Reviewing Data in the Smartabase App

There are several tabs in the Smartabase app that allow you to view saved event form data. These tabs include:

• Dashboards
• Reports (professional users only)
• Activities (non-professional users only)

Profile form data for your own account can be viewed in the Settings tab.

Dashboards

You can view any dashboards that you have access to through the Dashboards tab. Alternatively, you can select from your Favorite dashboards on the Home tab if you’ve enabled the widget in your customized home screen layout.

Reports

If you’re a professional user (i.e. you can interact with other people’s accounts), you can run reports from the Reports tabs for any event forms that you have access to. The Saved reports home screen widget will also allow you to access any saved reports from the Home tab.

All saved reports and front page reports that you have access to will be listed in the Reports tab. Select from one of these options, or generate a New report with the button at the bottom of the screen.

Steps to create a new report

1. In the Reports tab, select New report.
2. Choose who you are reporting on.
   

   

   • Select the group that you’re generating the report for. The selection will default to the currently loaded group (including any sub-groups) or you can switch to a different group.
   • Select which people from the group to include in the report. All people will be selected by default, or you can remove individuals by selecting the (n) Selected box and untick the box next to anyone you don’t want to include. Select the Apply button to save your selection.
   • Select Next.
3. Choose what form to report on.
   

   

   • Select Event or Profile based on the form type.
   • Select the specific event or profile form from the Form dropdown menu.
   • Optionally apply any filters to the report based on field values. You can add more filters with the Add filter button or remove a filter by selecting the bin icon. Filters are applied in the order they appear: if you had a filter where Availability is equal to Available followed by a second filter where Fatigue is equal to Very tired, the data would look at Available records and then select those with Very tired.
   • Select Next to proceed, or Back to edit your previous configurations.
4. Choose the time frame for which records to include.
   

   

   • Use either a Date range, specific date (Day) or Period of time to limit which data is shown in the report. If using Period of time, the following options are available:
     • All history: Includes all records entered prior to the current point in time.
     • All (history and future): Includes all records entered prior to and after the current point in time.
     • All upcoming: Includes all records entered after the current point in time.
     • Last: Includes the most recently entered records for a period of time (days, weeks, months or years) that you specify. 
     • Last custom: Includes the most recently entered records with the ability to control where the week or month starts and ends. For example, a time frame of Last custom - 1 week - Mon-Sun will return all records entered within the last Monday-to-Sunday period. If the report is run on a Tuesday, it will only show records entered in the last couple of days. The same applies for months, except that you specify which day the month starts (e.g. the 1st day or another day).
   • Choose how many records within that range to include. All records entered within the range will be included by default, but you can change the dropdown selection to only include the last one to nine entries.
   • Select Generate report to proceed, or Back to edit your previous configurations.

Viewing a report

You can sort the report by any field by tapping the column header. Tap the column header a second time to reverse the sorting order. The column that the report is currently being sorted by will be underlined.

Other configuration options are available at the top of the screen. When interacting with any of these settings, make sure to select Apply changes to update the report or cancel the changes by pressing and holding the green bar at the top of the pop-up and swiping down.

You can customize the following report settings:

• Edit or apply new filters.
• Show or hide additional form fields (columns) in the report.
• Append advanced fields such as account-related details for the people shown in the report (e.g. their date of birth, age or group membership) or metadata about the records shown in the report (e.g. creation date or the date of last update).
• Append other metrics enabled in the form such as rank and percentage change.
• Include a row for any individuals in the report that don't have a record matching the report criteria (Include missing users).
• Include or exclude individuals from the selected group. You cannot change the selected group.
• Save the report so you can easily run it again with the same configurations.
• Refresh the report to include recently entered data. If you adjusted any report settings, the report will automatically refresh.
• The time frames that you configured for the report are shown above the table. You can tap any of these options to update your selections.

To open a specific record from the report (e.g. to view more information or edit the record), select any cell in the row of the report table. For more information about editing an existing record, see our article on Entering Data with the Smartabase app.

To return to the Reports home screen and view your list of saved reports, select the back button.

Saving a report

If you regularly run the same type of report, you can save the report and its configurations. You can easily access this report from the Reports home screen widget, or from the Reports tab. Reports saved on the Smartabase app are also available on Smartabase Online.

To save a report, enter a name for the report and choose from one of the save types below:

• Save report (selected athletes): Save the report for the selected individuals from the group.
• Save report (all athletes): Save the report for all individuals in the group.
• Save as Front page report: Save and send the report to your home page on Smartabase Online (if enabled in your page layout).

To finish, select the Save report button in the pop-up window.

You can update the configurations of the saved report by opening the report in the Smartabase app, adjusting the configurations as required, then select the Save option. An additional option will be available in the Save type dropdown to Update current report. Select the Save report button to update this saved report. If you would prefer to create a new saved report, change Save type to one of the other options.

If you do not save your updates and you use the back button to return to the Reports home screen, a pop-up message will ask you to confirm whether you would like to discard the updated version of the report or cancel and return to the report.

Recent Activities

If you’re a non-professional user (i.e. you only have access to your own account), you don’t have access to the Reports tab; instead, you can use the Activities tab to view all records that have been recently entered against your account.

By default, all records from the past 1 month will be listed but this can be altered by selecting the Search button. Here, you can adjust the start and end date for the search range and filter by a specific event form. Select Save filters to confirm your selections and return to the list of recent activities. Use the Clear filters button to restore the default search parameters.

Select an existing record to open it and either view or edit the information. For more information about editing an existing record, see our article on Entering Data with the Smartabase app.

Viewing profile form data

To view profile form data for your own account, navigate to the Settings tab, select your account then go to Account settings. Your account details are shown on the first screen, with the profile forms that you have access to listed as separate tabs across the top of the screen. Select the relevant tab to view and edit (if allowed by your role) your profile record data.