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 favor 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.
Key Terms and Concepts
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. You can also multi-select the values which you would want to be included in your clause.
NOTE: In Paradigm, when you use this operator, you need to click the UPDATE FILTERS button first before you will see the options under the column Value.
Example 1
“Course Level” In Graduate (all records with a course level “Graduate” will be returned)
Example 2
“Course Level” In Graduate (all records with a course level “Graduate”, “Non-Award”, and “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. You can also multi-select the values which you would want to be included in your clause.
NOTE: In Paradigm, when you use this operator, you need to click the UPDATE FILTERS button first before you will see the options under the column Value.
Example 1
“Course Level” Not In Graduate (all records with a course level “Graduate” will not be returned)
Example 2
“Course Level” Not In Graduate (all records with a course level “Graduate”, “Non-Award”, and “Graduate” will not be returned)
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.
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.
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.
NOTE: You can have multiple filters (with AND and OR conditions) that can be mixed and matched to reduce the data set to produce a specific data set from the whole database.
INFO
If you want a report where users could dynamically enter data or information every time they run it (without having to run the report in the Report Builder menu, but just straight to the report type section where you saved the report, see the sample scenario below for an overview of this feature), you have the option to set the base report parameters.
You can set the parameters under the FILTER CLAUSES section or use one or more of the predefined parameters under the BASE REPORT PARAMETERS section.
Using the FILTER CLAUSES section
You can set the fields or parameters to be dynamically entered by the next user who will use your report by setting the last three column names under the FILTER CLAUSES section.
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
Utilising the BASE REPORT PARAMETERS section
You can also set the suggested or available parameters under this section if required for your reporting requirements. This is very helpful if you want the user to dynamically enter or change some of the dates on which the report will become required or needed.
NOTE: When you want to add one or more of the available BASE REPORT PARAMETERS on this section, you simply follow the same instructions as above, by setting the Appear On Form column to Yes and also have the option to make the field mandatory by selecting Yes under the Mandatory column.
The sample base report parameters below can be added and edited when using the Student Unit Enrolment Details base report.
Example
In the sample screenshot below, the Course Name field is set to Appear on Form and Mandatory under the FILTER CLAUSES section, while in the BASE REPORT PARAMETERS section, the field Unit Census Date is also being set to appear on the form.
With the sample scenario above, given that this report is saved under the Student type, once a user will run the report, those two fields (mandatory) will become part of the form and as set, the user can’t run the report if the two fields are not entered or set.
Example Clause 1
(without configuring the report parameter screen):
Output
In the sample clause above, all data within the specified start and end date (2018-09-26 and 2021-09-26), and with a Completed unit enrolment status Id will be displayed.
Example Clause 2:
UNIT ENROLMENTS INVOICED WITH NO GRADES Report (with a report parameter screen configuration):
Report Output Form Format when Run: (see screenshot below)
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.
NOTE: In this column, the field or column name you choose would not necessarily be included in your report output. You can choose the field here that could help you filter your result. See sample clauses above (Navigation > Sample Filter Clauses) as your guide.
3 Select a comparison operator under the Operator column required for the field you chose under the Column Name (see above section (Navigation > Basic Filter Clause Operators) or the Complex Filter Clause Operators page for a definition of each possible operator you can use).
4 Enter the value you want for the column name to be true against the comparison operator selected.
In Paradigm, when you use the IN and NOT IN operators, you need to click the UPDATE FILTERS button first before you will see the options under the column Value.
5 Select a condition or logical operator (AND or OR) if you want to add another line of clause or condition (see above (Navigation > Nested Filters section).
6 Click the ➕ before the bracket column every time you add another filter clause or condition.
NOTE: Only the filter clauses inside the circle with the ➖ (minus) sign will be considered as valid or part of your clauses. Normally, once you’re done with adding all your filter clauses, there will still be one circle with the ➕ plus sign on it left at the very end, disregard this and proceed to the next step.
OPTIONAL STEP
Refer to the (Navigation > Configuring the Report Parameter Screen) section above if you want some of the fields to be dynamically inputted by the user each time a report is run.
7 Once you’re done with adding all the required filter clauses you want for your report, click the UPDATE FILTERS button.
8 Proceed to the next page for the for the next workflow or instructions.
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