Lists / Reports - Basic functions – Guides

This guide will show you the how to create and use the basic Lists functions within SpeedAdmin. Lists are also often referred to as reports.

The list function is the main access to all data in the system, partly via the fixed Standard Lists with built-in functionality and partly via the customised lists.

Custom Lists.
Custom Lists consist of three elements:

Folders that you arrange as you prefer, to keep an order in your custom lists.
Global Lists, which are custom lists that can be seen by all users who have rights to view global lists. With the necessary rights, you can also edit in Global Lists, which are marked with a
Lists that are not Global, your own lists, can only be viewed only by the person who created the list, unless you are logged in as the creator of the list. Own lists can always be made global.

Standard
Standard List consist of 2 types of lists:

List Library, contains of lists created by Speedadmin. These lists can be copied and thus edited for your own use. The list library is continuously expanded
Standard lists, that are fixed lists. Often with a functionality on the list. These lists cannot be edited or copied.

Standard Lists

Activities shows all bookings per booking type, that are not standard tuition.
Attendance is a link to the desktop attendance function. Here, attendance can be printed and electronically checked.
Cancellations show current cancellations and all cancellations.
Check Payer provide an overview of students who do not have a paying guardian on one or more payments.
Concerts show a list of upcoming concert bookings.
Hired instruments provide an overview of the instruments that is being hired out.
List for Music Contacts will display a booking overview per school and merge functionality to Word
Multi-course Students provides an overview of students attending more than one activity.
Re-registration provides an overview of the Re-registration process. This list is also available in the list library and can be copied here and subsequently edited.
Students with double course/waiting list will display students that are active on the same course as one they are on the waiting list for at the same time.
Students without payments provides an overview of students who have been active during the current season but who are not charged a fee.
Waiting list provides the same list that is used when assigning waiting list students to respective teachers (lesson) or ensembles/groups.

Creating a New List/Report.

Click to start creating your own lists. When creating your own lists you are able to:

Select "List Content" - what kind of data are you looking for?
Chose Fields (columns) you want in the list
Filters - for quick filters on any of the fields you have added, or use
Create Groupings of data by dragging the heading to the top blue bar.
Calculate - Count, Sum, Average on any data in a grouping.
Copy the list. You can then Edit your copied version.
Publish the list on specific portals.
Save in a Folder.
Consider whether the List should be Global (users with rights to view global lists will see the list)
Send message to all or groupings on the list - or send the actual list as a pdf.
Print the list.
Export data in Excel, CSV or PDF format.

Remember - all lists in SpeedAdmin are 'live'; the lists pull in data from elsewhere in the system and will always show the most up to date data in real time.

1. Content
Content is the system's "main lists", i.e. a basic filtering of all data in the database. Some of these lists have pre-set filters which can be customised as needed.
The purpose is to make the list function more manageable by focusing on specific areas and to limit the number of filters that are subsequently required.

2. Fields

Fields are the data fields available on the selected content list that will appear in the list as columns.
Select the relevant fields as needed in the order you want the columns to appear (you can also edit the order afterwards by dragging the column headers/names).

Top tip - be aware that if the selected field contains several different data results, the field will generate a row / line per. result. For example, if the field guardian is chosen and the student has two guardians, then two almost identical rows will be generated for the student (one for each guardian, with each stated in the Guardian column).

Fields are sorted by type. Use "Search here", or look through the types. Click "Show more" to see all fields related to a type.

As soon as a field is selected it will add the column in the list.

The vast majority of lists will require a field with some form of ID. The ID is used as an "internal" reference in SpeedAdmin, e.g. if you have StudentID in a list, the list can be used to send messages from. The email address fields are not required to send messages from SpeedAdmin. All of this information is retrieved via StudentID; in the message module, you will then be able to choose whether you want to send to both guardian and student, as well as choice of SMS and/or email. In addition, IDs are a quick shortcut to the resource's master card (e.g. the student card via StudentID).

Use as few fields as possible. However, it is a good idea to have the fields you want to filter on. This ensures that what is stated in the filter has the correct syntax, and allows you to use quick filters on the selected fields.

The Resources fields are user-created resource fields. i.e. fields created under Settings > Resource Types, and are fields used to record information that is not in the default SpeedAdmin setup.

Order and sorting
The order in which you select the fields determines the location of the columns. The order can be edited subsequently by dragging and dropping the column headings.
To sort, simply click the heading of the column you would like to sort.

3. Filters

Filters are used to filter/search the available fields in the selected list.
To use quick filters on "Filters" tab, you must have selected the relevant fields to appear in the list. It is not necessary to add the fields when using the "Advanced filters", but it can help with the process and gives you a better overview.

Quick filters

The quick filters depends of the fields data type, and can be displayed as a dropdown, date fields, slider etc.

