Reports

CLIFF provides a variety of reports for viewing and analyzing your data. These reports may be grouped into the following categories:

Custom Reports

The CLIFF Custom Reporting tool is used for several of the default CLIFF reports including Listing of Logs, Referrals Sent, and Referrals Received. Through the Custom Reports interface you may customize the reporting format, the data fields to be displayed, the sort order, and simple calculations such as record counts, days over due, days to complete, etc.

Statistical Analysis

Several analysis reports are available including:

Assignment

Utility

Custom Reports

Custom reports may be created for Logs, Referrals Sent, and Referrals Received. You may select which data fields to print, the order in which to print them, how they should be sorted, and more.

To create a Custom Report

  1. Choose Logs, Referrals Sent, or Referrals Received from the Report menu in the Toolbar. A window similar to the following will be displayed depending on the option you choose. Note that clicking on in the Log and Referral lists will also display this window.



    1. Select the print options you desire and click Continue.
      CLIFF will build the report and display it in a window for you to preview. At the top of the print preview window you will have the following options available to you:


      • Print - will invoke your web browser's printer interface. The window and options displayed will depend on your default printer specification. From the printer window you should be able to select the Page Setup which will allow you to choose between Landscape or Portrait layouts. The browser will automatically format the data to suit the selected layout. The browser option for page header and footer may not be available from the displayed printer interface. You may defined these from the browser's Page Setup menu.
      • Download - CLIFF will reformat the report into a tab delimited text file which you may download to your computer.
      • Back - go back to the Report Definition window.
      • Close Window - close the Report window.

      Setting Print Options

      You may customize your report through the print options displayed in the Report Definition window as follows:

      • Report Format: If there are any saved custom Reports they will be displayed in the drop down menu. Select the report format you want to use. You may customize any report in this list and save it. See Saving Report Formats below. Note that selecting a different Report Format will reset all the print options so choose your Report Format first.
      • Select Records: You may choose to report on the current selection of records, records based on one of the predefined CLIFF searches, or records based on a custom saved search. Compatible saved searches will automatically be displayed in the drop down menu.
      • Report Title: The title of the report.
      • Column: The column in which you want the data field to be printed. Column numbers are relative. You do not have to specify a column 1, 2, 3, etc. You could specify 2,5,8, etc. Column numbers do not have to be listed in order. If you want to move a data field to the end (rightmost column) just enter a column number higher than any other column number. If you want to switch columns around, just change the column numbers as required. Data fields with no column number or a column number of zero will automatically be moved to the end.
      • Data Field: From the drop down list, select the data field to be displayed in the report. Any column with a data field of "none" will be ignored for the report. Depending on the records being displayed, one or more of the following calculated data fields will be available:
      • Days Log Overdue - The number of days the Log is overdue.
      • Days Ref Overdue - The number of days the Referral is overdue.
      • Days to Complete Log - The number of days between receiving and closing the Log.
      • Days to Complete Ref - The number of days between receiving and completing the Referral. Note that this calculation does not take into consideration the days the Referral was Pending.
      • Column Title - The column title to appear in the report.
      • Column Width - The width in pixels or as a % of the page. Normally you do not need to specify a width as the web browser usually does a good job of formatting the report. If you do want to specify widths note that web browsers are usually more sensitive to increasing the width of a column than reducing it.
      • Sort - Enter the sort order in which you want the report sorted. For example if you want the report sorted on Office first, and Action second, then enter 1 and 2 in the respective columns. Note that sort orders entered for Subject and calculated fields are ignored. Click AZ for ascending order, ZA for descending order.
      • Break - If you want a total of the field, click Count. If you want the report to skip to a new page, click Page.

      Saving Custom Reports

      Custom reports may be saved and shared with others.


      At the bottom of the Report Specification you have the following options for saving the Report Format:

      • Save This Report Format - saves any changes you have made to the current format.
      • Save This Report Format as - Creates a new Saved Report with the given name.
      • Rename This Report Format to - changes the name of the displayed Report Format to the new given name.
      • Delete This Report Format - Deletes the Saved Report currently displayed.

