Repeat sub-steps a - v until you
have created all the necessary filters with prompts, then continue to step
7.
In order to create a prompt, the prompt must connect to a
specific field.
If you highlight a One-to-Many relationship, you see the
Select Field option. One-to-Many relationships indicate each record for the
folder selected at the top of the screen can have one or more records tied
to it. For example, Names has a One-to-Many relationship with NameEmail
because each name can be attached to more than one email address. If you
click Select
Field, you must continue building a filter using the Filter icon in the row you
are working in until you can double click the field to select it.
Choose the condition type from the drop-down
list.
Click the Down Arrow icon for the blank
field to the right of the condition type.
Under the Prompts heading, click
Add Prompt.
Verify the Label or enter the correct label if
necessary.
This defaults based on the field you selected previously
when building your filter. This label displays when you run the report and
complete the prompt. The report label must be unique to the entire
report.
Verify the Prompt Type or choose the correct
type from the drop-down list.
The remaining fields
on the Add
Prompt window change based on the prompt type you select.
Additional fields may become available.
Verify the Input Type is correct.
The input type defaults based on the filter field
selected for your filter and cannot be modified.
Verify the Requirement Type or choose the
correct type from the drop-down list.
The table below provides you with information about each
available requirement type and is meant to assist you with making the
appropriate selection.
Requirement Type
Outcome
Required
A user must enter a value into the
prompt.
Optional - All Values
If the user does not enter a value
into the prompt, all values are returned.
Optional - No Value
If the user does not enter a value
into the prompt, no values are returned.
Optional - All Values
(Hidden)
The prompt is not displayed when
running the report. This option is typically selected when a
report is assigned to a screen because the system pulls the
filter data from that screen.
If you selected Value as the Prompt Type and did not
select Boolean as the Input Type, continue to the next sub-step.
If you selected Single Select or Multiple Select as the
Prompt Type, skip to sub-step l.
If you selected any values other than those mentioned
above, skip to sub-step v.
Enter a Default Value for the prompt if
appropriate.
This field is not available if you selected Single Select
or Multiple Select as the prompt type, or Boolean as the input type. The
default value populates into the prompt field when a user runs the report.
This is helpful if there is a frequently used value for the prompt because
the user will not have to make a selection.
Skip to sub-step v.
Verify the Field for the prompt.
The Field only displays when the prompt type is set to
Single Select or Multiple Select.
Click the Edit icon to the right of
Fields to Display to modify the fields to display as columns within the prompt,
if appropriate.
Highlight the field in the list you wish to add
as a column within the prompt.
Click Add to the right of the
Available Fields
area.
Within the Selected Fields area,
adjust the Field Width of the column and choose whether to Hide or Show the
column for the prompt.
Click Move Up or Move Down between the lists
if you wish to modify the display order of the columns from left to
right.
Click Save near the bottom right of the window.
Sort the Fields to Display using the Sort
Columns field if appropriate.
Enter one or more Selection Options or click the
Magnifying Glass
icon to choose from the drop-down list if appropriate.
The Selection Options field only displays when the prompt
type is set to Single Select or Multiple Select.
Click the Filter icon to create a
Selection Filter for the prompt if appropriate.
You would only create a Selection Filter if you did not
choose Selection Options, but still wish to restrict the options that are
available when completing the prompt. The Selection Filter does not require
you to choose particular options. Instead, it enables you to create a filter
which narrows down the options available to the user.
Verify False is selected for the Hide this
Prompt field or click the Down
Arrow icon to modify the value if necessary.
This field defaults to False, but can be modified if
necessary. When False is selected, this filter will always display on the
report regardless of the values entered in the other report prompts.
You would click the Down Arrow icon if you
want to hide this filter under specific conditions.
If you click the Down Arrow icon, you see
the Select a
Value window. Continue to the next sub-step.
If you selected False, skip to sub-step
z.
Under the Prompts heading, select
the prompt that will determine whether the filter displays.
Alternatively, you could click Add Prompt to create a new
prompt. Repeat sub-steps g - v.
One or more fields display to the right of the Hide this
Prompt field based on your selection.
Choose the appropriate condition type from the
drop-down list.
Refer to the condition type table to determine the
appropriate condition type for the filter. The options available are
determined by the type of prompt you selected.
Condition Type
Definition
Equal To
Equal to the entered
value.
Not Equal To
Not equal to the entered
value.
Less Than
Less than the entered
value.
Less than or Equal To
Less than or equal to the entered
value.
Greater Than
Greater than the entered
value.
Greater than or Equal To
Greater than or equal to the
entered value.
Enter or select the appropriate value from the
drop-down list.
The options available are determined by the condition
type you selected.
Uncheck the box for Prefill prompt with last run
value if appropriate.
If you check this box, the information in the prompt will
default to the value that was entered from the most recent run of the
report.
If you uncheck this box, the prompt will be blank each
time you run the report.
Click Save near the bottom right of the window.
Click Save near the bottom right of the window.
Choose one of the options at the top of the screen to
save your work.
Option
Description
Save &
Back
Saves the prompt you added to the
report and you return to the Report Manager screen. This option is located near the top left
of the screen.
Save
Changes
Saves the prompt you added to the
report and you remain on the Report Designer screen. This option is located near the top left
of the screen.
Save And
Run Report
Saves the prompt you added to the
report and runs the report. This option is located near the top right of the
screen.
Save
And Run Report With Last Values
Saves the prompt you added to the
report and runs the report with the values set on the last run. If there are
required prompts with no values set from a previous run, you will see the
Run Report
screen. This option is located near the top right of the screen.
Result(s)
For more detailed information, please refer to the "Creating Report
Prompt" article in the Help Center.