Access Care Planning includes a built-in reporting tool that lets you pull data from forms and case files into a tabular or chart view. This article explains what the reporting tool can and cannot do, so you can set realistic expectations before building a report or raising a support case.

You can create two types of report in ACP.

A form report pulls data from the fields of a specific form. You select one form and the report returns data from submissions of that form. You can filter by date range, choose which fields to include as columns, and optionally limit results to the most recently submitted form per case.

A case report pulls data from case file fields — information held at the case level rather than inside a form submission. This includes case fields such as date of birth, branch, or custom case field values.

Understanding the limitations of ACP reports prevents a common set of avoidable support cases.

Combining data from multiple forms into one report. Each report is based on a single form. It is not possible to pull fields from two different forms into the same report. If you need data from two forms in one view, run separate reports and merge the output manually in Excel.

Downloading charts. Charts displayed within a report cannot be downloaded as an image or exported as a file. You can export the underlying data as an Excel file, but the chart itself is not exportable.

Exporting a full care plan history in one report. If your care plans are spread across multiple forms or sections, there is no single report that consolidates all care plan data. You would need to run one report per form and combine the outputs.

Reporting on data beyond the Visit and Activity report date limits. The standard Visit and Activity reports under Other Reports have a maximum date range of two weeks per run. For data over a longer period, run the report in two-week blocks and combine the exports.

Reporting across multiple services in one report. A report is scoped to one service. If your organisation uses multiple services, you will need to run a separate report for each service and combine the results.

Several report settings directly control what data is returned and are a common source of confusion when results appear incomplete.

Period. The report only includes submissions made within the specified date range. A service user who was active but had their last form submission outside this period will not appear.

Include only last submitted form for each case. When this is on, only the most recently submitted form per case record is returned. All earlier submissions for that case are excluded. Turn this off to see all historical submissions within the Period.

Allow data from archived cases. When this is on, the report includes submissions from archived and terminated service users. Turn this off if you want to exclude terminated records from the output.

Hidden fields. If a field on the form had a condition rule applied and was hidden at the time of submission, it may not appear in the report output. The report is limited to data that was visible and captured at submission time.

For step-by-step guidance on building a report, see Report configuration.

If your report is returning no data or unexpected results, see the troubleshooting section at the bottom of Report configuration.

If your report is showing an internal server error, see Report is showing an internal server error.