DIY Recipe 2: Enhanced Search Client with Custom Field

Purpose

The purpose of this report is to generate Client lists and figures in relation to custom fields.

Step-by-step guide

Initial Set-up

- Open DIY Service Client in reports.
- Select ‘Save As’, name your report something descriptive, tick save changes if you want (applies to new report – and you can toggle later).

The saved-as and newly named report should open in a new CLASS tab. From here on we are using this new DIY report.

Field placement and filters

Right click near the top and select ‘Show field list’. You can expand the box to make it easier to see.

One at a time, select the following fields and drag and drop them into the ‘Drop Row Fields Here‘ section of the DIY report in the following order (note you can Ctrl+F / Cmd+F to search the page):

Client ID, First Name, Last Name and relevant standard fields and custom fields. Here we have selected Local Government Area (LGA Name) of the Clients and “Favourite Colour” custom field. Look to the screenshots for a better picture of where we are placing them.

Set the ‘additional reporting dates’ dropdown on the left hand side to ‘Service Open Date‘ – this is necessary to show currently open but not closed services. If you are only searching for completed services, select ‘Service Date (Completed Service)’.

Select all funding categories or a specific one needed.
Make sure to check ‘Include Custom Fields‘ and keep ‘Show All Dates’ unchecked. If you leave ‘Include Custom Fields’ unticked, the report will not be able to generate lists or figures in relation to custom fields and yield blank rows.

Set a selected date range, and load the report.
THE REPORT – best to do this even if you previously ticked ‘save changes’, just to ensure that the settings are saved for future uses.
This new report should only be available to the creator. Use the button to allow different levels of access to this report on a role/user basis. More information on this in ‘DIY Basics and Tips’ page.

Example report

Below is an example using fake clients/data to illustrate options you might want to use.

You can add fields to the existing report to obtain additional information. For example, in addition to the list view of Clients, you may also want to find out the count of Clients. If this is so, drag and drop No of Clients field into ‘Drop Data Items Here.’

Now you can see No of Client Total.

Further options

You can interchange any of the row fields – i.e. you might want more or less information displayed, including priority fields such as Aboriginal and Torres Strait Islander status, homelessness status, family violence, age group etc.

You can use the button on any of the field names to filter the results. For example, you may only want to see Male Clients. Dropping the Gender field into ‘Drop Filter Fields Here’ and Clicking on opens up the box of field options pertinent to Gender, which you can use to narrow down or expand search results.

Selecting ‘Male’ for Gender has narrowed down the list of Clients from six to three.