You can create reports within Access Care Planning, which enables you to view your data in different formats, such as graphs and forms.
Reports are divided into four main sections: Report Configuration, Field Configuration, Conditional Formatting, and Filter Configuration. Each section determines where information is pulled from, which information is visible, and any conditions that must be met for information to be included in the report.
You can create two types of reports: a form report, which pulls information from a form, or a case report, which pulls information from the case files. The other reports section that you'll see is custom-made reports that can't be edited.
📌 Note: The report won't pick up a field within a form if it has met the criteria to be hidden. Additionally, sometimes fields may look squashed using a smaller screen. You can use the zoom option to adjust this.
Creating a report
To create a report, follow these steps:
Click the three-line menu.
Click Reports.
Click New report.
Report Configuration
Report configuration allows you to name your report and choose what information you want to show.
Fill out the information in the table and click Next.
Field | Description |
Name | Name of report. |
Report type | The type of report you want to create, case report or form report. |
Chart type | The view of the report. |
Service | The service you want the information from, client records or employee records. |
Allow data from archived cases | Include archived records within the report. If this is enabled and you are seeing terminated or archived service users in your results, turning this off will exclude them. |
Form | Select the form you wish to create a report for. You'll only see this if you have selected a form for the report type. |
Include only last submitted form for each case | When enabled, the report shows only the most recently submitted form for each case record. All earlier submissions for that case are excluded. If you need to see all historical submissions, leave this unchecked. |
Period | Filters the report to show only submissions made within this date range. If a form was submitted outside this period it will not appear in the results, even if the service user is still active. |
Field Configuration
This section is used to choose what you want to show on the report.
Click the plus button and complete the fields below, then click Next.
Action | Description |
Field | This is the part of the form or case file you want to show on the report. |
Label | This is what you want the field to be called on the report. If you want it to be the same as the field, click the clipboard icon. |
Group by | This can be used to group your forms to see how many have been submitted per service user, rather than showing them individually. It'll give you a count of how many have been submitted. This can also be used if you want certain fields to show in a graph. |
Aggregation type | This is only used if you select group by. You can choose an aggregation type of fields that have not been grouped. |
Sort by | This allows you to sort the report by the filters selected. |
Display | If switched off, this field no longer shows on your report. |
Conditional Formatting
Here, you can add colour coding to your report. The filter is blank by default in this section. If you don't need a filter, simply delete it, or you can click the plus button to add additional filters.
Click the plus button.
Select format cell or row from the dropdown.
Select the operator from the dropdown.
Enter the value you want from the operator, for example, first name, to equal Jo.
Click the empty white box and choose a colour. This highlights whether the first name is Jo.
Click Choose.
Click Next in the top right.
Filter Configuration
Here, you can filter your report if you only want certain parts to be shown, for example, on an incident report. If you only want to see falls, you can filter this here.
Click the plus button.
Select which part of the form you want to filter from the dropdown.
Select an action from the dropdown.
Enter your value into the empty box.
Click Complete in the top right.
Report is showing no data or unexpected results
If your report runs without an error but the results appear empty, incomplete, or include records you did not expect, work through the checks below before raising a support case.
Report returns no results. The most common cause is the Period setting. If the Period is set to a specific date range and no forms were submitted within that range, the report returns nothing. Change the Period to a broader range and run again. If results appear, the original date range did not contain any submissions.
Some service users are missing from the results. Check whether Include only last submitted form for each case is enabled. When this is on, only the most recently submitted form per case is included. If a service user had an earlier submission but no submission within the Period, they will not appear. Try disabling this setting and running the report again to see all submissions.
Terminated or archived service users are appearing in the results. This is caused by the Allow data from archived cases setting being enabled. Turn this off and re-run the report to exclude archived and terminated records from the output.
A column appears empty for some or all service users. If a field appears in your report configuration but returns no data for certain rows, the form may not have had that field completed at the time of submission. Check whether the field is marked as required on the form. If it is optional and was left blank, it will appear empty in the report. If the field has a condition rule applied and was hidden at submission time, it may not appear in the report output.
The report is pulling data I did not expect from earlier submissions. If Include only last submitted form for each case is disabled, the report includes every submission within the Period. To see only the most recent submission per case, enable this setting.
📌 Note: Reports in Access Care Planning cannot combine data from multiple different forms into a single report. If you need data from two forms in one view, you will need to run separate reports and combine the output manually. If you are seeing an internal server error when running a report, see Report is showing an internal server error.