PowerClerk Support Center

Program Design
Questions to Ask
Locating the Automations feature
How to create an Automation
Automation Triggers
Automation Action Rules
Validation Rules
Scheduled Triggers
Troubleshooting Automations
Questions to ask yourself
Locating the Channels feature
What are Channels?
Types of Channels
Channel Type: Mark as Child
Channel Type: Make Successor
Channel Type: Create Related Project
Channel Type: Submit Related Project
Channel Type: Project Lookup
How to create a Channel
Channel Signals and Automations
Using Channels in Test Environments
Questions to ask yourself
Locating the Communications feature
Creating Communication templates
Finding Data Tags
Bulk Communications via Data Import
Images in Communications
Project Attachments and Content Library Items
Smart Templates
Upgrading to Smart Templates
Upgrading when a Test Environment Exists
Broken Template Tags
Examples of Broken Template Tags
PowerClerk Bulk Email Communication Policy
Questions to ask yourself
Locating the Connections feature
What are Connections
How to Create a Standard Web Adapter
Define the Standard Web Adapter
Connecting, Testing, and Enabling the Web Adapter
Creating a Standard Web Adapter Configuration
Utilizing Connections on PowerClerk
Maintaining and Editing the Web Adapter
Web Adapter Payload Type Format
Supported Message Versions
Error Handling
Custom List Lookup
Create a Custom List Lookup
Utilizing Custom List Lookup
Content Library
Questions to ask yourself
Locating the Content Library feature
Uploading content to the Content Library
Use with Communication Templates
Use for Front Page content
Custom API IDs
Questions to Ask
Locating the Custom API IDs feature
How to edit a Custom API ID
Data Fields
Questions to ask yourself
Locating the Data Fields feature
How to work with Data Fields
Custom Lists and Data Field Groups
Table form element
PV System + batteries element
Questions to ask yourself
Locating the Deadlines feature
What are Deadlines
How to Create a Deadline
Deadline Automation Action Rules
Utilizing Project Admin Page for Deadlines
Communication Templates for Deadlines
Deadline Set/Satisfy Options
Program-Wide Deadline Actions
Reporting on Deadlines
Deadlines in Project List Columns
Document Templates
Questions to ask yourself
Locating the Document Templates feature
How to define a new Template
How to define a new Merged Document
DocuSign template tags
Mapping eSignature tags
Smart Templates
eSignature Envelopes
Questions to Ask
Locating the eSignature Feature
What are eSignature Envelopes?
eSignature Checklist: The Prerequisites to create a new Envelope
How to set up Advanced eSignature Envelopes Step-by-Step
How to add an eSignature Envelope to a form
eSignature Automation Trigger
Viewing Completed eSignature Envelopes
Resending eSignature Notifications
Canceling eSignatures
Questions to ask yourself
Locating the Forms feature
How to create and edit Forms
Adding data fields
Configuring Forms
Sensitive Data Fields
Formulas and Calculated Fields
Questions to ask yourself
Locating the Formulas feature
How to work with Formulas and Calculated Fields
Formula Data Dictionary
Dynamic Formula References
Rules of Formula References
Advanced Visibility Rules
Video Guides: Formulas
Front Page
Questions to ask yourself
Locating the Front Page feature
How to edit the Front Page
Incentive Design
Questions to ask yourself
Locating the Incentive Design feature
How to create and edit Incentive Designs
Incentive Options for One-Time Incentive Type
Incentive Design Options
Questions to ask yourself
Locating the Milestones feature
How to define a Milestone
Project List Columns
Questions to ask yourself
Locating the Project List Columns feature
How to use Project List Columns
Project Summary
Questions to ask yourself
Locating the Project Summary feature
How to edit the Project Summary
Project Views
Questions to ask yourself
Locating the Project Views feature
How to edit Project Views
Questions to ask yourself
Locating the Roles feature
How to create and edit a Role
Access Groups
Access Groups and Automations
Access Groups and Data Imports
Access Groups and Reports
Questions to ask yourself
Locating the Workflow feature
How to create and edit the Workflow
Workflow Example Overview
Business Days
Questions to ask yourself
Locating the Business Days feature
Setting up Business Days
Questions to ask yourself
Locating the Dashboards feature
How to create widgets in your Dashboard
Other Dashboard Actions
Data Import
Questions to ask yourself
Locating the Data Import feature
Steps to Complete a Data Import
Data Import Configurations
Column Header Types
Automatic Data Imports via SFTP
Duplicate Check
Questions to ask yourself
Locating the Duplicate Check feature
How to use Duplicate Checks
Import Projects
Questions to ask yourself
Locating the Import Projects feature
How to Import From V2
Operation Status
Questions to ask yourself
Locating the Operation Status feature
How to use the Operation Status feature
Program Info
Project Inquiry
Locating the Project Inquiry feature
How to edit the Project Inquiry Settings
Automating Communications for Project Inquires
Inquiry Summary
Questions to ask yourself
Locating the Program Info feature
How to edit the Program Info menu
Notification Banners
Usage Info
Program Statistics
Questions to ask yourself
Locating the Program Statistics feature
How to use Program Statistics
Questions to ask yourself
Locating the Reports feature
How to setup Reports
Multi-instance reports
Sharing Reports
Integrate scheduled Reports
Cross-Program Reports
Test Environment
Questions to ask yourself
Locating the Test Environment feature
How to setup a Test Environment
User Administration
Questions to ask yourself
Locating the User Administration feature
How to work with User Administration
Tools Menu
My Account
Questions to Ask
Locating the My Account feature
How to use the My Account feature
Setting up Multi-Factor Authentication
Missing, lost, or stolen mobile devices: resetting Multi-Factor Authentication
Disabling Multi-Factor Authentication
Recovery Guidelines for MFA Administrators
Questions to Ask
Locating the FormSense feature
How to use the FormSense feature
Grant Access
Questions to Ask
Project Grants vs Broad Grants (i.e. "Grant Access")
Locating the Project Grant feature
Locating the Grant Access feature
How to use the Grant Access feature
Integration Guides
Questions to ask yourself
Locating the ePayments History feature
How to add ePayments
PowerClerk API
Questions to Ask
What is the PowerClerk API?
What can the PowerClerk API do?
Integrating with the PowerClerk API
API Documentation for Developers
Single Sign On (SSO)
Questions to Ask
PowerClerk SSO Configuration
Azure AD Configuration (SAML)
Azure AD Configuration (OIDC)
Okta IDP Configuration (SAML)
SP Configuration
SSO for multiple programs
IDP Configuration Troubleshooting
Integration Guide 001: How to configure a Web Adapter – ArcGIS Implementation
Integration Guide 002: How to configure Electric Power Research Institute’s (EPRI) DRIVE Connect software with PowerClerk
PowerClerk Video Guides
New User Video Guide
Setting up Business Days
Edit Forms - Tutorial #1
Build A Formula
Edit Forms - Tutorial #2
Automation with Formulas in Action Rules
Configuring Forms
Formulas and Advanced Visibility Rules
Calculated Fields
Project Summary
Setting up Roll-up Reports
Roles and User Administration
Visualize Workflows
SFTP Automatic Data Import
Standard Web Adapter Setup
PowerClerk Program Launch
PowerClerk User Group Sessions (UGS)
Learning Management System (LMS)
Join us for Reflow!
NEW: PowerClerk Certifications


