Custom Report: Duplicate profiles in Process and Queues

Welcome back.  Today’s tutorial picks up from where we last left off.  By now, you should be able to retrieve a list of individuals in a queue.

That’s all good, but our original request was how do we find duplicate individuals in a given process as covered in the Retrieving list of Queues for a given Process.

Today’s tutorial is not how to use the API to find duplicate individuals, but how to use CCB’s front-end interface to accomplish the same feat.  We’ll get back to API coding next week.

For now, you’ll want, rather desperately need, to understand and know how to create reports using the CCB front-end interface.  Why?  I’m glad you asked.

There is certain information available via the CCB front-end interface that cannot be accessed via the CCB API.

Today, I’ll show you how to create a custom report and have it email to yourself.

Then next week, I’ll show you how to access the same custom report using the API.  Let’s get started.

Creating a custom report

Start by logging into your CCB account. Once successfully logged in, locate and click the report icon located to the left of your profile image.  It’s the farthest icon to the right in the image below.

CCB Report Icon


Once at the Reports page, you could see two tabs: System Reports and Custom/Saved Reports (see below).  Locate and click the Build Custom Report button which is located next to the Filter Reports input box.

Build Custom Report


You should now see the Customer Report – Create page as shown below.  In today’s tutorial, I’m going to use the Foundations Class process’ Need To Attend Foundations and compare it to the Registered for Foundations queue.  It’s likely that you won’t have such a Process and Queues, but do use your own Processes and Queues.

To give a bit of context, when a person completes a Connection Card at our church and checks that they want to grow in their faith or checks the Foundation Class checkbox, then they are placed into the Need To Attend Foundations queue once a Pastoral follow up call or email happens.

In short, I use the Need To Attend Foundations queue as the invite list.   As classes are offered, I send an invite email to those individuals in this queue.

I don’t want to send invite emails to persons that are currently registered for Foundations Class, which is the reason for comparing the Need To Attend Foundations queue to those individuals in the Registered for Foundations queue.

Select the Process Queue option in the first drop down menu.  In the next drop down menu to the right of it, select Is and then find the appropriate Process and Queue.  Another drop down menu will appear to the right of the Process and Queue drop down.  Select Not Started for a list of individuals in the queue with such a status.  There are many more options to choose from, but this is what we chose for this tutorial.  Okay this is it for the first comparison criteria.

Next, click the green plus icon to add another criteria and repeat the same steps as above.  However, this time, choose a different Process and Queue to compare.

Once you’re done adding criteria to search by, click Next.

Create Custom Report


Next, you’ll need to select the columns you would like to be returned (see below).

In this example, I’m only returning the first and last name.  You can add up to ten column selections.  Review the drop down to understand exactly what data can be returned.

Click Next once you’ve selected the desired columns, or click Previous to go back to the prior screen.

Custom Report Data Columns


The next screen, rather tab, you’ll view is the Refinements tab.  This tab allows you to include or exclude Inactive individuals, Deceased individuals, Unlisted individuals and “Child Protected” Children.

I tend to go with the default selected options.  However, you may be running a report that needs to include the naturally selected exclusion options.  Simply check or uncheck based on your need.

Click Next one you’ve selected and unselected the necessary refinement options.

Create Custom Report Refinements


The final tab you’ll see is the Report Name (see below).  Simply enter a descriptive report name and description, and you’re now ready to save and run the report.  Click Save & Run.

Custom Report Name


The next screen presents you with options to display the report records.  For this report, I’ve selected Excel as shown below.  Select the option that best meets your needs and click Run Report.

Custom Report Output Results


Because I chose Excel, I’m presented with an option to open or save the Excel results.  I typically save the file first and then open it.  But today, I’m opening it. 🙂

Custom Report Open or Save Results


I’m not displaying the entire report as it includes real persons data.  But I think you can get the drift of what data will look like.

Now that I have the data, I can  use this data to manually remove individuals from the invite queue.

Yeah, I know.  It can be a pain to have to manually remove individuals form queues instead of programmatically doing so using the API, which doesn’t exist at this current moment in time.

However, I’m hopeful that CCB will soon get this request as well as status changes and mark done action in the next few releases (*fingers crossed*).

Custom Report Excel Output


If you click the Report’s icon and go back to the reports section, you should now see your newly created report under the Custom / Saved Reports tab.

Now to periodically send this report to yourself via email, select the Schedule Email link to the far right of your newly created report.

Newly Created Custom Saved Reports


You’ll be shown a screen that allows you to select How often?, On which day, and And send to, which is selecting who to email the report too.  Select those options and click Save.  Now sit back and wait for your report to hit your inbox.  Just that easy.

Schedule Custom Report Email


Okay, this completes today’s tutorial.  You’ll have to wait until next week to see how to combine the API with Custom Reports to gain access to your custom data.

See you next week! 🙂

Please comment if this tutorial has helped you.