How to Build a Custom Report

About Custom Reports

Each custom report starts from a Data Type: the set of records the report pulls from, such as Incidents. Data types are grouped by category (e.g., Resident, Medication), and each one has its own columns and filter fields.

When Custom Reports is turned on, the ALIS Reports tab also changes. Each available data type gets an Explore link, marked with a wand icon, in its report category. For example, Explore Incidents appears under Resident Reports.

Report data comes from a reporting database that refreshes regularly from ALIS. Entries made in the last few hours may not appear right away. 

You only see the data types that your report permissions allow, so two staff members may see different lists. 

Step 1: Start a new report

Start on the Custom Reports tab.

1. Go to Reports > Custom Reports tab.
2. Click New Report. The report builder opens. 

Step 2: Choose a data type

The data type sets which columns and filters are available.

1. In the left sidebar, open the Data Type list.
2. Select the data type (e.g., Incidents). The columns and filter fields update to match. 

Step 3: Add filters

Filters narrow the report to just the records you need. When you add more than one, a record has to match all of them to show in the report.

Some data types start with a date filter already in place. Click it to change the date range.

To add other filters:

1. Click Add filter.
2. Select a field. 
3. In the dropdown, choose how the filter matches:
   • In: show only records that match the values you select. For example, select Community > In, then check two communities to see only those two.
   • Not In: show every record except those that match the values you select. For example, select Community > Not In, then check one community to see all the others.
4. Select or enter the values.
5. Click Apply.
6. Repeat to add more filters. 

Step 4: Choose and arrange columns

Pick which columns the report shows and in what order. The grid on the right updates as you go.

1. In the Columns list, click the eye icon next to a column to show or hide it.
2. Drag and drop columns to change the order.
3. Click a column header in the grid to sort by that column. Click the same header again to reverse the sort order. 

Step 5: Save the report

1. Click Save Report in the top-right corner.
2. Enter a Report Name. 
3. Click Save.  

The report now appears on the Custom Reports tab. 

Manage Saved Reports

The Custom Reports tab lists your company's saved reports with their Name, Data Type, Last Modified date, and Schedule.

Edit 

Opens the report in the builder.  

Save As

Open the report, make your changes, and click Save As to save them as a new report. The original stays the same.

Rename

Open the report, hover and click the pencil icon next to its name at the top of the sidebar. Type the new name, and press Enter. Press Esc to cancel.

Delete 

Requires specific security role permissions. Click Delete and confirm. 

Report Visibility

Saved reports are Shared by default. Anyone in your company who has View Custom Reports and the matching report category permission (for example, View Residents Reports) can open them.

• Private: only you can see the report in the list. You can still email a private report on a schedule.
• Shared: visible to everyone with the right permissions. 

Only the person who created the report can change it between Private and Shared.

To also list a saved report on the ALIS Reports tab, turn on the In ALIS Reports toggle at the top of the report builder. The report then appears with a wand icon in its report category, next to the Explore links. 

Export to Excel

1. In the report builder, click Export to Excel in the top-right corner. 

The export matches what's on screen, including filters, sort order, and visible columns. Unsaved changes are included.

Schedule a Report (by email)

Any saved report can be emailed as an Excel attachment on a schedule.

Step 1: Open the schedule window

1. In your report, click Schedule Email at the top of the page. 

Step 2: Set the schedule

1. Set the Delivery toggle to Scheduled.
2. Select a Start Date, and a Start Time if needed. Times use your community's local time zone.
3. Select how often it repeats: Daily, Weekly, Monthly, or Yearly, then select the days. 

Step 3: Choose recipients

1. In Recipients, select staff roles, individual staff members, or both.
2. (Optional) In Cc Recipients, enter outside email addresses separated by commas. This field only appears if you have the specific security role permission. 
3. Click Save Schedule.

What recipients receive

• Each email includes an Excel file built from the report's current saved settings. If someone edits the report later, the next email reflects those edits.
• Staff recipients only receive data for the communities they're linked to.
• Roles are matched to active staff each time the report sends, so new hires are added and former staff drop off automatically.
• Staff receive the email at the personal email address on their staff profile.
• If no records match, the email still sends with an Excel file that has column headers only.

Remove a schedule

1. Click Schedule Email on the report.
2. Set the Delivery toggle to No Schedule.
3. Click Remove Schedule. 

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