Netsmart Self Service v2 (SSv2): Netsmart CareManager Self-Service Reporting Training Guide

CareManager Self-Service Reporting Training Guide

 

(Reproduced from Netsmart's own guide. © 2017 Netsmart Technologies, Inc. Confidential and Proprietary to Netsmart Technologies, Inc. Original document available with screen shots in Attachments.)

Reports


Self-Service Reporting Overview


The Self-Service Reporting Guide will explain how to add basic filters to customized pre-built analysis. You will find these reports located in your Shared with Me folder.


Filters Overview


The following filters can be used when creating our own analysis or to customize pre-created reports from the Shared with Me folder.


Data


Determines the dataset(s) that will be used to create your analysis.


Formula


This is an option to use bullion logic. Formula Help can be selected for assistance with creating intended formulas.


Filter


Determines what data should be filtered in the presented results.

  • Comparisons available
    • =
    • <
    • <=
    • >=
    • >
    • Not =
    • In List
    • Not In List
    • Starts With
    • Contains
    • Not Starts With
    • Not Contains
    • Date Range
    • Range

 

Chart


Allows you to create a chart of the information you have selected into any of the applicable types below. Some charts may not work if the data does not permit that type of charting.

  • Charts available
    • Bar
    • Line
    • Curved Line
    • Pie
    • Scatter Plot
    • Heatmap
    • Gauge

 

Crosstab


Allows you to correlate and compare data columns.


Column


This filter determines what columns will be viewed in each analysis.


Sort


This filter allows you to organize the data displayed.


Group


Displays the data in a set based off of a common column value.


Aggregate


Displays values of multiple rows grouped together based on a single value.


Paging


Determines how many row items should be displayed on each page.


Navigating to Self Service

  1. From the Home Page, select the Reports tab from the blue banner. Select the Self-Service link text.
  2. You will be brought to the Self-Service home screen.


Home Screen Navigation


The home screen is where you are able to access the My Items and Shared with Me features.


My Items


My Items is where work that has started or been completed will be automatically saved to. My Items are only linked to a user’s log in and cannot be viewed by other users unless they are explicitly shared with other users. They will appear on your Home page as a list and can be shown as an Analysis, Dashboard or Report.


Shared with Me


Shared with Me are analysis, reports or dashboards that have shared with you by another user. This is where you will find pre-created reports.

  1. To view a pre-created report that has been shared with you, select the arrow next to the Shared with Me folder.
  2. Select the text for the analysis, report, dashboard or folder to see what you would like to view. Options or folders may vary depending on what has been shared.
  3. Once selected, wait a few seconds for the list to populate. Select the analysis, report or dashboard you would like to view by selecting the name text.
  4. You will be brought to the analysis, report or dashboard you selected.
  5. To export the analysis to an Excel, CSV, or PDF document, select the down arrow. Depending on the type of shared analysis, report or dashboard you may or may not have this option.
  6. Select the horizontal arrows to move between pages of the analysis.


Editing a Pre-Created Analysis From Shared with Me


In order to edit and filter a pre-created report, you must duplicate the report which will copy the report and move it to your My Items list. Once here, you can enter the report and change the report as you wish.

  1. From the Shared with Me section, select the folder, then the report you would like to customize.
  2. To Duplicate the report, select the gear next to the analysis’s name.
  3. Select the Duplicate box that drops-down from the gear.
  4. Select the OK button for the message, “Duplicate ‘Title of analysis chosen’?”
  5. Select the OK button for the message, “Done.”
  6. Select the Home button from the left side of the screen.
  7. Select your My Items folder. The analysis you had duplicated will show up on the right side with the title “Copy of title of report chosen.”
  8. Select the Title of the copied analysis to view.
  9. Select the Gear Icon next to the text ‘Table’ to view additional filtering options.
  10. You now have access to editing features of the report. The Analysis Grid contains Data, Formula, Filter, Add Chart and Add Crosstab. The Table View contains Columns, Sort, Group, Aggregate and Paging.


Data Filter


The Data filter allows you to see, change or add datasets to a report. A dataset is made up of columns that pull information from CareManager. You can choose to review and or add columns from a dataset to be part of your customized report.

