Reports

Locating the Reports feature

Anyone in a Role with the View Shared Reports privilege can edit Reports by opening the ADMIN menu and clicking on Reports:

How to setup Reports

PowerClerk offers detailed reporting by administrators via a self-service report editor. Using the report editor, the administrator is able to define the program data which should be contained in a report. Reports are uniquely named by the administrator and fields are dragged and dropped onto a report design surface, similar to the Form editor.

When new Data Fields are created in the Form editor, a field name is assigned to that field by the administrator. Field names are used to create reports in the Report setup user interface. When compound fields such as Company Address, as shown in Figure 2, are dropped onto the report, each element of the field appears individually on the report. Alternatively, the user may place individual elements on the report, such as zip code.

The administrator can configure and save filters for many fields in a Report to control which applications are included. For instance, a filter could be defined to include only applications with Sector = “Commercial” and Year Home Built  >  “2000” in a particular report. The report output will contain one row per application that matches all specified filters.

PowerClerk will queue requested reports, and generate Reports in order based on request date and time. Reports are stored in PowerClerk for 30 days are available on the report history page.

Once a Report has been run, it can be downloaded to the administrator’s computer as a .csv, as shown in Figure 3. Data may be viewed, manipulated, and processed in a number of tools including Microsoft Excel. Report results opened in Excel can, in turn, be easily saved in an Excel file format and thus include formulas, more extensive calculations and filtering.

Roll-Up Reports

Roll-Up Reports provides administrators the ability to define reports which aggregate, average, and count values in program Data Fields. Using the familiar Report editor user interface, the administrator can define Roll-Up Reports including, but not limited to the following:

• Count of projects by City, State, Zip Code, or County
• Count of projects by Current Status
• Count of projects by Company
• Count of projects by Account Number (could be used to check for duplicates)
• Sum of PV System Nameplate Capacity by City, State, Zip Code, or County
• Average PV System Nameplate Capacity by City, State, Zip Code, County, etc.

Similar to detail Reports, Roll-Up Reports will download in .csv format and are easily then converted into other common file types including .xlsx and .pdf.
 
 

Multi-Instance Reports

Multi-Instance Reports allow administrators to report across key project audits, like communication, status and attachment histories:
 

Figure 5: Multi-instance Report

The following multi-instance fields in PowerClerk can be reported upon to collate this data outside of PowerClerk to increase your reporting capabilities and provide new avenues for Workflow analyses and program-wide optimizations:

• Attachment History: Report current and historical attachment metadata such as attachment name, uploader and approval status.
• Communication History: Report Communication Template names sent per project.
• Project Notes: Report Project Notes entered by administrative staff.
• Status History: Report data related to project status changes and by whom the change was initiated (see example shown below in Figure 6).

Figure 6: Status History example of a Multi-instance Report

 
Please note: Multi-instance Reports also can be scheduled, shared, or integrated within Excel the same way regular reports can be handled.
 
 

Sharing Reports

When creating a Report in PowerClerk you can decide to share your Report with other users in Roles with the “View Shared Reports” privilege with the Share Report button and unshare the Report as well. To ease maintaining a shared Report in a group, additional PowerClerk user accounts can be granted save/edit access to a shared Report with button Grant Report Access:
 

Figure 7: Grant Report Access

 
Using this button will allow to enter the email address of another PowerClerk user account to grant edit/save access to the Report:
 

Figure 8: Granting Report Access

 
The Grantee of such Report access will see on their Shared With You tab the editable Reports available to them in column “Editable” as shown below:
 

Figure 9: Editable Reports under Shared With You tab

Integrate scheduled Reports with Microsoft Excel and Power BI

A report that is generated by a Scheduled Automation Trigger and associated “Run Report” Action Rule can be refreshed directly in an Excel workbook without having to log on to PowerClerk by referencing the report’s “Download Link” provided in the Report History:
 

Figure 10: Report Download link

 
To connect directly to the latest iteration of the report within Excel click on the menu item Data >> From Web and paste the download link in the subsequent dialog as shown in Figure 6 and 6b:
 

Figure 11: Report Download link in Excel

Figure 11b: Report Download link in Excel

 
When Excel prompts you for a User name and Password enter your PowerClerk credentials. These will be stored on your Windows system:
 

Figure 12: Access Web Content

 
Please note: The connected Excel report may be shared, however, in order to refresh the report’s PowerClerk connection, the recipient must also have access to the shared PowerClerk report and provide their PowerClerk credentials within Excel to authenticate.
 
Synchronization of scheduled Reports within Excel
Once you have established the direct connection to the PowerClerk report via the “Download Link” option described above, you can refresh your Excel workbook by navigating to menu item “Data” and clicking on “Refresh All”. Please note that only the latest iteration of the PowerClerk report’s data is being retrieved. A refresh in Excel *does not* re-run the PowerClerk report, which is why this functionality is particularly useful for scheduled Reports where PowerClerk automatically ran the report.
 
 

Cross-Program Reports

Cross Program Reporting allows you to run reports across multiple PowerClerk programs that you have in your agency. In order to set up programs for cross-program reporting, please contact Clean Power Research to setup and enable this feature for your programs and state the programs you would like to run a report on. In addition, the roles intended to run this kind of report need to have the admin privilege “Edit Cross-Program Report Mapping” enabled:

The next step in this process is to configure Cross-Program Report mapping. Any role with the “Edit Cross-Program Report Mapping” admin permission can access the Cross-Program Report mapping dialog. This relates the data fields from one program to the other programs as shown in Figure 14 below:

Click the Save button once you are finished mapping the data fields. You should now be able to run your Cross-Program Report.

Video guides

Setting up Roll-up Reports

The following video demonstrates how to setup a Roll-up Report:

FAQs

Q: How can I suppress a status from being reported?

A: To do so please navigate to a project currently in the status you would like to suppress in your Reports and click on "Stats History" as shown below:
Then please click under column Reported on “Normal” and select “Do not report” in the subsequent dialogue and acknowledge your selection:

Q: Can I unshare a report created by a different PowerClerk user?

A: Yes, you can unshare someone else's shared report if your role has privileges View Shared Reports and Edit Users activated. Please note that privilege Edit Users needs to be activated by a Clean Power Research administrator.

Have additional questions? Contact us to nominate your FAQ and help others find answers to your own questions concerning this feature.

Create A Support Ticket

Not finding your answer here?  Submit a question to our support team at the PowerClerk Ticket System and leverage the PowerClerk team’s expertise.