launching reports by reporter segment

Modified on Fri, 10 May 2024 at 05:04 PM


TABLE OF CONTENTS


Introducing: Reporter Segments

We're thrilled to introduce a feature that's about to revolutionize the way you survey your reporters: Reporter Segments!

Ever wished you could tailor your reports or surveys specifically to certain groups of reporters (using more than one variable)? Well, wish no more! With our Reporter Segments, formerly known as 'Saved Reports', you have the power to target any cohort (segment) of reporters with pinpoint precision.


Imagine this: You have a diverse team of reporters, ranging from elementary school Tutors to high school Service Learning Coordinators. Each group needs to report different data. And let's say you need to send a report only to the Service Learning Coordinators who are operating within a specific school district. Enter Reporter Segments!


Now, surveying specific groups of reporters is as easy as pie. Our Reporter Segment builder empowers you to filter reporters based on a variety of profile variables, ensuring that your report reaches exactly who it needs to.


Ready to take your reporting game to the next level? Let's dive in and explore the magic of Reporter Segments together!


Staff Permissions Needed to Create Reporter Segments

Staff need the following (minimum) permissions, in their Staff Role, to create Reporter Segments that can be used in launching forms. 



Creating Reporter Segments


Here are the steps for creating a Reporter Segment


  1. On the left-hand side of your Mission Controlclick Reporters, Staff, & Sites.

  2. On the right, click Manage reporter accounts.

  3. Towards the top-right, use the More drop-down menu to select Export Reporters.

  4. Choose how you’d like to organize your roster:

  5. On the right, click the Select Fields to Include button.

  6. Next, choose the fields you’d like to include by opening your panels and checking the boxes to the left of each field. (If you want to include all available fields, on the right, click the Select All Fields link.)

    As you add fields, you’ll notice that the preview table at the bottom of the page will adjust to display the new information.

  7. Add any filters by clicking the Show Filter link in the blue box above the table:

    • To export your segment, click Export to Excel.  Be sure your web browser’s settings allow pop-ups from the americalearns.net domain.

  8. Choose the first field to Filter By, choose your Operator*, and then insert any relevant Value**.

    *The Operator is dependent on the field type.
    ** For Value, use the magnifying glass to select options from single-and-mulitselect fields.

  9. Click the Add link to update the filter.

  10. Click the Apply Filter button to update the table. Now the table will show only the reporters who meet the condition of your filter.

  11. To create a logical string of more than one filter request, the system will begin to build a pattern using AND/OR statements. You can update the AND/ORs using the drop-down on the left side. 

    • Add additional filter options by clicking the Add button.

    • Edit the logic pattern by click the Edit Pattern link.

  12. Saving a Reporter Segment is easy.

    In this space, give your Reporter Segment a name (no special characters accepted) and click the Save button. 

  13. When you want to access the Reporter Segment, you'll find it at the top of the page, here: 


  14. Now you're ready to launch a form using this Reporter Segment!


Launching Forms Using a Reporter Segment


Here are the steps to launch a form using a Reporter Segment:

  1. Schedule a New Launch
    1. On the left, in your Mission Control, click Report Management.

    2. On the right, click Schedule new launches.

    3. Once you’ve entered the scheduler, you’ll notice that launches are a simple, multi-step process.

      You can always clear steps by clicking the Clear Steps link on the upper right-hand side, or return to the previous screen by clicking the Back link.

  2. Select a Form
    1. Use the drop-down menu to select a form to schedule.

    2. You can view the form in a new window by clicking the View Form link.

    3. To move to the next step, click Set.

  3. Select a Frequency
    1. Use the drop-down menu to select the frequency.

    2. Input the frequency information and click Set.

  4. Included Reporters 
    1. Choose the option Reporters by Segment.

    2. Select the Reporter Segment you would like to use.

    3. To see who created the Segment, hover your mouse over the Segment name.

      To make changes to a Segment created by another team member, you'll need to connect with them about it.

    4. Click Preview to see a list of reporters included in the Segment. 

      A window will open. 
      Deactivated Reporters, will be hightlighted in yellow.

    5. If you want to activate deactived reporters when the report launches select Yes

    6. If you want to include new reporters in this launch, when they enter this segment between the Launch and Due Dates, select Yes

    7. If you want to include new reporters in this launch, when they enter this segment during the Extension period, select Yes.

    8. To move to the next step, click Set.

  5. (This step will only appear if your form include a Group question.) Service Group Options
    1. Uncheck to remove the Learning Community & Strategy Sharing Question.

    2. Uncheck to remove the Goal Setting, Challenge Reflection, & Reporter Support Question.

    3. To move to the next step, click Set.

  6. Learning Community Questions
    1. Uncheck to remove the Learning Community & Strategy Sharing Question.

    2. Uncheck to remove the Goal Setting, Challenge Reflection, & Reporter Support Question.

    3. To move to the next step, click Set.

  7. Reminder Messages
    1. Use this step to set up the announcement, reminder and extension emails and text messages for your reporters.

    2. To use either the email or text message reminder, click Use.

    3. Once the window opens, you can customize and save your announcement and reminder emails.

    4. To move to the next step, click Set.

  8. Keeping Things Clear for Reporters 
    1. Customize the Link Reporters Will Click to Load the Report
      This link allows you to change the pre-defined hyperlink that your reporters see. By default, this hyperlink is the launch and close date of the report (excluding extension dates).

    2. Launch & close dates at the top of the form.
      This checkbox will show your reporters the launch and due dates (excluding any extension dates) on the top of the report.

    3. Introductory text at the top of the form
      This checkbox allows you to write introductory text at the top of your report. This is the perfect spot for instruction, updates, or other information that you are wanting your reporters to pay attention to.

    4. File attachments at the top of the form: 4 Remaining
      This checkbox allows you to attach up to 4 files that will appear at the top of your report.

    5. To complete this step, click Set.

  9. Launching the Form. 

    Once each step has a green check, you’re ready to schedule.

    Simply click the Schedule Report button.

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