        The following options are available for Saved Reports:
        • Owner - the office that owns the Saved Report. Note that Saved Reports are shared on an office basis so any user that has access to the defined office may use the Saved Report.
        • Share Report Format With Others - This will allow any user in your CLIFF organization to use the Saved Report. Normally only users who have access to the Owner Office may use it.
        • Allow Others to Modify Report Format - This will allow any user in your CLIFF organization to modify the Saved Report. Normally only users who have access to the Owner Office may modify it. Note that only the Owner Office may delete the Saved Report.

        • E-mail

        E-mail reports

        Overdue Referrals Sent

        You may find it necessary to remind people that they have outstanding Referrals due. Using e-mail is a convenient and easy way of reminding them. With CLIFF’s e-mail option, you can send e-mail reports of Referrals Sent to individual offices.

         To Send e-mail of Referrals Sent


        1. Create selection of Referrals Sent

        The current selection of Referrals Sent should consist of the Referrals you wish to send an e-mail. If you only want to send e-mail for some of the Referrals, mark the Referrals you want to include. CLIFF will send a separate email to each office for the selected Referrals.

      • Click the button in the Tool Bar.

      • Click Current Selection or Marked Records (if displayed) as source for creating report.
      • Click Hold Email if you do not want to send the email report yet.
      • Click Delete After Sending if you do not want CLIFF to keep the email for you.
      • Select the From Office from the drop down menu.
      • Enter a Subject for the email.
      • Enter any notes or additional information you want prefixed to the generated report.
      • Click Generate to submit.

        When CLIFF has sent the email report, a message will be sent to your account.

        • Referrals

        Referral reports

        Referrals Sent

        Referrals sent reports

        Referrals Received

        Referrals Received Report

        Referral Slip

        If your office forwards original documents (such as correspondence) to others for further action, you may want to attach a Referral Slip that provides details about the document as it is logged in CLIFF.

        To print a referral slip

        Referral slips are printed from a current selection of Logs or Referrals. If printing a selection of Referrals, CLIFF will print the corresponding Logs.

        1. From the Report menu, choose Referral Slip. Note that clicking on the Log Tool Bar will also display this print option. CLIFF displays the following window:


        2. Select the records to print.
          You can print the current selection, or Logs entered with today’s
          date in Date Received.
        3. Select a Report Format to use:
          • Brief - Prints the basic Log information, two to a page.
          • Detailed - Prints all the information in the Log including the notes and Referrals.
        4. Click Continue.
          CLIFF will build the report and display it in a window for you to preview. At the top of the print preview window you will have the following options available to you:


          • Print - will invoke your web browser's printer interface. The window and options displayed will depend on your default printer specification. From the printer window you should be able to select the Page Setup which will allow you to choose between Landscape or Portrait layouts. The browser will automatically format the data to suit the selected layout. The browser option for page header and footer may not be available from the displayed printer interface. You may defined these from the browser's Page Setup menu.
          • Close Window - close the Report window.

          NOTE: If you are printing the Referral Slip from the Log window, the Log information will be edited to ensure all the mandatory fields are completed.

          5. Active Days

          Referrals with a Due Date are automatically assigned a State to show if they are Active in an Office or Pending the action of another Office. Active Referrals become Pending when they are forwarded to another Office. CLIFF tracks how many days a Referral is Active.

          To Generate a Report of Active Days for Referrals

          1. Choose Active Days from the Report menu.
            CLIFF displays the following window.


            If you had pre-selected Logs or Referrals, the option Show Active Days for Referrals in: will show “Current Selection of ...”. If a current selection of records did not exist, CLIFF will default to "Referrals Sent by this Office". You may choose any of the options in the drop down menu. If none of the options meet your needs, you may create a selection of Logs or Referrals before selecting to run the Active report.

          2. You may refine your report by selecting only the Log Types or Log Actions you want. Click the appropriate checkbox above the list, and then click the entries in the list you want the report restricted to.
          3. You may also select the Office to report on. The options are based on Groups, Logging Office, or the referred Office. Click on the list you wish to use, and then click the entries in the list.
          4. By default CLIFF will include Completed Referrals, Active Referrals, and Pending Referrals. You may omit any of these by clicking the appropriate checkbox.
          5. Click Continue to submit the report.
            A report similar to the following will be displayed.


