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 |
The Breach Alert waiting list report follows 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.
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 Area, Report name and Description.
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.
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 Select Generate Report. The Generating Report… panel shows its progress: submitted, then in queue…, then rendering….
When Your Report is Ready appears, select Open. A View report opens in a new browser tab. 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 is still generating after you closed the panel Closing the Generating Report… panel stops Diarybook checking on the report, so you won’t see Open. Run the report again and leave the panel open until it finishes.