Submittable's Advanced Reporting tool works similarly to Submittable's standard Reporting feature (included with all accounts), but provides powerful additional tools to consolidate and pull data from multiple forms at once. Advanced Reporting also enables users to see report results in an array of visualization formats.

This article will go over:

I.   Starting an Advanced Report.
II. Selection options for data that can be included in Advanced Reports
III.  How to Merge Form Data using Advanced Reporting (see video in step 5).
IV. How to filter data using Advanced Reporting (see video in Step 7).
V. How to use Pivot Tables and How to create Charts (see videos in Step 9).


When generating an Advanced Report, you will first need to select the Project data you want to include, then proceed to the Analyze Data stage to configure and view the data.

To start an Advanced Report:

Select Reports > Advanced Reports.


Click the +New Report button

In the Report Name Box, give your report a name.

Use the date range selection boxes to select a date range for the data you want to be included. 

From the Projects dropdown list, select the Projects from which you want to pull data. You can select from any of your existing Projects that have submissions in them. There is no limit to the number of Projects that can be selected.

If desired, you can select any Labels that have been applied to received submissions, to generate a report that includes only submissions from your Projects that have these labels applied.

Next, make selections from the Field Selector column for the data you want shown in your report. You will see drop down arrows for Submitter Information, Form Attributes (which are standard identifiers from all submissions such as Submission ID, Status, Labels, etc.), your Initial Form titles , Funds (if you are using them to administrate Projects), as well any other Form Types (e.g. Eligibility, Review, Internal) that may be attached to your Project. The Field Selector column will look like this:

Selection Options

Below you'll find groupings of the data selection options for the various drop down options in your Advanced Reporting Field Selector column.

Submitter Information

Email | First Name | Last Name | Phone | Cellphone | Address 1 | Address 2 | City | State | State Code | Region | Zipcode | Country

Form Attributes

Form Name | Submission Id | Status | Date | Archived | Unique Id | Submission URL | Labels | Affiliate Id | Assigned To | Total Review Score | Avg Review Score | Review Stage | Gallery Votes | Total File Size | File URL | Submission Notes | Payment

Funds (Including All Funds)

Total Awarded | Total Paid

Each Individual Fund

Total Awarded From Fund | Total Paid From Fund | Individual Awards | Award Dates| Individual Payments | Payment Dates

Project

Each individual question from the initial form.

Eligibility Form, Reference Form & Internal Form

Each individual question from the form.

Yes / No / Maybe Review Stage

Total Review Score | Average Review Score | Reviewer Email | Reviewer Name | Reviewer Title | Review Last Updated | Is Review Finalized | Review Vote | Review Vote

Custom Review Stage

Total Review Score | Average Review Score | Reviewer Email | Reviewer Name | Reviewer Title | Review Last Updated | Is Review Finalized | Review Vote | Review Vote | Each individual question from the custom review form


Advanced Reporting for Funds

If the Funds feature is available within your account, you will see a Funds section within the Field Selector of Advanced Reporting. Under the Funds section, each Fund created in your account will be listed.

You can add the following data from across the whole Funds section.

  • Total Awarded: The total amount across all funds that was awarded to a submission.
  • Total Paid: The total amount across all funds that was paid to a submission.

Note: Individual fund data can be added to an advanced report as well. When an individual fund is expanded within the Fields Selector, you have the option to add the following from an individual fund:

  • Total Awarded From Fund: The total amount awarded from the particular fund.
  • Total Paid From Fund: The total amount paid from the particular fund.
  • Individual Awards: Each individual amount awarded from an individual fund. If a submission was awarded more than once from a fund, each award amount will appear in the report as a separate column with a unique identifier.
    Eg. Individual Awards [1] (Fund Name)
  • Award Dates: The dates of when each individual amount was awarded from an individual fund. If a submission was awarded more than once from a fund, each award date will appear in the report as a separate column with a unique identifier matching the Individual Award identifier.
    Eg. Award Dates [1] (Fund Name)
  • Individual Payments: Each individual amount paid from an individual fund. If a submission was paid more than once from a fund, each paid amount will appear in the report as a separate column with a unique identifier.
    Eg. Individual Payments [1] (Fund Name)
  • Payment Dates: The dates of when each individual amount was paid from an individual fund. If a submission was paid more than once from a fund, each payment date will appear in the report as a separate column with a unique identifier matching the Individual Payment identifier.
    Eg. Payment Dates [1] (Fund Name)

Advanced Reporting for Charity Check (GuideStar) Data

Advance Reporting may include Charity Check data (if the Charity Check feature is included in your organization's account).

