Think about running a NeonCRM report as a simple process with a lot of choices.
- Pick the right kind of report (understand the difference between account based vs. transaction based reports)
- Filter the results using Search Criteria. Learn about operators here.
- Add in the fields you do want to see by Selecting Columns
When you start running reports, you will undoubtedly want to refine your searches to drill down on specific kinds of information. The type of report you choose to run defines the scope of the report and which options are available for drilling down.
For example, if you run a membership report, you will be able to refine your search using the basic constituent information, their membership information, and your custom fields. Instead, if you run a soft credit report, you will have basic constituent information and soft credit data available to you.
You can collapse or expand each field category by clicking on it, or if you know the name of the search field you would like, just start typing it in and NeonCRM will search for it in each category.
Note: In some reports, you will see these three fields are set by default. This means that your report will not include the deceased and those who do not wish to be contacted.
These are the available search criteria categories within NeonCRM’s reporting module:
This category is available on all reports. It lists fields from individual and company accounts.
This category is available in the Mailing and All Accounts Reports and lists Material Tracking information.
This category lists fields from membership transaction information.
Note: Start Date and Enrollment Date are often confused. Start Date refers to the date this member’s term begins. Enrollment Date refers to the date the record of the payment was entered.
This category consists of custom fields you have created. Depending on which report you pick, you may see categories for Account Custom Fields, Individual Custom Fields, Donation Custom Fields, etc.
This category lists fields from donation transaction information.
This category lets you search for constituents linked in NeonCRM by a specific type of relationship.
This category lets you filter your results by wealth screen data.
This category lists fields from transaction information for soft credits.
This category lists fields from Email Campaign information such as name and sending details.
Pledge – For Pledge Payment Reports
This category pulls Pledge transaction information.
This category lists fields from all transaction data in the system – memberships, donations, event registrations, and store purchases.
This category lists fields from store transaction information.
This category lists fields from campaign information such as name, code, date, and goals.
This category lists fields from event information such as name, code, and date.
This category lists fields from event session information such as name, code, and date.
Now that you know which fields are available, we’ll show you how best to search them. Take a look at this guide dedicated to Search Operators.
The “Add Group” button that displays to the left of your selected search criteria can be used to add further inclusion in your report. It can link two different search fields with “AND/OR," changing your specifications from requiring ALL search criteria to requiring ANY search criteria.
For example, if you want to make a list of easy-to-contact users you may want to include accounts that have a phone number and/or email address, but you do not require that an account have both in order to be included in your report. You can create a group and load criteria that requires Phone Number to equal Not Blank, then create a second group and load criteria that requires the same of Email Address. Constituents that fall into either of your groups will appear in your report when you click “Search."
The below search criteria will give you a list of accounts that meet any of the search criteria, whereas if you loaded both search fields in a single group, then the results would only include accounts that met all of the criteria. The results will include accounts that have a phone number and/or an email address.
Your results may include accounts with both an email and phone number, but only one or the other is required to appear in the report.
Groups can be individually edited and multiple specifications can be selected within each group. Click Add Criterion under each group to add more selections, or remove a group entirely by clicking Delete.
The respective "Account Type" criteria is loaded automatically upon loading any of the below search fields in a report:
- Individual Type or Company Type
- Individual Custom Fields or Company Custom Fields (these types of custom fields are marked as "(com)" or "(ind)" under the Attribute search tab)
If your report searches on individual/company custom fields or types, you will need to use search groups if you want your results to include both individual and company accounts.
For example, you would use the below criteria to generate a report of accounts with a specific company type or individual type.
Once you've saved changes to your search criteria, you can specify which columns of data you want to see in your report. To do this, click Edit under Output Columns.
After you click this button, you will see a screen where you can manage the columns of data that will appear in your report. Currently Selected columns will appear on the right; additional Available columns will appear on the left.
Shift column headings from the Selected to the Available panel to remove them from your report; shift columns from the "Available" to the "Selected" panel to add them to your report.
Shift columns by clicking on them and either dragging them from one panel to the other, or using the appropriate button:
If you're looking for a specific column, you can type its name or a keyword in the space above the Available Columns to see a filtered list of only the columns that contain it.
To save your selected output columns, click Select Columns.
If you'd like to keep your selections for future reports of the same type, check the "Remember these settings" box before you save.
Once you have run your report and you reach the search results page, you can click into different records by clicking on the ID number link in blue.
Once on that record, you can browse through the report results by using the arrows in the upper right corner of the page.
Click the back button to return to the report results.
From the results page, you can click on the Export Results button to see options for exporting to Excel or CSV.
Please Note: Custom Field Data will not export if there are 80k+ results in the report. We suggest segmenting your report in order to export this data (e.g. one report for Individuals and one report for Companies.)