          Response Turnaround

          The Response Turnaround report summarizes the turnaround time for preparing a response for a selection of Logs. The selection is based on the reporting period which may be monthly, quarterly or annual. The report is broken down by response type within a specified category or summary field. The following example shows a monthly report for correspondence "addressed to" Minister, broken down by Response Type. Logs that have an Interim response are reported separately. The report lists:


          To Implement Response Turnaround Reporting

          The Response Turnaround Report is not available by default as it relies on the configuration of User Defined Fields for supporting information as follows:

          To activate the Response Turnaround Report see the Application Preferences.

          Calculating Response Times

          Response Turnaround times are calculated and stored in the Log record. The response times are based on the date Received and the date Signed. For example the number of days between the date Received and the date Signed is the Total turnaround time. Calculations are only done in terms of whole days with no rounding up. For example June 15,2008 to June 17,2008 is calculated as two days. Response times are only calculated after a Signed date has been entered in the Log.

          If a Referral is used for tracking the time to prepare a response, the response time will be reported as "time in office" and "time to prepare". This is calculated as follows:

          Calculated turnaround times are shown in the Log after the Sign By field as "In Office/Preparation" days. The following sample shows an "In office" time of 5 days, and 22 days to "prepare response." Note that if there is no Sign Date then the response times are not calculated or shown.


          Using Referrals to Track Response Preparation

          Referrals that are used for tracking response preparation can be marked for CLIFF to use in calculating response preparation time. Simply click the PR check box beside the Action field.


          Note that only one "PR" Referral may be open at a time, and if there are over-lapping dates between multiple "PR" Referrals, CLIFF will not take the over-lap into consideration when calculating the response time.

          Accessing Reports

          Updated in Version 5.2.19
          When response turnaround times are calculated in the Log, CLIFF checks to see if this is a summary value (i.e. Addressed To) that is being reported on. If a report for the reporting period associated with the Log does not exist, CLIFF will automatically create it. The reporting period is selected based on the Signed date.

          To View Reports

          1. Choose Response Turnaround... from the Report Menu. A list similar to the following will be displayed. If the option is not available in the menu, Turnaround Reporting has not been activated, or you do not have access to the report.

          2. Click on a report to view. A report similar to the following will be displayed.

            The report is displayed at the top, with update options displayed at the bottom. The update options include:
            • Title - The default title may be changed.
            • Notes - Any notes you wish to have appended to the report, for example to provide comments about the response times.
            • Approved - Enter an Approval Date to lock the report from further updates from Logs.
            • Click Update to save changes and redisplay the report, or click Save to save the report and return to the report list.

          If your configuration includes automatic uploading of reports to a central Organization, the Sent Date will also be displayed.

          Generating Reports

          CLIFF automatically creates response turnaround Reports from Logs and the Application Preference settings so normally there is no need to generate the reports. However if you have deleted reports, or changed the settings in the Application Preferences, you may want to generate missing reports.
          1. Click Generate Reports in the Report list window. The following is displayed:

          2. Enter the date range to generate for
          3. Click Replace Approved Reports if Approved reports are to be replaced.
          4. Click Replace Submitted Reports if Reports submitted to central server are to be replaced.
          5. Click Generate to initiate the update.

          External Reports

          Version 5.2.19

          CLIFF provides the ability to have Response Turnaround reports automatically sent to a central organization. If CLIFF is configured as such for your organization, you will see an additional Report Menu of External Turnaround

          To View External Response Turnaround Reports

          1. Choose External Turnaround... from the report Menu.
          2. Click on a report to view. The format of the report is the same as the standard Response Turnaround report except the Title and Notes cannot be changed.

          Statistical

          Stats

          Count Summary

          The Count Summary report produces a report with the number of unique occurances of field entries for a group of records.

          To produce the Count Summary Report

          1. Choose Count Summary from the Report menu.
            The following window is displayed.


          2. Select the records to report on from the popup list.
          3. Select the data field to report on.

            CLIFF will build the report and display it in a window for you to preview. At the top of the print preview window you will have the following options available to you:




            • Print - will invoke your web browser's printer interface. The window and options displayed will depend on your default printer specification. From the printer window you should be able to select the Page Setup which will allow you to choose between Landscape or Portrait layouts. The browser will automatically format the data to suit the selected layout. The browser option for page header and footer may not be available from the displayed printer interface. You may defined these from the browser's Page Setup menu.
            • Download - CLIFF will reformat the report into a tab delimited text file which you may download to your computer.
            • Close Window - close the Report window.