  1. Select the Data button.
  2. Once selected, you will see all columns below the dataset(s) that had been used. Columns that are being used in the analysis will have a check mark next to them. Columns that are not being used in the report will be left unchecked.
  3. Select or deselect any of the columns that you would like or not like to use in the report.
  4. You can add additional datasets by select the Select Data drop-down and selecting a dataset that you would like to add.
  5. Select as many additional datasets by selecting from the Select Data drop-down. The join type is determined by a dash “-“ for an Inner Join and a red bar above the chosen dataset and an arrow “→” for the Left Outer Join with a green bar above the chosen dataset.
    • Note: An Inner Join selects all rows from both tables as long as there is a match between columns in both tables. A Left Outer Join selects all rows from the first table you have selected and adds rows from the second table that match a specified column value.
  6. Select the Apply Column Selection button when finished. Your changes will be applied to the report.


Formula


This is an advanced option utilizing bullion logic. Formula Help can be selected for assistance with creating intended formula(s).

  1.  Select the Formula button.
  2. Once selected, you will see any previously entered formulas for the copied report you are viewing.
  3. By selecting the Formula Help button, you will be brought to a Formula Help page which will give you Functions that can be used to write formulas.
  4. To add a Formula, enter the Name, Insert a column, Formula, Data Type, and Display Format. Once entered, select the Add button to add your formula or the Replace button next to the appropriate formula you would like to replace.
    • Note: If a formula is entered incorrectly, a message stating, “There is an error in the formula” will present next to the Add button.
  5. Use the Remove buttons to remove an entered formula from the report.

 

Filter


The Filter feature allows you to select from multiple types of Comparisons to filter the data based on Values entered. There are 14 Comparisons that can be used mentioned below:

  1. =
  2. <
  3. <=
  4. >=
  5. >
  6. Not=
  7. In List
  8. Not In List
  9. Starts With
  10. Contains
  11. Not Starts With
  12. Not Contains
  13. Date Range
  14. Range

How to use the Filter feature:

  1. Select the Filter button.
  2. If needed, select the gear button to view the Filter options. Previously entered filters will present below if filters were used.
  3. Select the Filter Column that you want to use from the drop-down. The Filter Column is made up of Datasets used from the Data feature.
  4. Select the Comparison you would like to use from the drop-down.
  5. Enter the Value you would like to use in the free text field.
    • Note: You may find it easiest to copy the value you would like to filter on by copying the value from a cell in the report.
  6. When the Filter Column, Comparison and Value are entered select the Add button to add the comparison to the report. You also have the ability to select the Replace button instead of Add which will replace a previously entered filter on the report.
  7. When multiple Filters are used, you have the ability to change between And/Or filtering. By default And will be used. To switch to an Or statement, select the And button.
  8. Use the Up or Down arrows to move the order in which the filters will be applied. You can also add or remove parenthesis by selecting the buttons.
  9. To remove all filters, select the Remove All… text.

The Add Chart feature allows you to add a chart based off of the data in the report. There are seven available chart types which are listed below. It is important to remember that not all charts may be appropriate for your data. The Add Chart area is located in the Analysis Grid display.

  1. Select the Add Chart feature located at the top of the page.
  2. This will take you to the Add Chart feature. Select the type of chart you would like to create. Specific controls will be displayed depending on the type of chart you select. Your options are Bar, Line, Curved Line, Pie, Scatter Plot, Heatmap, and Gauge.
  3. Assuming a Bar chart was chosen, select the Label Column. The Label Column provides data for the X-axis of your chart. If the column selected is a date-type column, you will have the ability to choose intervals of Year, Quarter, Month, and Day.
  4. The Data Column is the Y-axis of your chart. Select your appropriate Y-axis by selecting an option from the Data Column. You should see your data values as well as see any formula columns that had been created. Select the appropriate Data Aggregation and if you would like to Show the actual data values as labels.
  5. The Additional Column specifies a second data series that will be charted along with the Data Column value for comparison. Depending on the chart type that you are working with, other configuring controls may appear.
  6. Select the Bar Orientation that you would like. This allows you to choose whether the bars are vertical or horizontal.
  7. Your chart will be redrawn immediately as you make individual changes. You can hide the chart configuration area by selecting the Gear icon.
  8. To expand or collapse the chart, toggle the + and – icon.
  9. You can resize the chart by using the resizing handles located on bottom right corner, bottom or right side of the graph.
  10. If available, you can choose to use the Data Forecasting tool. This is available for Bar, Line and Curved Line charts.
  • Time Series (Time Series Decomposition), consisting of data in a natural, time-related order with strong interval, where the Label Column data is of DateTime-type and the Data Column is a number.
  • Regression, using one of several regression analysis functions. Regression analysis is recommended when the focus is on a relationship between a dependent value and one or more independent values. Available regression analysis functions include:
    • Linear – used to calculate predictive values based on a trend line
    • Autoregressive – used when attempting to predict an output of a system based on previous outputs. The estimation technique used is based on “Burg’s” method.
    • Exponential, Logarithmic, Polynomial, or Power – non-linear types used to display relationship between dependent and independent variables as curvilinear function, which may provide more accuracy than a linear regression.


