Advanced Training Resources for 25Live
On this page:
- Reports - Overview how to create, run and star reports
- Saved Searches - Overview on how to save commonly used searches
Reports
Reports can be run on sets of multiple events, locations, organizations, resources, and contacts from the Reports section of 25Live.
To get started, access Reports from the Dashboard (Home) page in 25Live Pro. Use the More menu in the top navigation bar.
Select a Report to Run. Choose from:
- Starred Reports
- Event Reports
- Location Reports
- Resource Reports
- Other Reports
Select from the dropdown of available reports, then review the description to learn about the report, its parameters, and output. Use the View Sample Report link to see an example image within each type of report.
When you've chosen a report from the dropdown list, provide a value for each parameter displayed, if the report uses parameters.
Most reports require one or more searches as part of their input parameters. These must be created ahead of time, starred in the appropriate area (Events, Locations, etc.), and saved. The searches that you have favorited will appear in the drop-down menu when you go to select a search in Reports. The image provided shows the Daily Room Sheet Report options which contains a link to view a sample report at the end of the first column.
After setting the report options and select the Run Report button.
Common Searches
Searching for All Locations
There is no single search option that will return a list of all locations on campus. However, there are several methods you can use to create a search that gives you that complete list. Pick whichever of the following is most appropriate to your institution:
- Add Criteria > Partitions If all your spaces on campus are assigned to a partition, selecting all the boxes from this list will return every single space. Make sure the drop-down box this criterion is set to "include any"
- Add Criteria > Categories Choose a combination of categories that could be applied to your spaces. Make sure the drop-down for this criterion is set to "include any"
- Add Criteria > General > Minimum Capacity Set the minimum capacity to 1, and you'll get all the rooms that exist
Searching for All Events
Frequently you want to create a search for a report that returns all the events happening on campus. The easiest way to do this is to use criteria that give you the contents of an entire cabinet. Use these options from the menu on the Add Criteria button:
- Add Criteria > Cabinets Select the cabinets you want to use–usually the Special Events and/or Academic cabinets corresponding to the current year.
- Add Criteria > Assigned Locations (Optional) Limit the search to events that have already been assigned a location–either specific locations that you indicate, or an existing location search.
New Search and Date Ranges
In any search dropdowns in the report's parameters panel, if you do not see a search you wish to use, click the Refresh icon or define and save a new search for use with this report.
Frequently you may have a report that asks you to enter a date range. This date range limits the results of the report in addition to any date constraints included as criteria in the search. This means that if you have a report you run weekly you don't need to create a new event search with different date range criteria every week–just create an "all events" search and let the report parameters limit it further.
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Saved Searches
You can save searches in 25Live Pro for later use. By default, your saved searches are available only to you, but you can also share searches with other 25Live users. Learn more about Sharing Searches.
You must sign-in with your NetID to save a search. In addition, what you can see and do in this application depends on the security permissions associated with your 25Live user account.
Save a New Search
After completing a search and looking at your search results, you have the option to save a search.
Tip: Using Wildcard Characters
A wildcard (asterisk *) character can be used when searching for some fields, such as an event name, to return even more results. For example, searching for "men" will return event names such as "Men's Basketball," but searching for "*men" will also return "Women's Basketball."
You can add the character in multiple ways around or within keywords or partial words:
- Before - *term
- After - term*
- Surrounding - *term*
- In between parts of terms - first_term*second_term
Be careful when using wildcard characters, because you could return many more results than are useful for you to go through.
Step 1 - Use the Save As Link. To save your search, use the Save As link near the search button.
Step 2 - Type in the name of your search, choose whether you want to add to starred (favorite) searches for easy access later, then use the Save button.
Tip: Saving Searches for Reports
If you're creating a search to use for generating reports, be sure to make it a starred search. Only your favorited/starred searches appear as options when running reports in addition to public searches created by an administrator.
Copy a Saved Search
Navigate to the Search section by using the Go to Search link in the top navigation bar on every page of 25Live. There is also a Search link in the More menu in the top navigation.
- Run the Saved Search
After selecting the area you want to search in (Events, Locations, etc.), use the adjacent drop-down menu to reveal choices for Pre-Defined Groups of searches, Your Starred Searches, and a list of All of Your Searches. Select one and use the Search button to run the search.
- Save the Search
Use the Save As link to save a copy.
Edit a Saved Search
Navigate to the Search section by using the Go to Search link in the top navigation bar on every page of 25Live. There is also a Search link in the More menu in the top navigation.
- Run the Saved Search
After selecting the area you want to search in (Events, Locations, etc.), use the adjacent drop-down menu to reveal choices for Pre-Defined Groups of searches, Your Starred Searches, and a list of All of Your Searches. Select one and use the Search button to run the search.
You can only edit saved searches you created or have ownership/permissions to edit.
- Switch the Search Type Toggle
Switch the search type toggle to Quick Search to view the SeriesQL (the internal search language of 25Live) syntax for your saved search or to Advanced to view the building blocks for your search. Make any necessary changes.
- Save the Edited Search
Use the Save link adjacent to the Search button to save a new version, or use the Save As link to make a copy with your new edits.
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