Family List Report

This article provides information about and steps to run the family list report.

The Family List report allows you to obtain a wide range of information from the system about your families in Directory, including contribution information if you have appropriate system permissions. The report results list families that match the filter criteria you set.

There are a variety of filters available to help you find the specific information you need, and the flexible interface allows you to show and hide the filters you want to use. The system remembers and saves your filter criteria settings each time you run the report, but you can update the filters at any time. You can download the results as a pdf, csv, or excel file.

The Family List report is not intended to be like a Giving Detail Report for financials. A Giving Detail Report would provide all giving reflected in the system.

Note* At this time, any family custom fields information you may have created is only available to be viewed under the custom field headers on a CSV download when running a Family List report.

Complete the following steps to run a Family List report:

Locate the Report

1. Open Directory.

2. Select Reporting in the main menu.

3. Select Family List from the drop-down menu.

Configure the Report

The following selections provide details on configuring the report and displaying or downloading the results. The report returns results listing the families that match the filter criteria you set.

Add and Remove Filters

There are a variety of filters available for the Family List report, so you can find the precise information you need. You can add or remove filters to the report anytime as needed.

1. Click the gear icon to view the Report Filters side sheet.

Note* The viewable filters change as you select different filters.

2. On the Report Filters side sheet, select the filters you want to use in the report. To add a filter to the report, push the filter toggle to the right.

Note* the system remembers and saves your filter selections for the next time you run the report. You can update the selected filters at any time.

3. Click on Close to continue configuring the report.

To remove a filter from the report, push the toggle of the activated filter to the left, to the off position. The filter will no longer viewable on the Configure Report card.

Note* If you remove a filter and then later add the filter back to the report, the filter returns to its default setting, and any selections you made for the filter must be set again.

Example:

For this example all of the possible filters have been selected for the purposes of explaining how to configure each filter.

Set Filters

To set filters click the drop-down arrow, filter icon, or place a checkmark in a box to make desired selections.

The report results list Directory families that match all of the filter criteria you set. Setting more filters helps narrow the results to a smaller, more precise list of families.

Begin selecting the filter criteria.

1. Click on the drop-down arrow to view the Family Status list.

2. Determine the desired Family Status. (Select All, Active or Inactive)

3. Click on the drop-down arrow to view the Registration Status list.

4. Determine the desired Registration Status. (Select All, Registered or Not Registered)

Date Filters

The available date filters allow you to define a date or date range to apply to your results.

There are a number of settings available for each date filter:

All Dates - does not apply specific dates to your results
On Date - returns results only for the specific date you select
Between - returns results for a custom date range
Before - returns results for before and including the date you select
After - returns results for after and including the date you select
Last 7 Days - returns results for the previous 7 days, up to and including the current date
Last 30 Days - returns results for the previous 30 days, up to and including the current date
Last Month - returns results for the previous calendar month
Last Year - returns results for the previous calendar year
This Year - returns results from Jan. 1 to the current date of the current year
In Month - returns results from the first to last day of the month you specify

5. Click on the drop-down arrow to view the Registration Date list.

6. Determine the desired Registration Date.

When using the calendar to select dates, you can manually type in the dates you need, which is especially useful for selecting dates in the far past.

7. Click on the drop-down arrow to view the Date Added list.

8. Determine the desired Date Added.

9. Click on the filter to view the Include Tags list.

10. Select the desired Tags to Include.

You may select more than one. To select all, place a checkmark in the top box. You may also begin entering text in the search bar to help locate a selection, which is helpful if you have a long list to scroll through.

11. Click on the filter to view the Exclude Tags list.

12. Select the desired Tags to Exclude.

Notes Filters

13. Place a checkmark in the box if you want your results to include families with public notes. You can filter results to only include families that have public notes associated with their family entry and choose whether to include those notes in the results export.

14. Place a checkmark in the box if you want to include public notes in an export. Families that meet your Notes criteria are listed in the report results and are only available in the CSV download, not in the other file download formats or on the results page.

Contribution Filters

Users with appropriate permissions can include and filter the report by family contribution data.

Note* The Include Contributions option does not appear on the Configure Report card for users without permissions to view contribution data.

15. Place a checkmark in the box to Include Contributions.

16. Click on the drop-down arrow to view the Contribution Status list.

17. Select the desired Contribution Status. (Select All, Active, Inactive)

18. Click the gear icon to open the side sheet and add any additionally viewable contribution filters as needed.

Note* If you selected to include contributions, additional Contribution filters becomes viewable in the filter list. (Contribution Date, Funds, Gift Source, Total Contribution, and One Time Contribution.)

19. Click on the drop-down arrow to view the Contribution Date list.

20. Enter or select the desired Contribution Date.

If you selected to include contributions, the Funds filter becomes viewable.

21.Click on the filter to view the Funds list.

22. Select the desired Funds.

If you selected to include contributions, the Gift Source filter becomes viewable.

23. Click on the filter to view the Gift Source list.

24. Select the desired Gift Sources. You may make more than one selection (Physical Contribution, Online Contribution, or Mobile Text Contribution.)

If you selected to include contributions, the Total Contribution Min and Max, and the One Time Min and Max filter becomes viewable.

Example: If you wanted to find everyone who gave a contribution of more than a $1000 to the Building Fund this year, you would put $1000 in Total Contribution Minimum, change the date range to this year, and select the Building Fund filter. Conversely, if you wanted to find people who have given less than $1000, you would enter $1000 in Total Contribution Maximum.

If you are looking for donors who tend to give large contributions, you can utilize One Time Contribution Minimum, and enter a specific contribution amount; for example $10,000. The results would give you a list of those who have given a donation of $10,000 or more within the timeframe you have selected.

25. Enter the desired values.

26. Click on the drop-down arrow to view the Name Style list.

27. Enter or select the desired Name Style you prefer to appear in the report. (Family Name is the default, Formal Name, Informal Name.)

28. Click on the drop-down arrow to view the Sort list.

29. Enter or select the desired Sort you would prefer for the report. You can sort the results by a variety of fields (Last Name is the default, Envelope, Email, Phone, Registration Date, Date Added, Amount Given, and Contributions)

30. Once your filters have been selected and set, click the Run Report button.

Family List Report Results

The results list families that match all the filter criteria you have selected.

Reconfigure the Report

You can reconfigure and rerun the Family List report with new criteria as needed:

1. Click the gear icon to add or remove toggle filters in the side sheet.

2. Update filter settings in the Reconfigure Report card as needed.

3. Click the Update Report icon.

Download the Report

Downloading the Family List report allows you to print the report, save it to your computer, or otherwise use the it.

To download the Family List report:

1. Click the download icon.

2. Choose the format type.

Three file types are available for export:

Acrobat (PDF) file - A printable format of the report. The PDF file includes the same information given in the report.
CSV (comma delimited) - Comma Separated Values file format. Note* Families that meet your Notes criteria are listed in the report results. However, the specific notes for each family are only available in the CSV download, not in the other file download formats or on the results page.
Excel Worksheet - exports the same information in the report as an editable Excel worksheet.

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