Add Crosstab


Add Crosstab allows you to correlate and compare data columns by creating a “Pivot” table.

  1. Select the Add Crosstab button.
  2. Select the Header Values Column, whose values will be shown horizontally, as column headers, across the top of the crosstab table. Additional controls may appear depending on the data type of the selected column.
  3. Select the Label Values Column, whose values will be aggregated to produce the contents for the rest of the table cells.
  4. Select the Aggregate Values Column, whose values will be aggregated to produce the contents for the rest of the table cells.
  5. Select the Aggregate Function to be applied to the column selected in step 4. Options include Sum, Average, Standard Deviation, Count and Distinct Count, Minimum, and Maximum.
  6. Select a Summary Function to display a summary result.
  7. Check the Compare Label Columns checkbox to have the difference between column values to be displayed, along with a cell shading indicator.

 

Columns


The Hide and Show Columns section is located in the Table Configuration section under Columns. After you have applied the data columns you wish to include in your analysis you can
hide columns that you may not want to see. This feature may come into play if you would like to filter your analysis based on a column but do not wish to see it in your table.

  1. To view/hide the Hide and Show Columns feature, select the Gear Icon. By default, this option is in hide mode. Columns will be selected by default.
  2. Deselect or select the column(s) you wish or do not wish to be viewed by select the checkbox next to the column name(s) of your choice.
    • Note: You can remove all columns or select all columns by checking/unchecking the (All) checkbox which can make working with a lot of columns easier.
  3. Select the OK button after your selection(s) has been made to apply your changes.
  4. Another way to hide columns is to left click a column header and selecting Hide Column from the column header display drop-down menu. The change will be applied once the selection has been made.


Sort

The Sort section is located in the Table Configuration section. This feature allows you to sort your columns in ascending or descending order.

  1. To view the Sort feature, select the Gear Icon. By default, this option is in hide mode.
  2. Select the words Sort. A bar below your selection will highlight with the appropriate functions below once selected.
  3. From the Data Column drop-down, select which column you would like to sort. Your choices will be sorted by dataset and corresponding color.
    • Note: Only applied columns will be available.
  4. Select the Order Direction of Ascending or Descending. Select the Add button to apply your changes.
  5. Another way to sort a specific column on your table is to left click the column you wish to sort then select the Sort A-Z for Ascending and Sort Z-A for Descending.

 

Group

The Group section is located in the Table Configuration section.

  1. To view the Group feature, select the Gear Icon. By default, this option is in hide mode.
  2. Select the word Group. A bar below your selection will highlight with the appropriate functions below once selected.
  3. From the Grouping Column drop-down select the column you would like to group. Select the Add button to apply your changes.
    • Note: Only applied columns will be available.
  4. Another way to group by a specific column on your table is to left click the column you wish to group by and selecting Group.

 

Aggregate

The Aggregate section is located in the Table Configuration section.

  1. To view the Aggregate feature, select the Gear Icon. By default, this option is in hide mode.
  2. Select the word Aggregate. A bar below your selection will highlight with the appropriate functions below once selected.
  3. From the Data Column drop-down select the column you would like to aggregate.
    • Note: Only applied columns will be available.
  4. Select the Aggregate Function you would like to use from the drop-down.
  5. Select where you would like your results to be shown by selecting an option from the Results Positioning drop-down.
  6. Select the checkbox next to Hide Function Names if you would like to hide the function names in your analysis.
  7. Another way to aggregate a specific column on your table is to left click the column you wish to aggregate and then by selecting Aggregate. Your available aggregate functions will present depending on the column type you select.

 

Paging

The Paging section is located in the Table Configuration section.