            4. Turnaround

            The Turnaround report will analyze a selection of Logs and show the cradle to grave time of the logs (date received to date closed).

            To create a Turnaround Report

            You may pre-select the Logs you wish to report on or you may use the search facilities in the Turnaround Report.

            1. Choose Turnaround Report from the Report menu.
              CLIFF presents the Turnaround Report window.

              If you had pre-selected Logs, the option Create Report for will show Current Selection of Logs. If a current selection of records did not exist, CLIFF will simply put in the default of Logs.

            2. You may change any of the following search parameters to fine tune your search. All options except Current Selection requires further selection criteria to be specified.
              • Create Report for: choose between Logs.
              • Date Range: choose one of the pre-defined periods or enter your own;
              • Summarize report by: select one of the user definable fields;
              • Turnaround based on: select either the close date (default) or one of the user definable dates. This date is used as the grave date (end date) for the cradle to grave time.
              • Ideal Turnaround: select an ideal turnaround. Counts are taken for those Logs meeting the turnaround time.
              • Show Details: when this check box is checked, individual Log records are reported.
              • Show Monthly Breaks: when this check box is checked, a summary line for each month is reported. The summary line shows the average turnaround.
            3. Click Continue to run the report.
            4. At the top of the print preview window you will have the following options available to you:
              • Print - will invoke your web browser's printer interface. The window and options displayed will depend on your default printer specification. From the printer window you should be able to select the Page Setup which will allow you to choose between Landscape or Portrait layouts. The browser will automatically format the data to suit the selected layout. The browser option for page header and footer may not be available from the displayed printer interface. You may defined these from the browser's Page Setup menu.
              • Close Window - close the Report window.

              5. Summary Statistics

              The Summary Statistics report analyzes the processing of Referrals by your office or other offices to whom you have sent Referrals. It includes the number of Referrals processed, and the average time to process them for an office or group of offices.

              To generate a Summary Statistics report

              1. Choose Summary Stats... from the Report menu. CLIFF displays the Summary Statistics Window.


                  

              2. Select All Offices or a specific Office from the pop-up list.
              3. Enter a date range for Referrals to be analyzed.
              4. Click Continue.
                CLIFF will build the report and display it in a window for you to preview. At the top of the print preview window you will have the following options available to you:


                • Print - will invoke your web browser's printer interface. The window and options displayed will depend on your default printer specification. From the printer window you should be able to select the Page Setup which will allow you to choose between Landscape or Portrait layouts. The browser will automatically format the data to suit the selected layout. The browser option for page header and footer may not be available from the displayed printer interface. You may defined these from the browser's Page Setup menu.
                • Close Window - close the Report window.

                5. Detailed Statistics

                The detailed statistics report will analyze a selection of Logs or Referrals and show:


                • how many received;
                • how many closed/completed;
                • how many still open;
                • a break down of how many days late; and
                • average number of days to complete.

                The statistics may be summarized at any of the following levels:

                • Action;
                • Log Type;
                • Office; and
                • Group.

                To create a Detailed Statistics Report

                You may pre-select the Logs or Referrals you wish to report on or you may use the search facilities in the Detailed Statistics Report.

                1. Choose Detailed Statistics from the Report menu. CLIFF presents the Detailed Statistics Report window:  




                  If you had pre-selected Logs or Referrals, the option Create Report for will show “Current Selection of ...”. If a current selection of records did not exist, CLIFF will simply put in the default of “Logs”.


                  You may change any of the following search parameters to fine tune your search. All options except Current Selection requires further selection criteria to be specified.

                  • Create Report for: choose between Logs, Referrals Sent, and Referrals Received.

                  • Date Range: choose one of the pre-defined periods or enter your own;

                  • Log Type: type of Logs to search for;

                2. Action: Log or Referral action as appropriate. If report is on Logs then the Log Action will be tested, if reporting on referrals the Referral Action will be tested.
                3. Select the Groups or Offices you wish to report on.
                  CLIFF defaults to all Offices. To select Groups you must first click the radio button at the top of the Group List. Click individual Offices or Groups as required.

