Overview

Reports when produced can be very time consuming especially if you are scanning the whole database with no filters. To avoid the need to extract out all data from Paradigm in favour of targeting just the records that are desired, Report Builder will allow you to add filter clauses. This is both to minimise the time taken to generate a report and also remove the need for manually editing (removing rows) from the output before it is ready to support business decision making.

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Basic Filter Clause Operators

Equals (=)

For this operator the data within the column name has to be an exact match.

Example 1

“Postal Code” = 3153 (only records with the exact match (3153) will be returned in the data set)

Example 2

“Course Accredited” = YES (only records with the exact match (YES) will be returned in the data set)

Not Equal !=

For this operator the data within the column name can not be an exact match.

Example 1

“Postal Code” Not Equal ! = 3153 (records with every postcode OTHER than 3153 will be returned)

Greater Than (>)

Normally used for numeric values like date, credit points. Return values greater than what has been set.

Example 1

“Start Date” Greater Than (>) 2020-01-01 (values returned will start after 2020-01-01)

Less Than (<)

Normally used for numeric values like date, credit points. Return values less than what has been set.

Example 1

“Start Date” Less Than (<) 2020-01-01 (values returned before 2020-01-01)

Greater Than Equal To (>=)

Normally used for numeric values like date, credit points. Return values greater than and equal to what has been set.

Example 1

“Start Date” Greater Than Equal To (>=) 2020-01-01 (values returned will start from 2020-01-01)

Less Than Equal To (<=)

Normally used for numeric values like date, credit points. Return values less than and equal to what has been set.

Example 1

“Start Date” Less Than Equal To (<=) 2020-01-01 (values returned on or before 2020-01-01)

In

IN is normally used when selecting from predefined options from the drop down box

Example 1

“Course Level” In Graduate (all records with a course level “Graduate” will be returned)

Not In

NOT IN is normally used when selecting from predefined options from the drop down box, and it it will choose which of the predefined options should be specifically excluded from the results.

Example 1

“Course Level” Not In Graduate (all records with a course level “Graduate” will not be returned)

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Nested Filters

Brackets

Putting your clause inside brackets (parentheses) will tell the system to assess the conditions or clauses inside the brackets first before evaluating the clauses outside of it.

Example

Conditions

AND

This will return all the data or information which are true for all conditions separated by AND.

Example

“Start Date” > 01/01/2019 AND “Course Enrolment Status Id” In ENROLLED

Output

Conditions allow for clauses to be joined together to form more complex filter clauses. e.g. “Start Date” > 01/01/2019 AND “Course Enrolment Status Id” In ENROLLED.

This will produce a list of students who have a start date greater than 01/01/2019 AND have a course enrolments status of enrolled. To appear in this data set the record must satisfy BOTH conditions. Or if more conditions are added using the AND condition the record has to meet all of the required criteria to be returned in the produced data set.

OR

This will return all the data or information which are true for any of the conditions separated by OR.

Example

“Start date” >01/01/2018 OR “Course Enrolment Status Id” in Enrolled

Output

This will produce a list of students who have a start date of 01/01/2018 OR a Course Enrolment status of Enrolled OR both. The record only has to meet ONE criteria in the filter clauses to return a value in the produced data set.

The example used for this report is the Centrelink report. This is a pre-saved report within the report builder

“Person Status’ IN Active AND

“Course Enrolment Status Id” IN Enrolled AND

“Overseas Student” NOT EQUAL Yes.

All three of these criteria have to be met for a record to appear within the data set produced for this report.

These can have multiple filters that can be mixed and matched to reduce the data set to produce a specific data set from the whole database.

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Base Report Parameters

If you want a report where users could dynamically enter data or information every time they run it, you have the option to set the base report parameters.

Example: The sample base report parameters below can be added and edited when using the Student Unit Enrolment Details base report.

Configuring Report Parameter Screen

• Appear On Form – when set to YES, the field will appear on the form for the user to enter a value each time the report is run

• Form Label – will let you define the label or description of the field or value that you want the user to enter

• Mandatory – when set to YES will require the user to enter a value to the field which are set as mandatory or required for it to run

Example Report (UNIT ENROLMENTS INVOICED WITH NO GRADES): take note of the Form Labels, Appear on Form, and Mandatory columns which are set to YES.

Report Form when run format: as a result of making the fields appear on form and making them mandatory, the user will be prompted to enter the required values each time the report is generated

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Workflow

1 Click the ➕ to add a new filter clause. In the first row, under the Bracket Open column, select a bracket if you are adding to add nested clauses, if not proceed to the Column Name field.

2 Select the field name that you want to add a filter clause to under the Column Name.

3 Select a comparison operator under the Operator column required for the field you chose under the Column Name.

4 Enter the value you want for the column name to be true against the comparison operator selected.

5 Select a condition or logical operator (AND or OR) if you want to add another line of clause or condition.

6 Click the ➕ before the bracket column every time you add another filter clause or condition.

7 Once you’re done with adding all the required filter clauses you want for your report, click the UPDATE FILTERS button.

Sample Clause 1 (without configuring the report parameter screen):

Sample Clause 2: UNIT ENROLMENTS INVOICED WITH NO GRADES Report (with a report parameter screen configuration):

Report Output Format when Run:

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_{Introduction to Report Builder | Step 1 - Select a Base Report | Step 2 - Add and Remove Fields | Step 3 - Rename and Reorder Fields | Step 4 - Add Filter Clauses | Step 5 - Save Report}