To add the Charity Check information, expand any form within the Fields Selector that contains a Charity Check field. Once the form selections are expanded, the Charity Check field options will be available to add to the report. They will appear in column headers like this:
{charity check label}: {GuideStar info} :

GuideStar data that is available to add to a report is as follows:

EIN | Organization Name | Address | Address Line 2 | City | State | Zip Code | Subsection Description | Deductibility Status | Reason for Non-Private Foundation Status | Pub 78 Verified | Most Recent IRS Pub78 | Most Recent IRS BMF | Most Recent IRB | OFAC Status | Ruling Date



Multi Stage Review Data in Advanced Reporting

Yes/No/Maybe and Custom Review MSR stages can be reported upon in Advanced Reporting. Both types of reviews are able to include the following information from each stage.


•Total Review Score: The total of all the scores provided in that particular stage.
• Average Review Score: The average of all the scores provided in that particular stage.

• Reviewer Email: The email attached to the reviewer’s Submittable account.
• Reviewer Name: The first and last name attached to the reviewer’s Submittable account.
• Reviewer Title: The title attached to the reviewer’s Submittable account.

• Reviewer Last Updated: The date and time (in UTC) a reviewer last updated their review for that particular stage.
• Is Review Finalized: If the review for each reviewer has been finalized. Each reviewer will have a Is Review Finalized column. If the review for a reviewer in this stage is finalized the value in this column will be true. If the reviewer for a reviewer in this stage has not been finalized (completed) the value in this column will be false. Please note that if the reviewer’s review is not finalized, then information about their review will not be available until it is. In other words, a reviewer’s custom review answers will not be available for reporting until their review is complete.

• Review Vote: The score an individual reviewer gave in that particular reviewer stage. Each reviewer score will appear in its own column.


Custom Review Form Reporting

Users can add answer data from individual review form questions to their form. For rating fields, users have the option to add the rating field question as well as the score provided for the particular rating field. For each Custom Review form element added to the report, each reviewer’s response will appear in its own column.



Renaming Columns

You can rename columns within your advanced report by selecting the column(s) you'd like to rename, then clicking Edit column names. This will activate an edit state in the selected columns, enabling you to customize the names. Once complete, click Save to save the column name changes.

Note: A column must be selected in order to enable the edit column names button


How to Merge Project Data using Advanced Reporting:

Below is a short video that explains how you can merge fields when setting up your Advanced Reporting View. 

After you've merged any selected fields and set up your Project data input for analysis, click the Next button in the lower right area of the page. This brings you into the Analyze Data area.


How to Analyze Project Data using Advanced Reporting

In the Analyze Data area, you can adjust and filter your selected data. Here is a brief video on How to filter data using Advanced Reporting:

Once you have arranged and filtered your selected data as desired, click
the Save As New View button in the lower right hand corner of the page. 

You will be prompted to name your View. A saved report View is the custom selected data configuration that you've created, and which you can return to at any time to analyze, adjust, and/or visualize according to your specific needs. Give your View a name and click Save.

Note: you can  return to the Data Setup area at anytime, click on the Back to Select Data button in the lower left area of the page.

Once you have saved a new report View, you can access it in the Select View dropdown list  at anytime.  

You can make changes to an existing View at anytime by selecting it from the dropdown list, making your changes, then clicking on the Update and Save Review button in the lower right. If you make changes and decide you want to save it as a completely new view, click the Save as New View button to save a separate, new report View (this will show up as a separate view selection option in the Select View dropdown).

Below please find a short video tutorial on How to use Pivot Tables in Advanced Reporting:

Below please find a short video tutorial on How to create Charts in Advanced Reporting.

Below please find a short video tutorial on How to report on your multi-stage review process in Advanced Reporting:

Below please find a short video tutorial on How to report on Funds in Advanced Reporting:

Questions? Interested in adding Advanced Reporting to your organization's account? Contact us at sales@submittable.com.

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