Running reports
Why this matters
Every report in Diarybook is run the same way: choose the report, choose a format, narrow it with filters, then open the result. Once you know the steps for one report you can run all of them, and the filters printed at the top of each report show exactly what it covers.
Before you start
Any user can run reports. For appointment reports, what you see depends on your permissions:
| Your permission | Appointments included |
|---|---|
| Can view All Appointments | Every appointment in the account |
| Can view Department Appointments, with a department set on your user record | Appointments in your department |
| Neither | Only your own appointments |
Waiting list reports follow the same rules. Waiting lists have no department of their own, so a department-limited user sees the entries assigned to at least one user in their department. A user with neither permission sees only the entries assigned to them. Either way, unassigned entries are left out. The two reports built from entry logs, Additions and Removals and Activity Log, are the exception: they aren’t limited by these permissions.
See Users and Permissions for how these permissions are set.
Steps
Open the Reports area from the icons on the left. The screen lists every report with its Code, Area, Report name and Description. The code (for example, sms001) identifies the report if you need to refer to it when contacting support.
Select a report. The Filters panel opens with the report’s name as its title.
Under Report Format, choose View, .CSV File or .PDF File. Only the formats that report supports are listed.
Set the dates in From: and To:. Only appointment and message reports have dates. Waiting list reports that cover a period use a fixed one, given on each report’s page.
Set any filters. Each filter is a button that opens a list: select one or more entries, or leave it alone to include everything. The filters depend on the area of the report:
Area Filters Appointments Users, Types, Rooms, Departments, Confirmed, Attendance Clients Groups, and one of Exclude archived clients (the default), Include archived clients or Only include archived clients Messages Dates only Waiting Lists Users, Waiting Lists, Status, Priority, Locations Select Generate Report. The Filters panel closes and the report is generated in the background, so you can carry on working. Its progress shows under the notifications bell in the toolbar: Report in queue…, then Rendering report….
When the notification reads Your report is ready, select Open report, either in the pop-up under the bell or in the bell’s Notifications panel. A View report opens in the browser. A CSV or PDF file downloads.
Reset clears every filter. Diarybook remembers the dates and filters you last used during your session, so the next report you run starts from them.
What’s at the top of every report
View and PDF reports open with a header showing the date range (for reports that have one), your account number and name, the date the report was created and who created it, the number of appointments included (on appointment reports), and every filter that was applied. If the figures look wrong, check the header before anything else.
What to watch for
“Please enter a valid date range” The To: date is before the From: date, or one of them is empty.
“Sorry, there is a problem generating this report. Please try again later” The report failed to build. Run it again, and contact support if it keeps failing.
The report has fewer appointments than expected Check the filters in the report header first. Filters are remembered between reports, so one you set for an earlier report may still be applied. Select Reset and run the report again. If you don’t have Can view All Appointments, the report is also limited by your permissions (see Before you start).
“The report took too long to generate. Please try again later” The report didn’t finish within 15 minutes. Run it again, narrowing the dates or filters if it covers a large period.
You can’t find the link to a report you ran earlier The bell’s Notifications panel lists reports from the last 24 hours. Clear all removes finished reports from the list, including their Open report links. Run the report again.