Build a Data Set

Building a data set allows you to select the information you want to include in reporting or to export out of the system. All sites will have five default reporting data sets listed in the Reporting Data Sets tab. These sets cannot be edited or deleted, but they can be copied and used as building blocks for other data sets. If you do not want to use the predefined data sets and would rather build a data set from scratch, follow the steps below. 

1. Click Reporting in the upper navigation bar, then select Reports & Data Sets.
   • This action will open a new tab to the Reports & Data Sets page.
2. Click Add New Data Set.
   
   
3. Give the data set a name and description if applicable, then click Create Data Set.
   • Required fields are denoted by an asterisk.
     
     
4. Check the box for any process(es), request status(es), submission status(es), and form types that you would like to include in the data set. 
   • By default, the Request Statuses, Submission Statuses, and Form Types sections are all collapsed. Click the bar of the section you would like to open.
   • By default, all form types are pre-selected. It is recommended that you leave them as is. 
   • The submission status pre-filter is helpful when reporting on follow up forms in a specific status. More information is available in Submission Status Pre-Filter for Data Sets.
     
     
5. Click Save Filters.
   
   
6. You can now choose data fields to add to the data set. To select the data to include in the data set, check the box next to each data field.  
   • All selected fields will appear as you choose them in the Selected Fields box to the right of your screen.
      
     
     
   • The Contacts tab will include contact, organization, and an organization's primary contact information. In a Scholarship Lifecycle Manager (SLM) site, this tab will only include the contact information of the applicants.
     
     
   • The Request tab will include fields relevant to processes, requests, forms, installments, and payments.
     
     
   • The Charity Check tab is exclusive to Grant Lifecycle Manger (GLM) sites. This tab contains charity check fields relevant to organizations.   
     
     
   • The LOI, Application, and Follow Up tabs include forms that the applicant filled out, as well as the evaluations associated with the relevant stages. Within each tab, each process that includes the form will be in its own drop-down section. When you expand each process's drop-down section, you will see all of the form questions for that process.
     
     
   • The Decisions tab is where the approval, denial, and installment form fields are located.
     
     
7. Select the data output for which you'd like to use.
   • For more information on data set outputs, refer to Data Set Output (One Row Per).
     
     
8. Once you have defined your data set with the desired fields and data output, click Save.
   
   
   
   • The data set will now appear on the Reports & Data Sets page within the Reporting Data Sets tab.
     
     
   • From this page you may run a report, export, create a copy, edit, or delete the data set.
     
     
     • The system will not allow you to delete any data sets used to build a saved report. You may delete the reports that use the data set, and then delete the data set.

• • • If you edit a data set, any saved reports built off of that data set will be updated. A data set can be copied and modified, which will not affect any saved reports using the original data set.