Reports

Reports are table views or lists of things in your Synap database, such as organizations, people, funds, etc. These lists can be customized with desired columns and can be pared down with selected filters. Once a report has been published, it is automatically shared to the reports library, where you and your teammates can access it. The creator of the report must name the report and give it a description, so that others understand its purpose.

IN THIS ARTICLE

Standard Reports Creating Custom Reports
Bridged Fields Copying Reports
Editing Reports Deleting Reports
Starring a Report Additional Info

Standard reports

Synap includes standard reports for things such as people, organizations, funds, notes, etc. These reports include the name and ID of the entity (and occasionally a few other system standard fields). They cannot be edited or deleted, but they can be copied (see more below). They can be accessed in two ways:

  • By clicking/tapping on the corresponding icon from the main navigation bar
    Icons may look different on mobile as seen in image below

    screenshot of the People icons in both desktop (on the left) and mobile (on the right)

  • By clicking into Reports and finding them in the report library. They are the first report listed in each of the sections.

    screenshot showing the Reports icon as it appears in the desktop version of the main navigation bar

How to create a report

The standard reports can be helpful for quickly browsing through all of the contacts (or funds, or opportunities, etc) in your Synap account, but oftentimes you may want to get a list of a subset of contacts or other things. It’s very easy to create a custom report. All custom created reports are accessible to all other Synap users in your team, once published.

Note: Reports can be accessed from any device, but you must be on a laptop or desktop to create new reports and to edit fields in an existing report.

  1. Click on the Reports icon in the main navigation bar.
  2. Decide what you would like to report on (e.g. funds, organizations, notes, etc) and click the New button in the appropriate section.

    Tip: Save time creating a new report by using any existing report as the base for your new report. Learn how below.
  3. Choose which fields you’d like to include in your report by finding them in the list of fields at the left of the report edit screen. Note: The report will start with one ore more standard columns, but even those can be removed from the report if desired. Fields are listed in alphabetical order and there is also a search option at the top of the list. Click and drag the desired field(s) to the header of the report preview area at the bottom right of the report edit screen.
    1. Any field can be removed by mousing over the downward arrow at the right of the column name and clicking Remove Column.
    2. Click and drag fields to reorder them in the report preview.
    3. Fields can be added more than once.
      screenshot showing the create a report view with column of fields on the left, the report layout on the bottom right, and the filters in top right
  4. Click the Rule or Group button to add a filter rule or collection of filter rules, respectively, to narrow your report results. The report results will update in realtime in the report preview area, as will the number of matching results directly above that preview area, so you can see if your filters are yielding the desired result.
    You can see in the animated .gif above that the report is being filtered by Address:State
  5. Once you’re finished adding and arranging your report columns and configuring any filters, update the title (it will default to a generic title that includes your name and the date and time) and update the description.

    Tip: Use prefixes in your report names to help organize them. For example, if you typically think of reports in terms of the team that uses them, use that as your prefix (e.g. FIN: for Finance). If you care more about the process or project the report serves, use that (e.g. AUD: for a report used to help audit your data).
    Pair this up with using the browser search (i.e. Ctrl+F or Cmd+F) to easily find the reports you care most about.
  6. Click Publish when you're ready to add the report to the reports list. 
    1. If you do not wish to save your report, simply click Discard next to the title. 
    2. Or, if you are not ready to publish, but wish to save your changes, click Save.
      screenshot showing the discard button (looks like hyperlink) on left, grey save in middle, and blue-green publish right
    Tip: Want to make this report a "landing" page for this kind of entity? Star this report to add the icon to the main navigation menu.

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Bridged fields in reports

Sometimes you want to use information in your reports that is actually stored on a related entity. For example, you may want to run a person report, but would like to filter the report to show you only people who are at an organization that is marked as a customer. To do this, you will use what we call a bridged field. For any "link" field associated with an entity, you will see a More option in the field picker. When you click More, you will then have access to all of the fields on the entity (or entities) associated with that field.

screenshot showing the field selection screen in a view for a person with the 'organization' field's 'more' option circled in red with a second screenshot laid on top showing the field selection options for bridged 'organization' fields

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How to copy a report

As noted in the tip above, rather than creating a report from scratch, you can copy an existing report, whether on of your own or one another teammate added. This can save a lot of time, especially if there is a report that already has a lot of the fields you want in your new report. 

  1. Click on the Reports icon in the main navigation bar.
  2. Mouse over the title of the report you'd like to copy.
  3. Click the plus icon next to the report name to Copy it.

    screenshot showing the report titled, People, with the copy button (two boxes, one contains a plus sign and is on top of the other, but offset to the upper right a bit) circled in red

    1. Or click the title to see the report and then click the gear icon to choose Copy (see below)
  4. Make any desired adjustments to the copied report (e.g. title, description, rules, fields). 
  5. Click Publish
    1. Or Save if you're not ready to publish, but would like to save your changes.
    2. If you do not wish to keep the copied report or any changes, click Discard.





animated .gif showing a report being copied, the title changed, and a field being added before being saved




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How to edit a report

If you need to adjust an existing report, follow these instructions. Note: Only the report creator can edit the report.

  1. Click on the Reports icon in the main navigation bar.
  2. Click the title of the report you’d like to edit to open the report.
  3. Click the gear icon next to the report name and choose Edit.
  4. Make any desired changes. 
  5. Click Publish
    1. Or Save if you're not ready to publish, but would like to save your changes.
    2. If you do not wish to keep any changes that you made, click Discard.

For a visual representation, the operation above is roughly similar to the animation above, just select Edit.

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How to export a report

In cases where you would like to export your Synap report, you can save it to either Excel or .csv by choosing the Save to Excel or Save to CSV options from the gear menu when viewing the report.

screenshot showing the drop down menu from the gear icon in a report with 'Save as Excel' and 'Save as CSV' enclosed in red boxes

How to delete a report

If you no longer need an existing report, follow these instructions. Note: Only the report creator or an Admin can delete the report.

  1. Click on the Reports icon in the main navigation bar.
  2. Click the title of the report you’d like to delete.
  3. Click the gear icon next to the report name and choose Delete.
  4. Click OK in the dialog box that pops up confirming you want to delete the report.

For a visual representation, the operation above is roughly similar to the animation above, just select Delete instead of Copy.

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How to make a report a landing page (i.e. starring a report)

Create a quick navigation icon for your most used report for any kind of entity.
Only one report per kind can be starred because the report will become the landing page for that icon when clicked.

animated .gif showing the process of clicking the star next to a report title and the icon showing up in the main navigation for that Kind's report

  1. Navigate to the main Report page by clicking on the Report icon.
  2. Navigate to the kind of entity for which you want to create an icon.
  3. Click on the star next to the name for the report you want associated with the icon.
  4. A icon for that kind will appear in your main navigation bar and clicking on it will take users to the starred report.

Additional information

  • Only the report creator will have the option to edit the report. 
  • Only the report creator or an Admin can delete it.
  • All reports will include the creator name and the date and time the report was most recently modified in the Reports library.
  • If you navigate away from a report you were in the middle of editing, a draft will be saved to the Reports library, so you can pick up where you left off.
  • Each person who views a report can adjust column widths by clicking on the right border of any column name and dragging it to the desired size. Each viewer can also click a column header to sort by that column. Note: Sort order and column widths are not retained.
  • All published reports are available to all users in a Synap team.

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