Creating an Overdue Follow Up Report


Written by Reina Gallion

Last published at: December 19th, 2017

As much as it’d be nice if all grantees submitted their follow ups on time, I think we all know that’s not always the case. In those instances, it’s nice to get an overview of all overdue follow ups, the name of the follow up, and the contact information of the grantee. Follow this step by step guide to set one up yourself in just a few clicks.

1. Head to the Reports and Data Sources page on your site.

2. Click “Add New Data Set” at the top right.

Go ahead and name the data set whatever works best for you. I usually go with the basic “Overdue Follow Ups as of Today”

3. After you’ve named your data set and have been taken to the “Choose Pre-filters” page, make sure to select all processes that may include follow ups. Note this may include archived processes as well.

Open up the request statuses box and check “Approved”, “Follow Up Draft”, Follow up Submitted”, and “Follow Up Complete”.
This will cover every status in which there may be an overdue follow up.

Under Form Types, check only “FollowUps”

4. Now you can click “Save Filters” in the top right.

5. On the Choose Fields page, select the following columns, adding more if you would like to bring in that information:

Organization Name, Project Name, Process Name, Initial Submit Date, Form Name, Due Date (Follow Ups), and Submission Status.

Now click into the drop down menu where it says “One Row Per Request” and change it to “One Row Per Form”.

6. Now we can click Run New Report at the top right.

7. The actual changes you’ll need to make to report are simple—no complex formulas here!

Under the Filter section, create a Filter that looks at Filter Column – Initial Submit Date, Comparison - =, and Value – Specific Date. Leave the actual Date field blank. This is filtering out any requests that have Initial Submit Dates, in other words, any forms that have already been submitted.

Again under the Filter section, add a new filter with Filter Column – Due Date (Follow Ups), Comparison - <, and Value – Sliding Date – Today. This will only look at forms due before today.

8. Save your report.

And there you go! Now you have a report that you can return to whenever you want to get an overview of who hasn’t turned in their follow ups forms yet. You can also add more filters like process and form name, as well as add contact information in the Choose Fields stage. Good luck! And let your CSM or the Support team know if you run into any issues while building this report.