Learn how to create automated reports in eCourtDate to track messages, events, cases, payments, and more with scheduled exports and customizable data fields.

### Overview

Reports in eCourtDate allow your agency to generate data-driven analytics and export them on a recurring schedule. You can track messages, events, cases, payments, and other records, then share the results with staff through automated email notifications. Reports are composed of configurable settings, date ranges, datapoints, and datasets, giving you full control over what data is included and how it is presented.

- Create reports from sample templates or build them from scratch with custom configurations.
- Schedule recurring exports on a daily, weekly, or monthly basis.
- Add datapoints to track key metrics and datasets to export filtered source data.
- Notify recipients by role, individual user, or email address when reports are exported.

### Prerequisites

Before creating reports, ensure you have the following:

- The **Create Reports** and **Update Reports** permissions (or super admin access)
- Data already available in the system (e.g., client records, message history, events, payments)
- Dependent features such as message records and event tracking enabled and configured
- Signed in to your eCourtDate staging or production agency

### How-To Steps

#### Step 1: Import a Sample Report (Optional)

Importing a sample report is the fastest way to get started. You can customize the report after importing.

1. Click **Reports** in the top navigation bar.
2. Scroll down to the **Import Sample Reports** section.
3. Locate the desired sample report and click the **Import** button.
4. You will be redirected to the newly created report, pre-configured based on the sample you chose.
5. The report will send export notifications to your email address.
6. Skip to Step 3 to learn how to customize the report.

#### Step 2: Create a Report from Scratch

1. Click **Reports** in the top navigation bar.
2. Locate the **Create Report** form in the top left of the page.
3. Enter a name in the **Report Name** field (e.g., "Monthly Messages").
4. Click the **Create** button.
5. You will be redirected to the newly created report, which defaults to a last-month date range on a monthly export schedule.

#### Step 3: Update Report Settings

Reports consist of four main elements: settings, date range, datapoints, and datasets. After making any changes, click the **Save** button in the top right corner to apply them.

#### Report Settings

- **Name**: the identifier of the report (e.g., "Monthly Messages")
- **Report Description**: a description of the report for any recipients
- **Date Field Filter**: the field to order results based on
- **Export Frequency**: the frequency to export reports (e.g., "month")
- **Attach Files to Emails**: whether to attach the export file directly to report notification emails

#### Report Date Range

Reports can use a relative or absolute date range. Relative date ranges are recommended unless you are creating a one-off report.

The current date range is displayed in the top left. After making any date-related changes, verify that the preview matches your expectations.

#### Relative Dates

Relative date options are based on when the report exports or when you are currently viewing the report.

For example, to generate a monthly report with messages scheduled in the previous month:

- **From Date**: Start of Last Month
- **To Date**: End of Last Month
- **Date Field**: messages.scheduled_at
- **Export Frequency**: month

To generate a monthly report with messages scheduled in the current month, select **Start of Month** and **End of Month** for the **From Date** and **To Date**.

#### Absolute Dates

Absolute dates are ideal for running a report based on a specific date and time.

1. Change the **From Date** field to **Custom**.
2. Set the **Custom From Date** and **Custom From Time** fields to your desired values.
3. Change the **To Date** field to **Custom**.
4. Set the **Custom To Date** and **Custom To Time** fields to your desired values.
5. Click the **Save** button.

Verify that the **Date Range** display updates with your selected values.

#### Report Recipients

Choose the recipients who will receive the report when it exports. Recipients can be a combination of:

- **Roles** (recommended): select one or multiple roles. All users assigned the role will receive the report.
- **Users**: select one or multiple specific users.
- **Add an Email**: enter an email address. This field is available only when the **Attach Files to Emails** option is enabled.

#### Step 4: Assign Datapoints

Each datapoint is a metric that is calculated and included when the report exports.

1. Locate the **Report Datapoints** section.
2. Click the **Add Datapoint** dropdown.
3. Click the desired datapoint.
4. The datapoint will appear in the "selected datapoints" list, and the current result will display above.
5. Click and drag the handle to change the sort order.
6. Click the **X** button to remove a datapoint from the report.

#### Step 5: Create Datasets

Reports can include multiple datasets of filtered source data. You can customize the title, fields, and filters for each dataset.

1. Locate the **Create Dataset** section.
2. Enter your desired dataset name.
3. Click the **Create Dataset** button.
4. The dataset will appear in the list below.

#### Step 6: Update Datasets

1. In the dataset you want to update, click the **Edit** button.
2. Configure the settings on the **Edit Dataset** screen.
3. Click the **Save** button after making changes.

#### Dataset Fields

Fields are used as the column headers for the report.