                4. Set the days overdue you want to calculated the statistics on. The report provides three counts of Logs (or Referrals) that were overdue at the end of the specified date range. The three counts are based on the parameters entered here. For example if 30 and 180 are used, counts will be provided for:
                  • 0 to 30 days overdue;
                  • 31 to 180 days overdue;
                  • more than 180 days overdue.
                5. Show Totals: If you want CLIFF to calculate totals for each summary level click this check box.
                6. Hide Log Type: If you don’t want results summarized by Log Type click this check box.
                7. Repeated Values: If you want summary field names repeated on each line click this check box.
                8. When selection criteria has been specified, click OK to produce the report.
                  CLIFF will build the report and display it in a window for you to preview.  
                  The data columns are as follows:
                  • Logs/Refs Recvd - Logs/Referrals received in the date range;
                  • Logs Closed/Refs Comp - Logs closed/Referrals completed in the date range;
                  • Logs Open/Refs Open - Logs/Referrals still open at the end of the date range. This may include Logs/Referrals received before the date range.
                  • 0-30 Late - Logs/Referrals that were 0-30 days overdue at end of date range;
                  • 31-180 Late - Logs/Referrals that were 30-180 days overdue at end of date range;
                  • >180 Late - Logs/Referrals that were more than 180 days overdue at end of date range;
                  • Note that 30 and 180 days are used here as an example. If you specified different numbers for calculating statistics they will be used instead.
                  • Avg Days to Close - average number of days to complete each Log/Referral that was closed in the date range.

                  At the top of the print preview window you will have the following options available to you:


                  • Print - will invoke your web browser's printer interface. The window and options displayed will depend on your default printer specification. From the printer window you should be able to select the Page Setup which will allow you to choose between Landscape or Portrait layouts. The browser will automatically format the data to suit the selected layout. The browser option for page header and footer may not be available from the displayed printer interface. You may defined these from the browser's Page Setup menu.
                  • Close Window - close the Report window.

                  9. Trend Analysis

                  The Trend Analysis report will analyze a selection of Logs and show the number of occurrences per month for the selected items in a pop-up field. 

                  To create a Trend Analysis Report

                  You may pre-select the Logs or Referrals you wish to report on or you may use the search facilities in the Trend Analysis Report. If the report is run against a selection of Referrals, the corresponding Logs for the Referrals are used in the report.

                  1. Choose Trend Analysis from the Report menu.
                    CLIFF presents the Trend Analysis Report window.


                     If you had pre-selected Logs or Referrals, the option Create Report for will show “Current Selection of ...”. If a current selection of records did not exist, CLIFF will simply put in the default of “Logs”.
                    You may change any of the following search parameters to fine tune your search. All options except Current Selection requires further selection criteria to be specified.

                    • Create Report for: choose between Logs, Referrals Sent, and Referrals Received.
                    • Date Range: choose one of the pre-defined periods or enter your own;
                    • Log Type: type of Logs to search for;
                    • Action: Log or Referral action as appropriate. If report is on Logs then the Log Action will be tested, if reporting on referrals the Referral Action will be tested.
                  2. Select the Groups or Offices you wish to report on.
                    Before you can select individual Groups or Offices, you must first click the radio button at the top of the list. Individual Groups or Offices are selected by clicking on the name.
                  3. From the pop-up, select the field to report on.
                    The table values for the selected pop-up field are shown in the scrolling list.
                  4. Select the table values to report on by clicking on the name.
                    Note that the first six table entries are automatically selected.
                  5. Click Continue to run the report.
                    At the top of the print preview window you will have the following options available to you:


                    • Print - will invoke your web browser's printer interface. The window and options displayed will depend on your default printer specification. From the printer window you should be able to select the Page Setup which will allow you to choose between Landscape or Portrait layouts. The browser will automatically format the data to suit the selected layout. The browser option for page header and footer may not be available from the displayed printer interface. You may defined these from the browser's Page Setup menu.
                    • Close Window - close the Report window.

                    6. Mail Merge

                    Use the Custom Reports function to create a tab delimited mail merge file. Simply select a Report Format of 'Mail Merge'.