Build compelling Reports to inform your program effectiveness and strategy.

Reports feature

Questions to ask yourself about Reports:

Which Data Fields do I want to include in my report?
Should the report include grouped Data Fields?

Do I need to report across multiple programs?

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:


Locating the Reports feature

Figure 1: ADMIN >> Reports


How to setup Detail Reports

PowerClerk offers detailed reporting for administrators via a self-service report editor. Using the report editor, the administrator can define the program data which should be contained in a report. Reports are uniquely named by the administrator and fields are added onto a report design surface, like the Form editor.


Detail Report editor

Figure 2: Detail Report 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. Data Fields are added to the “Report Columns” section by either checking the box next to a specific data field or dragging-and-dropping a specific data field row onto the right hand panel. When compound fields such as Addresses are selected (or dragged-and-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 Installer Company, as shown in the figure above.

The report editor includes a Search function and Filters (to aid administrators in locating fields to add to the report).

Filters available include:

  • Hidden Fields: to remove/add archived fields and/or fields not currently referenced on a form.
  • Data Field Types: to filter by type of data field.
    Form Elements are related to specific types; for example, Boolean (T/F) fields are associated with check boxes, Choice fields are associated with Drop-down List and Multiple-Choice form field types, etc. Each unique Data Field within Form Elements comprised of more than one field (i.e., a Data Field Group) has its own type as well (e.g., First Name and Last Name, which comprise the Form Element Name, are each a String field).
  • Data Field Group Types: grouped data fields, created collectively when their Form Element is added to a Form.
    Examples include the Contact and Address Form Elements as well as Special elements like the PV System and Energy Storage System.
  • Other Types: reportable Fields not directly related to a Form Element.
    These include Built-In fields like Project Owner or Current Status as well as Fields that report on the meta data affiliated with Attachment Fields, Communications and Deadlines:
    • Attachment data: eSignature Status, File Name, Upload Timestamp, and Status (i.e., Approved or Rejected) for a given Attachment Field
    • Communication data: First Send Timestamp, Message Status and Template Modified for all instances of a given Communication Template
    • Deadline: due date for pending instances of a given Deadline

Note: if you do not see the data fields you expect, more than likely the configured filters are hiding those Data Fields, or you need to check one of the two options:

  1. “Show fields not referenced on current forms”
  2. “Show archived fields”


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.


Example Roll-Up Report

Figure 3: Example Roll-Up Report


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:

Multi-instance Report

Figure 4: 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 5).

Status History example of a Multi-instance Report

Figure 5: 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:

Grant Report Access

Figure 6: 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:

Granting Report Access

Figure 7: 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:

Editable Reports under Shared With You tab

Figure 8: Editable Reports under Shared With You tab

Report History
Previously run reports will appear in the Report History for 30 days. Each historical report will display the date and time of its creation along with a link to download the report in Excel. If the report is shared and has run at least once in the past 30 days, the top of this page will include a ‘Download Link’ for use in integrations- see details below.


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:

Report Download link

Figure 9: 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 10 and 10b:

Report Download link in Excel

Figure 10: Report Download link in Excel


Report Download link in Excel

Figure 10b: 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:

Access Web Content

Figure 11: 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:


Edit Cross-Program Report Mapping

Figure 12: Edit Cross-Program Report Mapping


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 15 below:


Cross-Program Report Mapping

Figure 13: Cross-Program Report Mapping


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

Please Note: To run a Cross-Program Report that includes multiple programs, the user must have access to the other programs’ data. This can be achieved by either having an Admin Role in all included programs or by having a Role with broad access and being granted access to the Report.

Video guides

Setting up Roll-up Reports

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


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.