Report Filters: One Row Per...

If you’ve ever wondered why all six payment amounts on a request end up scrunched into one cell of your report, then this is the post for you.

While creating a data set, you may have noticed the “One Row Per…” option in as a drop down when you are choosing your fields to be pulled into the report. Fields that you choose one the Choose Fields page (i.e. Contact First Name, Amount Awarded, Request Status, etc.) come into the report as columns, while whatever you choose for the “One Row Per…” option becomes the rows. By default, this option is set to “One Row Per Request”, which works as advertised. You’ll get a row for every request you’ll pulled into the report.

These are the options other than One Row Per Request:

  • One Row Per Form
  • One Row Per Evaluation
  • One Row Per Installment
  • One Row Per Payment
  • One Row Per Charity Checks  

 Notice any similarities between these options. I won’t make you guess--there can be more than one of each of these for any given request. Multiple forms (LOI, Application, Follow Ups), multiple installments, payments, evaluations, and charity checks can all exist inside one request.

So, for example, let’s imagine that four evaluators filled out evaluations for a particular request, each giving a different score. You want to pull each score into a report by person and average them. If you run a report using One Row Per Request, you’ll see four evaluation scores squished into one cell like this:

1;3;2;1

Not very helpful if you want to average these. And so you need to change it from One Row Per Request to One Row Per Evaluation. Now you get each evaluation in its own row, and then you can average and group by Project Name to get a really slick looking evaluation report.

The same example applies for the other options as well. The general rule is this: whatever you’re looking to report on, be it Requests, Payments, or Evaluations, select the One Row Per… option that most closely matches it.

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