1. If you do not have any fields set, click the **Set Default Fields** button to start quickly.
2. Click the **Dataset Fields** dropdown to see a list of available fields.
3. Click a field to add it to the list.
4. (Optional) Change the field name to match your desired column label.
5. (Optional) Click and drag the handle to change the field sort order.

#### Dataset Filters

Dataset filters refine the data included in each dataset. You can add any number of filters, and multiple filters are combined using the "AND" condition, in addition to the date range filters set in the report settings.

1. If you do not have any filters, click a filter in the **Sample Filters** section to get started quickly.
2. Click the **Edit** button next to any filter to adjust it. Click the **Delete** button to remove a filter.

Each filter consists of:

- **Field**: the field to apply the filter on (e.g., "Message Status")
- **Operator**: the comparison operator (e.g., "Equals")
- **Condition**: the value to match (e.g., "delivered")

Notes:

- The condition field is free entry and must match your data values exactly.
- The condition field accepts "null" and "0" for conditions such as "Does Not Equal Null".
- Click the **Save** button to apply any changes to your dataset.

#### Step 7: Manage Exports

When the **Export Frequency** is configured, the **Exported Reports** section will appear.

1. If you just created a report, you may not see results until the report exports based on the configured frequency.
2. If the report has generated at least one export, you will see a "Last Active" badge with the date and time. Otherwise, a "Not Active" badge is displayed.
3. Click the **Export Now** button to generate a one-time export.
4. When exported files are available, each result shows the file name and size. The file name includes the date range used.
5. Enter a search term in the **Search files** field and click the search button to find a specific file. We recommend searching by the desired month or day.
6. Click a file to download it to your computer.

### What to Expect

After creating and configuring a report, it will export data automatically based on the configured frequency. You and any designated recipients will receive email notifications with the report results. If **Attach Files to Emails** is enabled, the export file is included directly in the notification. Datapoint values are calculated fresh with each export. Datasets include records that match both the date range and any configured filters.

### Best Practices

- Start with a sample report to quickly understand the report structure, then customize it for your agency's needs.
- Use relative date ranges for recurring reports so the date window automatically adjusts with each export.
- Assign report recipients by role rather than individual user so that new staff members with the role automatically receive reports.
- Name your reports clearly (e.g., "Monthly Message Delivery Summary") so recipients understand the content at a glance.
- Review dataset filters regularly to ensure they still match your current data values and statuses.

### Frequently Asked Questions

**Q: How often can reports be exported?**
A: Reports can be exported on a daily, weekly, or monthly schedule. You can also click **Export Now** at any time to generate a one-time export.

**Q: Can I include multiple datasets in a single report?**
A: Yes. Each report can have multiple datasets, each with its own title, fields, and filters. This allows you to include different views of your data in a single report.

**Q: What permissions do I need to create reports?**
A: You need the **Create Reports** and **Update Reports** permissions, or super admin access.

**Q: Can I send report exports to people outside my agency?**
A: Yes. Enable the **Attach Files to Emails** option and enter the external email address in the **Add an Email** field. The recipient will receive the report file attached to the notification email.

### Troubleshooting

**Issue:** Report is not exporting on the expected schedule.
**Symptoms:** You do not receive report notifications, and the **Exported Reports** section shows "Not Active."
**Solution:**

1. Open the report and verify the **Export Frequency** is set to the desired schedule (e.g., "month").
2. Check that at least one recipient is configured (by role, user, or email).
3. Verify the date range is valid and returns data by checking the preview.
4. Click **Save** to ensure all changes are applied.

**Issue:** Dataset returns no results.
**Symptoms:** The dataset section is empty even though you expect data to appear.
**Solution:**

1. Click **Edit** on the dataset and review the **Dataset Filters**.
2. Verify that filter conditions match your data values exactly (the condition field is case-sensitive and free entry).
3. Check the report date range to ensure it covers the time period when the data was created.
4. Click **Save** after making any changes.

**Issue:** Recipients are not receiving report notifications.
**Symptoms:** The report exports successfully, but designated recipients do not receive the email.
**Solution:**

1. Open the report and verify the recipients are configured correctly (roles, users, or email addresses).
2. Ask recipients to check their spam or junk folders.
3. If using the **Add an Email** field, confirm that **Attach Files to Emails** is enabled.

### Related Articles

- [How to Create Data Dashboards](/how-to-create-data-dashboards)
- [How to Manage Clients](/how-to-manage-clients)
- [How to Manage Client Groups](/how-to-manage-client-groups)
- [How to Create an Auto Message](/how-to-create-an-auto-message)
- [How to Build Automated Workflows](/how-to-build-automated-workflows)