Advanced filters

Filters can be added either as And, or as Or.

And: e.g. filter 1 AND filter 2 must be met.
Or: e.g. filter 1 OR filter 2 must be met.
The Or function cannot be the first filter; it relies on a leading And.

Use the 'standby' icon to switch the filters on/off.

The following Filter Types, and more, can be used:

Identical to: used so only the result that matches 100% will appear from the list. e.g. searching for 'Guitar' will ONLY show field data that fully matches 'Guitar'. Select% Guitar%, (% is wildcard), will expand the result e.g. 'Electric Guitar' or 'Guitar workshop'.
Is unlike: this is the opposite function of the above.
Contains: The field must contain the specified data. e.g. to show all individual tuition course types, you could add contains 'Individual'
Do not contain: The field must not contain the specified data.
Is True: filters on Yes/No fields (true/false); the field must be filled in Yes.
False: filters on Yes/No fields (true/false); the field must be filled in No.
Is equal or before this date: filters a date field so that the result is equal to or before the specified date.
Is equal of after this date: filters a date field so that result is equal to or after the specified date.
Less than: The field must be less than the specified value. Only numbers can be used.
Is greater than: The field must be greater than the specified value. Only numbers can be used.
Equal to: The field must be equal to the specified value.
Not equal to: The field must be different from the indicated value.
Is empty: The field should be empty. No data recorded.
Is not empty: The field must not be empty.
Before and including today: the date in date field must be before or equal to today's date.
From today's date and forth: the date in the date field must be from or after today's date.
Is in this list: Allows you to refer to another list to only show data that appears in both e.g. you are creating a list of active students at secondary schools only, so you could link to a list of secondary school types. The list you refer to must be global.
Is not in this list: Allows you to refer to another list by only showing data that does NOT appear in the linked list.
Equal to selected school year: Any school year specific data will only be shown if it is relevant to the current school year.
Not equal to current school year: Any school year specific data will only be shown if it is NOT relevant to the current school year.
Equal to current login ID: refers to the teacher/user logged in.
Differ from current login ID: shows only data NOT referring to the teacher/user logged in.
Length of text longer/shorter than: This filters based on length of text in the data field.

If you select "?"- As prerequisite in the Filter column, you will be asked what to filter on the list when opening the list.

3. Grouping

Grouping is used to group lines in a given list based on the grouped field selected.
To group, just drag and drop the column heading to the blue top bar:

As shown above, multiple groupings/subgroups can be created on a list, and each can be added to a calculation.

Calculation options

To do a calculation, click and select the calculation you wish to use.
Count: Count the number in the selected field. e.g. number of student IDs. If students have multiple result lines, each occurrence will be counted.
Count (unique): Uniquely count the number in the selected field e.g. number of UNIQUE student IDs. If students have multiple result lines, only one will be counted for each student.

Sum: Add the numbers in the selected field. e.g. a total of the number of lessons.
Average: Calculates the average of the selected field.

Hide sub groupings:
This option can be applied to lists where it is the calculation of the groupings that are of interest, not the data content itself. For example, if creating a list of all bookings, this can easily run up to 20-30,000 lines. To increase the speed of these lists, subgroups can be hidden.

4. Publish

Via the icon, you can specify which portals the list should be published to.

This feature is particularly helpful for schools where users should only have very limited access to carefully selected lists, or to give teachers access to selected lists. It is also possible to specify if only a specific rights group should have access to the list.
These lists can then be accessed through the Portal without the users having rights to see all Lists.

5. Folders

Lists can be stored in folders -

Folders are created/edited by clicking on the first page of your Custom lists.

Before creating a list, consider the following:

Define what the list should show you - what is the purpose?
What list content should be used? What information is needed to reach the desired result and in which list content is this information available?
1. Is there something unique that makes it possible to reach the desired result. e.g. there may be something unique in the teaching offer, such as courses containing piano etc. Your Speedadmin categories, course and course type structure can be crucial here.
2. In many cases you will most likely use the Active Student list content, as it contains students who have an active course and a teacher in the chosen school year.
Keep the number of fields you use to a minimum. You can always add extra fields afterwards, however you must be aware that additional fields can influence the number of lines in the list.
It may be a good idea to include the fields which you want to filter against.
Which filters to use? How can you filter for the desired result?
What groupings are you looking for? Groupings can often be used instead of filters, as the overall list is displayed in the selected groupings.
1. Messages can be sent to the various groupings, as well as to the entire list.
2. Groupings can be exported to PDF and to Excel.
3. Groupings can be displayed as graph.
Which Portals should the list appear on?
Lists can be displayed on one or more Portals if the Portal function is used.

ENJOY EXPLORING YOUR DATA AND REMEMBER YOU CAN'T BREAK ANYTHING OR MESS UP DATA!