  1. To view the Paging feature, select the Gear Icon. By default, this option is in hide mode.
  2. Select the word Paging. A bar below your selection will highlight with the appropriate functions below once selected.
  3. From the Paging feature, select if you would like to Show all rows or Show paging. If Show all rows is selected, all rows in the analysis will be shown.
  4. If Show paging is selected, enter the amount of rows you would like to be viewable per page by entering an amount in the Rows per Page numeric field.
  5. Select the OK button when you are finished.

Dashboard and Reports

Dashboards and reports can be created from previously created Analysis.

 

Preliminary Work

  1. Create an analysis.
  2. From your analysis, add the charts and tables that you would like to be part of your dashboards or reports.
  3. Add to your personal visual gallery

 

Adding to Your Visual Gallery

  1. Each table/chart that you create will include the Add to Visual Gallery button.
  2. Once selected, you'll be prompted for a title and description. These, and a thumbnail image of your visual, are stored in your personal gallery.

 

Dashboard Creation

  1. Select the Author Dashboard button.
  2. The Visual Gallery modal will present. You should see tables/charts that you have added to your Visual Gallery (By selecting the Add To Visual Gallery button from your Analysis).
    • Select the Add button to add the tables/charts to the Dashboard you are wanting to create/be in your Dashboard.
    • Note: Once a visual has been selected, the ‘Added’ text will appear next to the add button.
  3. Select the Done button when finished.

 

Dashboard Settings

  1. Select the Gear button to rename or duplicate your Dashboard.
  2. You have the ability to add several tabs within your dashboard. To add additional tabs, select the New Tab button
  3. Select the Gear icon on each tab to allow you to add visuals from your Visual Gallery, change the panel layout, rename the tab, or remove it altogether.

 

Tab Layout

  1. The Tab Layout, by default, is three columns of equal width, as shown above. Panels will fit into one of these columns. You can select up to eight columns, in equal and unequal widths. You can also select a Free-form layout instead of using columns - this allows panels to be in any arrangement, even overlapping.
  2. Each Dashboard Panel has its own settings icon as well.
  3. When the mouse is hovered over a panel containing a chart, resizing handles will appear. These can be used change the chart size and if made large enough, the panel itself will change size, too. In a columnar format, making the panel wider will affect the width of its column.
  4. Select the Home button when finished.
  5. The Dashboard will be placed under your My Items list and will have a red speedometer icon.

Authoring a Report

Visuals from your Visual Gallery can be included in reports. Charts are fully functional in a report. Your chart’s animation, and hover highlighting will work just as they did in an analysis.
Each time the report is run or refreshed, the visuals will retrieve data from the database and displays it. The report will give you a snapshot of the data as it was at the time the report was last refreshed.
Reports you create are automatically saved and will appear in the list of resources on the Home page.
Note: Reports can only be edited by the creation user.

 

Creating Reports

  1. From the Home page, click the Author Report panel.
  2. Split Row - You can add an empty row that's divided into multiple columns, then drag content into them.
  3. Text - You can enter text to be displayed in the report. Various font attributes like size can be set as desired.
  4. Image - You can upload an image for display in the report.
  5. Line Space -You can add blank lines to provide spacing and reading clarity.
  6. Link - You can add links to other reports or web pages.
  7. PDF Link - You can add a link that will download the report to PDF format.
  8. Visual - You select a visual from your Visual Gallery for display in the report.

 

Design Mode

Just under the report title, you can see the Design and View buttons, which let you switch between modes. When you first create a new report (from the Home page), it starts in Design mode. You can switch modes at any time. Components in the report will appear in a series of panels:
Design mode, shown above, let's you build or modify your report.

  1. Component Toolbox - Components appear on the left. Drag them onto the report canvas to add them.
  2. Re-arrange components on the canvas by clicking their drag icon - - and dragging them into a new location.
  3. Configure component settings or delete them by clicking the "gear" or "x" icons.
  4. Add/Remove columns for the Split Row component by clicking the "columns" icon.

When you add a Visual component to the canvas, your Visual Gallery will be displayed, and you can select one or more visuals to be inserted into your report. Chart animation, resizing, and hover highlighting will all be active in the report. Each selected visual will be inserted into its own separate panel.
Components can be re-arranged by dragging their drag icon. When you do, the cursor changes to a drag cursor and a drop zone indicator bar will appear as you drag the component toward a new location. If the drop zone is above or between other components, they'll move when the component is dropped.

  1. To view what the report will look like when ran, select the View button. You can switch between View and Design mode as often as needed until you have your desired results.
  2. The report can be found under your My Items folder from the Home Page.
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