How to a Create Report

Reports can be developed from all information in the 4-H Online system.  There are standard reports that have been integrated to work with every level of management and events.  Some reports are quick reports aimed towards ease for important check and balance information.  Other reports are custom and can be developed by the user of the system.  Custom reports can be shared with other lower-level administration levels.  Reports are used to generate email lists to be used in the communication section of the program.

How to Access the Reporting Function

  1. After logging into 4HOnline, click Reports from your Dashboard.
  2. Click on the Enrollment Reports Tab.  It contains different types and formats of reports, with different user options for each.  Standard and Shared directories contain reports that were created by an admin, options on these reports are not editable.  You can edit options that “you” own in the Memorized and Custom Directories.

Report Directories

  • Custom - Customizable reports, includes copies of shared reports, new reports, all filters, auto labels
  • Memorized - Your memorized standard reports, limited standard filter options, no auto labels
  • Shared - Reports shared by state to district/ county/club, must select memorize to edit options
  • Standard - “Canned” reports created by 4hOnline, multi-line, non-edit, no auto labels
  • Trash - Less drastic (and permanent) than “delete report”.  Clean this out periodically

How to Work with Quick Reports

1. In the Reports section a drop down is located in the upper right side of the page named Quick Reports.

2. Many useful reports can be found here.  These reports can ensure your county data is correct and complete.  Family-without members report will find your families with incomplete profiles. 

How to Work with Standard Reports

The county can run a standard report or copy the report and customize it with items needed at that particular time.  A copied report can be saved and viewed at other times. 

How to View a Standard Report

1. Select the report you wish to view and click the “Run” button located to the right of the report name.

How to Export and View Standard Reports

Once a report has been created, you can view your report in many different formats, such as pdf or excel files.

  1. After clicking Run Report, a separate window will open showing the report in Quick view as a pdf.

  1. To print the report in pdf format simply select print from the browser tool bar.  To export and save the pdf, click the blue disk icon located to the immediate left of the pull down menu.  The report will then download to your computer.

  1. If you have a large report with many headings, or wish to have the data to conduct a mail merge, it is recommended that you export the data to Excel.  To create an Excel spreadsheet, select the MS Excel option from the drop down menu on the right side.

  1. Once MS Excel has been selected, click on the blue disk icon located to the immediate left of the drop down menu.  By clicking this, the computer will open another window asking you to save the report or automatically open the report in Microsoft Excel (depends on your computer’s operating system).
  2. Once the report is open or saved you can edit the information for your needs.  The formatting will appear the same as the pdf.  If you need to sort or do extended functions with the file in this format you will want to delete the unnecessary formatting so you can filter and sort the data. On group reports you may need to add columns to preserve the grouping.

How to Work with Custom Reports

Custom reports work in the same format as the standard reports, except that the user has the option of selecting countless information for an event, person, family, etc.  They can be created to include demographic information, contact information, screening, event, project, club, event payment, etc.

How to Create a Custom Report

  1. Determine the information you need before you begin.
    • What?                   Enrollment: gender, Member: name, Project: title

A table to help with field selection can be located in the forums of

  • Who?                    Project(s)
  • What order?

  1. In the Custom Section, select Create Report and give your report a Title and/or description to help with identification on future uses.  Spend characters to gain clarity. You may share this report with your club on this window as well by click on the Share Club checkbox. 
  2. Choose information from the Profile, Additional, Participation, Registration, and/or Payment sections of the system to develop your report.  Each of these areas are related to the following information:
    • Profile:  race, gender, family name/e-mail, school, grade, address, city, date enrolled, additional contact information.
    • Additional:  volunteer screening, offices held, emergency contact, permission consents, school name and type, alumni information.
    • Participation:  club and project involvement
    • Registration:  information pertaining to events such as status, confirmation dates, title of events, and specifics about events (custom events).
    • Payment:  amounts, check numbers, date payment received, payment status.

  1. If you want to print address labels, select the Apply filter for correspondence preference.
  2. Press Save.
  3. Click on Standard Filters.
  4. Select any appropriate parameters such as specific clubs or project(s) if appropriate.
  5. You will want to select your filter criteria on the lower bottom of the page.  This is where you include who you want included.  Role? Adult, youth or both.  What member status? Active, Pending, etc. 4-H Age? The box to the left selects the age to the right. Gender? Male, Female or both.
  6. Make sure and press Save at the bottom of the page or your selections will not be saved.
  7. Click on Date & Format Options.  This is where you can sort or further filter options in your report.  You must have the field in the report section to be able to sort by that particular field.  You can change the paper orientation of your report in this section by placing a checkmark in the Landscape box at the bottom.
  8. Press Save or you will lose your sorting and filtering data.
  9. Select or Skip Grid View.  If you have multiple field columns in your data, they would display here so you can get a quick view of what the report will look like.
  10. Select View Report.  This will give you a preview of your report.  This is great to make sure the fields you chose are the actual fields you were looking for.
  11. The Family Correspondence section will give you family address labels if you selected the Apply filter for correspondence preference in the report section.
  12. The Member Correspondence section will give you member address labels if you selected the Apply filter for correspondence preference in the report section.
  13. You may run the report by clicking on the Reports button on the top.
  14. Find the name of your report, highlight it and select Run Report.

Things to Remember

  • If a report was created by someone else and shared with you, editing is not immediately available.  You may Memorize Report to customize it to your needs.
  • The Memorize function doesn’t work with all reports because of complexity.
  • Any shared reports will be found under the Shared section of Reports.
  • Do not use punctuation in file names.
  • Press Save at the bottom of each page when creating a custom report.
  • Folders are helpful ways to organize your reports.  Reports can be moved into folders.  When moving a report to a folder, ensure there is a green checkmark in front of the report name before you drop it in the folder.  If there is only a blue line, this will only move the report temporarily.
  • If you would like assistance with creating a specific report, submit a ticket at 
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Article ID: 33268
Thu 7/13/17 8:45 AM
Thu 8/10/17 2:28 PM

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7/13/2017 8:46:22 AM