What are filters, groupings and collations?

When setting up a custom report through School > Custom Report Writer, you can apply filters (step 6), groupings (step 7) and collations (step 8) to ensure your report only contains the information you need and in the right format.

  • Filter - Applying a filter reduces down the data output in your report to only what you want to look at.
  • Group - Grouping your report will give you an average calculation for each group's data and the size of each group.
  • Collate - Collating your report will put all results of a similar type together.

Let's take a look at an example report, and apply a filter, grouping and collation, in turn, to show you what each thing does to the report.

Here is my default report, reporting on the students' names, registration form and roll call attendance. Right now, it is showing all students that have been enrolled in my school this year.

Screenshot_2021-05-12_at_13.04.59.png

 

Filter

First, we'll look at what happens when you add a filter. I'm adding a filter for Roll Call attendance to be equal to 100%.

Screenshot_2021-05-12_at_13.11.40.png

Screenshot_2021-05-12_at_13.12.07.png

 

My report will then only show students who have Roll Call attendance of 100%.

Screenshot_2021-05-12_at_12.58.44.png

 

Group

Next, let's look at what happens when you add a grouping. Please note, for this example, I have removed the filter so my report included all students, but you can add both a filter and group your report at the same time.

I'm going to add a grouping for Year Group. 

Screenshot_2021-05-12_at_13.16.16.png

 

My report will then show the average attendance for each year group, and how many students are in each year group.

Screenshot_2021-05-12_at_12.59.56.png

 

Collate

Finally, we'll look at what happens when you add a collation. Please note that you can't add a collation to a report that is already grouped.

I'm going to add a collation for Registration Form. 

Screenshot_2021-05-12_at_13.19.37.png

 

My report will then show all students, but they will be sorted based on their registration form.

Screenshot_2021-05-12_at_13.01.39.png

 

If you download the report, each registration form will be put into a different tab.

Screenshot_2021-05-12_at_13.02.25.png

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