Reporting back on End of Year with Custom Reports

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Video available here: http://www.youtube.com/watch?v=5kvLrEQcRYw
Want to see how things went for your organization during 2013's End of Year fundraising? Jump on this webinar to learn how to create a few custom reports on End of Year donations.

This webinar will cover: 1) Finding out how many new versus returning donors there were in Q4 2013, 2) Finding out how much was donated per day (to correlate to your organization's activities), 3) Comparing 2014 figures to 2013.

Published in: Self Improvement, Technology
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Reporting back on End of Year with Custom Reports

  1. 1. REPORTING BACK ON END OF YEAR DONATIONS Jake Patoski, Training & Learning Manager
  2. 2. Agenda • • High-level: How is Salsa's data/reporting arranged? The Custom Report interface • Objects • Columns • Functions, Grouping, Labels, and Ordering Conditions • Sort By • Filter • Exporting Example reports • Donations by day in Q4 • • • Compare 2013 Q4 to 2012 Q4 Largest donor groups • Multiple donation donors in Q4 •
  3. 3. High-level: How is Salsa's data/reporting arranged? • • • Data exists in objects (AKA database tables) Some objects can talk to each other, some cannot. Finding the link can be difficult – explore, but also lean on Salsa Support.
  4. 4. High-level: How is Salsa's data/reporting arranged? • • • • • • When creating reports, there are three main steps and many optional steps. Select the objects to report on, the column data to display, and then run the final report. Whether data gets returned in results depends on conditions applied BEFORE the data is pulled. Functions are run on the data pulled in the columns section. Filters are applied to data post-functions. The final data – with functions run and filters applied – can then be sorted by your preferences.
  5. 5. Using Salsa's built-in reports • Each package has a built-in reports section. • Explore by clicking “Run Report”. • Like what it does, but want to change it up a little bit? Clone and Edit Report!
  6. 6. The Custom Reports interface • Bulleted text here • • Smaller text Smaller text • Even smaller text • Really cute little text
  7. 7. • Properties • • Choose your report name Type of report – Standard or Aggregate Objects – Classic or Advanced
  8. 8. Objects List of commonly used objects: http://bit.ly/common-objects Unofficial but thorough diagram of objects: http://bit.ly/unofficial-db-structure • To get to data, you chose objects (aka database tables). • Data isn‟t always connected – sometimes you have to go through multiple connections. • If you‟re stuck on which objects to choose, contact support@salsalabs.com. • Choose an object and see which other tables it‟s connected to; begin to understand which are tied to which. • Once you save and go to the next step, you can‟t change objects. Choose wisely!
  9. 9. • Columns • Choose the fields you‟d like to see data on in your report. Add human-readable labels for your columns. • • • If you don‟t manually change labels for fields that include _KEY, then the report will not show data but instead a link to the actual field in Salsa (e.g. a donation record for donation_KEY). Add functions to your data as well – if you want a total donation amount, just add a “Sum” function on a donation object “Amount” field. If you want data through a particular „lens‟ then Group By that column. It will group everything to unique values (e.g. all the data grouped supporter 484513, instead of multiple rows of supporter 484513‟s records).
  10. 10. • Conditions • • • Conditions are a „pre-requisite‟ Conditions are placed on the data that you‟re requesting before it is displayed in the report. Example: you only want to look at donation data for donations made after January 1, 2013. DONATIONS - Always include the following:
  11. 11. • Sort by • • Without a sort, your data will be presented randomly. Add a sort to see your highest/lowest donors, most recent/oldest joins, etc. The sort is based on post-function data
  12. 12. • Filter • • Filters are like conditions in that it hides information you don‟t need/want to see… BUT it‟s different because it is applied after functions are run. Example: You have a sum [the function] of donations by supporters that were made after 2013-01-01 [the condition]. We want to which supporters have a total amount of over $300 [the filter].
  13. 13. • Example: Donations per day in Q4 • • Draw conclusions between amounts and blasts/campaigns Objects: Donation, Supporter Columns: Lots o‟ functions • • • • Formatted date on grouped-by Transaction Date Count of donation KEY Sum of Amount Sort it!
  14. 14. • Example: Compare 2013 Q4 to 2012 Q4 • • Objects: Donation, Supporter Columns: Group by Transaction Date, use different functions to get your lens Conditions: User variables for Transaction Date to set 2012 or 2013
  15. 15. • Example: Largest donor groups • Objects: Donation, Supporter, Supporter Groups, Groups Columns • • Group by “Groups Name” so we can roll all donations up. Sum of amount, count of donations
  16. 16. • Example: Multiple donation donors in Q4 • • • Objects: Supporter, Donation Columns: Count of donation KEY Conditions: Donations must be made in Q4 Filter: Count of donations > 1
  17. 17. THANK YOU! Contact Info ・ ・ ・

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